Doctify Talent Acquisition Privacy Policy
Data Controller: Doctify Limited, 1 Kensington Gore, London, England, SW7 2AR
1. Privacy Policy Purpose
1.1 Introduction Doctify Limited (“We”, “Us”) is committed to protecting the privacy and security of your personal information. This Privacy Policy (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to Us, will be processed by Us in connection with our recruitment processes.Please read the following carefully to understand our views and practices regarding your personal data and how We will treat it.
1.2 Data ControllerFor the purposes of applicable data protection and privacy legislation, including the UK General Data Protection Regulation (“UK GDPR”), the EU General Data Protection Regulation (“GDPR”) where applicable, the UK Data Protection Act 2018, the UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (“PDPL”), and the Australian Privacy Act 1988 (Cth), the Data Controller for recruitment activities is Doctify Limited.This means that we are responsible for deciding how we hold and use personal information about you. We are required under applicable data protection and privacy legislation to notify you of the information contained in this privacy notice.
1.3 Recruitment PlatformWe use Teamtailor, an online recruitment platform provided by Teamtailor Software Limited, to assist with our recruitment process. We use Teamtailor to process personal information as a data processor on our behalf. Teamtailor is only entitled to process your personal data in accordance with our instructions.
1.4 Applications via Third-Party PlatformsWhere you apply for a job opening posted by Us, these Privacy Notice provisions will apply to our processing of your personal information in addition to our other Privacy Notice which has been provided to you separately or is available on our Website.Where you apply for a job opening via the application function on a job site or similar online service provider (“Partner”), you should note that the relevant Partner may retain your personal data and may also collect data from Us in respect of the progress of your application. Any use by the Partner of your data will be in accordance with the Partner’s Privacy Notice.
1.5 International ApplicantsThis recruitment privacy notice applies to candidates globally, including candidates located in the United Kingdom, the European Economic Area (including Ireland), the United Arab Emirates, and Australia. We process personal data in accordance with applicable data protection and privacy laws in those jurisdictions.
1.6 Doctify Group CompaniesDoctify Limited manages the recruitment process for roles across the Doctify group. During the recruitment process, your personal data may be shared with relevant Doctify group companies and hiring managers involved in assessing your application.If your application is successful and you are offered employment with another Doctify group company, that entity will become the data controller for your personal data for employment-related purposes, including the management of your employment relationship.
2. Your Personal Information
2.1 Information We Collect From YouWe collect and process some or all of the following types of information from you:a) Information that you provide when you apply for a role. This includes information provided through an online job site such as LinkedIn, via email, in person at interviews and/or by any other method.b) Personal details such as name, email address, address, telephone number, date of birth, qualifications, experience, information relating to your employment history and skills that you provide to Us.c) Your video interview if you conduct your interview using the Video Interview feature.d) If you contact Us, We may keep a record of that correspondence.e) A record of your progress through any hiring process that we may conduct.f) Details of your visits to Teamtailor’s Website including traffic data, location data, weblogs and other communication data, the site that referred you to Teamtailor’s Website and the resources that you access.
2.2 Information We Collect From Other SourcesTeamtailor provides Us with the facility to link the data you provide to Us with other publicly available information about you that you have published on the Internet. This may include sources such as LinkedIn and other social media profiles.Teamtailor’s technology allows Us to search various databases – some publicly available and others not – which may include your personal data (including your CV or resumé), to find possible candidates to fill our job openings. Where We find you in this way we will obtain your personal data from these sources.We may receive your personal data from a third party who recommends you as a candidate for a specific job opening or for our business more generally.
3. Uses Made of Your Information
3.1 Lawful Basis for ProcessingWhere required by applicable law, including the UK GDPR and EU GDPR, we rely on legitimate interests as the lawful basis on which We collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.Where other jurisdictions apply, such as the UAE PDPL or the Australian Privacy Act 1988 (Cth), we process personal data where it is reasonably necessary for recruitment and employment-related purposes and in accordance with applicable legal requirements.
