Easy Apply application process

Introduction

This Privacy Notice explains how your personal data is collected, used and retained when you apply for a role with HC-One through the Easy Apply application process. This application process is supported by Audience Link Ltd using the Aplify platform. Aplify is used to securely capture, store and manage application information on behalf of HC-One. For wider information about how HC-One handles personal data, please refer to HC-One’s full Privacy Policy.

Data Controller

The data controller responsible for your personal data is: Company name: HC-One Ltd Email: DataProtectionOfficer@hc-one.co.uk Phone: 01325 351100 Address: The Data Protection Officer, HC-One, Southgate House, Archer Street, Darlington, DL3 6AH. HC-One is responsible for deciding how your personal data is used as part of the recruitment process. Audience Link Ltd acts as a Data Processor on behalf of HC-One. Audience Link uses the Aplify platform as supporting technology to process candidate application data.

Legal basis for processing

HC-One processes your personal data under the following legal bases:

Performance of a contract

Processing may be necessary to take steps at your request before entering into a contract, for example when considering your job application.

Legitimate interests

Processing may be necessary for HC-One’s legitimate interests in managing recruitment activity, reviewing applications and communicating with candidates.

Consent

Where applicable, HC-One may rely on your consent for specific processing activities, such as contacting you about future relevant vacancies. You can withdraw your consent at any time.

Legal obligations

Processing may be necessary to comply with legal obligations, including employment law and regulatory requirements.

Information we collect

When you apply through Easy Apply, the information collected may include:

Personal information

• Name
• Email address
• Phone number
• CV
• Application responses
• Role preferences
• Employment history, where provided
• Education, skills, qualifications or certifications, where provided
• Any other information you choose to provide as part of your application

The Easy Apply process is not intended to collect special category data. However, you may choose to include this type of information in your CV or application responses.

How we use your information

Recruitment process

To process your application, assess your suitability for the role and communicate with you about your application.

Application management

To make your application available to HC-One’s recruitment team through the Aplify platform.

Internal recruitment systems

Where applicable, your information may also be transferred into HC-One’s internal recruitment systems, such as its Applicant Tracking System.

Future opportunities

If you choose to opt in, HC-One may contact you about similar roles in future. You can opt out of this at any time.

Legal compliance

To comply with legal obligations relating to recruitment and employment.

How Aplify is used

Applications submitted through Easy Apply are securely captured and stored in the Aplify platform. Aplify allows HC-One’s recruitment team to view, manage and process applications submitted through this route. If your application progresses, HC-One may transfer your information into its internal recruitment systems. If this happens, your information may exist both in Aplify and in HC-One’s recruitment systems. Deleting, exporting or updating your data within Aplify will only apply to the information held in the Aplify platform. For wider requests relating to HC-One’s recruitment systems or other records held by HC-One, you should contact HC-One directly using the contact details in this notice.

Data retention

Application data submitted through Easy Apply will typically be retained in Aplify for up to 12 months from the date of your application or last interaction, unless otherwise agreed with HC-One or required by law. HC-One may retain data in its own recruitment systems in line with its wider recruitment privacy policy and legal obligations. If you are hired, your data may be transferred into HC-One’s employee records and retained in accordance with HC-One’s employee privacy statement, which will be provided when you join. For wider information, please refer to HC-One’s privacy policy.

Data sharing and subprocessors

Your personal data may be shared with:

• HC-One’s recruitment team
• HC-One’s internal recruitment systems, where applicable
• Audience Link Ltd, as a Data Processor
• Aplify, as the application processing platform
• Trusted hosting and infrastructure providers that support the platform

Aplify currently uses trusted cloud infrastructure providers including Heroku/Salesforce and Amazon Web Services. Candidate data is hosted within the European Economic Area. Where any processing, support access or operational activity takes place outside the UK or EEA, appropriate safeguards will be used where required under applicable data protection legislation. Your personal data will not be sold to third parties.

Data security

Appropriate technical and organisational measures are used to protect your personal data, including:

• Encryption in transit
• Encryption at rest where personal data is stored
• Secure hosting infrastructure
• Access controls limiting access to authorised users
• Secure backups and recovery measures
• Ongoing maintenance, patching and monitoring of the platform

Your rights

Under data protection law, you have rights in relation to your personal data. These may include the right to:

• Request access to the personal data held about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data, subject to certain conditions
• Request restriction of processing
• Object to certain types of processing
• Request a copy of your data in a structured, commonly used format
• Withdraw consent where processing is based on consent

If your request relates only to information held in Aplify, you can request or delete your data through the Easy Apply process below.



If your request relates to HC-One’s wider recruitment systems, employment records or any other data held by HC-One, please contact HC-One directly using the details below: Email: DataProtectionOfficer@hc-one.co.uk Phone: 01325 351100 Address: The Data Protection Officer, HC-One, Southgate House, Archer Street, Darlington, DL3 6AH. HC-One will respond to requests in line with applicable data protection law.

Complaints

If you believe your personal data has not been handled correctly, you can contact HC-One using the details above. You also have the right to raise a complaint with the Information Commissioner’s Office.

Changes to this notice

This notice may be updated from time to time to reflect changes in the application process, legal requirements or data handling practices.

Contact

If you have any questions about how your personal data is handled as part of this application process, please contact HC-One: Email: DataProtectionOfficer@hc-one.co.uk Phone: 01325 351100 Address: The Data Protection Officer, HC-One, Southgate House, Archer Street, Darlington, DL3 6AH