​​ONE SPECIALIST CLINICS LTD (trading as ONE ORTHODONTICS) Fox House, 44 High Street, Cobham, Surrey KT11 3EB

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ONE Specialist Clinics Ltd values and respects the privacy of everyone who applies to work with us. This notice explains how we collect, use and protect personal information about job applicants during our recruitment process. ONE Specialist Clinics Ltd is the data controller responsible for this information.

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This notice covers applicants only. It does not apply to patient data, which is covered by our separate main Privacy Notice, or to staff, who are covered by our separate Staff Privacy Notice.

 

Information we collect about applicants

 

When you apply for a role with us, we may collect:

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• Identity and contact data: your name, address, email address and telephone number;

• Application data: your CV, covering note, application form and answers to any screening questions, and details of your skills, qualifications and employment history;

• Interview data: notes and assessments made during shortlisting, interviews and any practical exercises;

• Eligibility data: evidence of your right to work in the UK;

• Reference data: information provided by referees you have nominated;

• Background-check data: where required for the role, the result of a Disclosure and Barring Service (DBS) check. Information about criminal convictions is criminal records data. This is not special category data but is subject to its own safeguards under the Data Protection Act 2018;

• Health information: where you tell us about a disability or health condition so that we can make reasonable adjustments during the recruitment process. This is special category data and is used only for that purpose;

• Any other information you choose to provide to us during the recruitment process.

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How we collect it

 

We collect this information directly from you (through your application, correspondence and interview), from the recruitment platform you applied through (for example Indeed, which passes your application to us on our behalf but also uses your information for its own purposes as a separate controller under its own privacy policy), from referees you nominate, and from background-check providers where a check is required for the role.

 

Lawful basis for processing

 

We process applicant data on the basis of:

• our legitimate interests in recruiting for and managing our business, including assessing your suitability for the role and keeping a record of the recruitment process;

• compliance with a legal obligation, in particular our duty to check that you have the right to work in the UK;

• taking steps at your request prior to entering into a contract, where we make you an offer of employment; and

• consent, where we ask for it for a specific purpose.

Where we process information about criminal convictions (for example a DBS check), we do so only where the law allows and where an appropriate condition for processing applies, in accordance with UK data protection law and our policy for handling such data. Where we process health information to make reasonable adjustments, we rely on the condition in Schedule 1 to the Data Protection Act 2018 for processing necessary to meet our obligations under employment law, including the Equality Act 2010.

 

How we use applicant data

 

We use applicant data to manage our recruitment process, to assess your suitability for the role, to communicate with you about your application, to verify

your eligibility to work and obtain references, to make and administer offers of employment, and to keep appropriate records of our recruitment decisions.

We may use AI-assisted tools to help us draft correspondence and administrative documents relating to recruitment. Any such tools are used under written data-processing agreements that do not permit our information to be used to train their systems. Where you apply through a recruitment platform such as Indeed, we may use screener questions that check essential requirements for the role, for example the right to work in the UK or a required professional registration. If your answers show that an essential requirement is not met, your application may be declined automatically without a person reviewing it. If this happens and you believe the outcome is wrong, you may contact us at info@oneorthodontics.co.uk to ask for a member of our team to review your application and reconsider the decision. All other shortlisting and recruitment decisions are made by people, not by automated tools.

 

Who we share it with

 

We share applicant data only on a need-to-know basis, and may share it with referees you have nominated, background-check providers (such as the DBS), our HR and compliance advisers, our IT and cloud-storage providers, and providers of AI-assisted drafting and administrative tools, all of whom are required to handle it securely and only on our instructions.

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How long we keep it

 

If your application is successful, the relevant information will be transferred to your employee record and retained in accordance with our staff retention arrangements.

If your application is not successful, we will keep your application information for 6 months so that we can deal with any queries or complaints about the recruitment process, and to consider you for other suitable roles, after which it will be securely deleted. If you would prefer us not to keep your details on file, you can let us know.

 

How we protect your information

 

We store applicant information securely and limit access to those involved in the recruitment process. Where we use external providers, we ensure appropriate safeguards and data protection agreements are in place.

 

Your rights

 

You have the right to access the information we hold about you, to ask us to correct or erase it, to object to or restrict its use, and, where we rely on consent, to withdraw that consent at any time. Further detail about these rights is set out in our main Privacy Notice.

To exercise any of these rights, or to ask a question about how we handle your application, please contact us at info@oneorthodontics.co.uk.

You also have the right to complain to us about the way we handle your personal data. Our Data Protection Complaints Policy explains how to do this and what we will do in response. We will acknowledge your complaint within 30 days and aim to resolve it within one month.

If you remain dissatisfied, or you do not feel able to raise the matter with us, you may complain to the Information Commissioner's Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, www.ico.org.uk.

 

Updates to this notice

 

We may update this notice from time to time. The latest version will always be available on our website or from reception on request.

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Version: 1.1

Effective date: 29.09.26

Review date: 01.11.27