Version: 1.2

Effective date: 1st November 2023

Introduction
COPE is committed to complying with the UK GDPR during all stages of recruitment. This privacy notice explains how we collect, process, store, and retain personal data for prospective employees and associates (self-employed consultants) during the recruitment process.

Legal Basis for Processing Data

COPE processes personal data based on legitimate interests as an employer to manage recruitment efficiently and fairly. We also collect and process certain data to fulfill legal obligations, such as verifying your right to work in the UK or professional qualifications.

What Data Do We Collect?

• Personal Data: Includes your contact details (email, phone number, address), CV, cover letter, qualifications, right to work in the UK, and current remuneration.
• Special Categories of Data: COPE does not request or process special category data (e.g., health data) during recruitment unless and until an offer of employment is made.

Who Can Access Your Data?

During recruitment, access to your data is limited to HR personnel and the relevant hiring managers. In some cases, client representatives may be involved in interviews and view your CV, but they will not retain any of your personal data.

COPE adheres to strict internal controls to ensure that your data is only accessed as necessary and never shared with unauthorized third parties.

Retention of Data

• Unsuccessful Applicants: We retain application data for one year following your interview. After this period, we may seek your consent to retain your data for a longer period.
• Successful Applicants: If you are offered a role, you will receive a separate privacy notice detailing how we handle your personal data during employment.

Managing Your Data

As a data subject, you have the right to access, amend, or request the deletion of your data. You may also ask us to stop processing your data. To exercise these rights, please contact data.protection@copeohs.com.

Complaints

COPE Occupational Health Services Ltd is the Data Controller for recruitment data. If you have any concerns or believe your data has been mishandled, please contact data.protection@copeohs.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if necessary.