​​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. Our separate Privacy Notice explains how we handle the personal data of patients, website users and staff.

 

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 sensitive (special category) data and is handled with additional safeguards;

• 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 acts as a processor for the application you submit to us), 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.

 

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.

 

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, and our IT and cloud-storage providers, 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.

If you have a concern about how we use your information that we are unable to resolve, you may contact 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: 1.0

Effective date: 25.06.26

Review date: 01.11.27