3.2 Purposes of ProcessingWe use information held about you in the following ways:
a) To consider your application in respect of a role for which you have applied.
b) To consider your application in respect of other roles.
c) To consider your suitability for roles via LinkedIn.
d) To communicate with you in respect of the recruitment process.
e) To enhance any information that we receive from you with information obtained from third-party data providers.
f) To find appropriate candidates to fill our job openings.
g) To help our service providers (such as Teamtailor and its processors and data providers) and Partners improve and develop their services.
3.3 Automated Decision-Making / ProfilingWe may use Teamtailor’s technology to select appropriate candidates for Us to consider based on criteria expressly identified by us, or typical in relation to the role for which you have applied.The process of finding suitable candidates may involve automated technology. However, any final decision as to who We will engage to fill the job opening will be made by our staff.
4. Disclosure of Your Information
4.1 Service ProvidersWe pass your information to our third-party service providers, including Teamtailor, who use it only in accordance with our instructions and as otherwise required by law.
4.2 Applications via IndeedWhere you have applied for a job opening through the Indeed Apply functionality, We will disclose to Indeed certain personal data that We hold, including but not limited to a unique identifier used by Indeed to identify you and information about your progress through our hiring process.Indeed’s Privacy Notice in respect of its use of this data is available on Indeed’s website.
4.3 Other Application PlatformsWhere you have applied through another service provider, we may disclose similar information relating to your application and recruitment progress to that service provider. The service provider will act as the data controller for that data following its transfer by Us.
5. How We Store Your Personal Data
5.1 SecurityWe take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way.We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
5.2 Where We Store Your Personal DataYour personal data is stored in Teamtailor.The data that we collect from you and process using Teamtailor’s services may be transferred to, and stored at, a destination outside the United Kingdom (“UK”) or the European Economic Area (“EEA”). It may also be processed by staff operating outside the UK or EEA who work for Us or for one of our suppliers.In particular, your data may be accessible to:Teamtailor staff in the United States; orTeamtailor’s hosting service providers on servers located in the United States and the European Union.Appropriate contractual safeguards are in place with Teamtailor and its processors to protect your personal data.
6. How Long We Keep Your Personal DataWe will retain your personal data only for as long as is necessary for the purposes for which it was collected, including to satisfy any legal, regulatory, accounting, or reporting requirements.
6.1 Successful CandidatesFor successful candidates we will hold all the data collected during the recruitment process for 12 months from the date of your application or the date you were contacted via LinkedIn.
6.2 Unsuccessful CandidatesFor unsuccessful candidates we will hold your personal data for 6 months from the date of your application or the date you were contacted via LinkedIn.
6.3 Deletion of DataYour personal information will be deleted on one of the following occurrences:a) deletion of your personal information by you (or by another person engaged by you); orb) receipt of a written request by you (or another person engaged by you) asking us to delete your personal data, unless we are required to retain it by law.
7. Your RightsSubject to applicable data protection and privacy laws, including the UK GDPR, EU GDPR, the UAE PDPL, and the Australian Privacy Act 1988, you may have a number of rights in relation to your personal data.
These rights may include the right to:
- request access to the personal data we hold about you;
- request correction of inaccurate or incomplete personal data;
- request deletion of your personal data in certain circumstances;
- object to or request restriction of processing of your personal data;
- request that we transfer your personal data to another organisation where applicable;
- object to automated decision-making where it produces legal or significant effects.
If you would like to exercise any of these rights, please contact us using the contact details provided below.
8. Raising a Query or ComplaintWe hope that We can resolve any query or concern you raise about our use of your information.You may also have the right to lodge a complaint with a relevant data protection or privacy regulator in the jurisdiction where you live, work, or where the issue occurred. This may include:
- the UK Information Commissioner’s Office (ICO) in the United Kingdom
- a relevant EU Data Protection Authority within the European Economic Area
- the UAE Data Office or another competent authority responsible for enforcing the UAE PDPL
- the Office of the Australian Information Commissioner (OAIC) in Australia.
