This privacy notice tells you what to expect us to do with your personal information when you apply to work for us. 

Organisation name: Qualitas Consortium UK Ltd

Company number: 09730277

Post: First Floor North, 40 Oxford Road, High Wycombe, Buckinghamshire, HP11 2EE, GB 

Telephone: 01494 292229 

Email: [email protected] 

Personal data is any information about an individual from which that person can be identified. It does not include anonymous data which does not identify the individual. 

Staff recruitment, administration and management

We collect or use the following personal information as part of recruitment:

• Contact details (e.g. name, address, telephone number or personal email address) 
• Employment history, qualifications, skills and experience
• CVs, application forms and covering letters
• References (where obtained)
• Interview notes and assessment outcomes
• Right to work information
• Next of kin or emergency contact details 
• Information you provide during the recruitment process

Our lawful bases for processing applicant information are: 

• Taking steps at your request prior to entering into a contract
• Compliance with legal obligations
• Legitimate interests in recruiting suitable individuals and managing our recruitment process 

We collect your information from the following places:

• From job applicants directly 
• Referees (external or internal) 

We may process special category personal data, where necessary, including:

• Health or disability information for the purpose of considering reasonable adjustments during the recruitment process 
• Equality, diversity and inclusion monitoring information that you choose to provide 

If you are unsuccessful at any stage of the recruitment process, the information you have provided until that point will be retained for up to nine months from the closure of the campaign, unless we need to retain it for longer in connection with a complaint, legal claim or other lawful reason.  

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file. It will be retained during your employment and for six years after you leave our employment. Some records are kept longer where the law requires.

Personal information will only be accessed by individuals involved in the recruitment process where necessary for their role.

We may share personal data with:

• Recruitment and applicant tracking system providers
• IT, cloud hosting and system support providers
• Professional advisers where necessary
• Government bodies or regulators where required by law

Some organisations process personal data on our behalf as processors. Others, such as professional advisers or statutory bodies, may act as independent controllers where they have their own legal or professional obligations.

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual safeguards, in accordance with UK GDPR requirements.

We do not make recruitment or employment decisions based solely on automated decision-making where this would have a legal or similarly significant effect on you. Where our applicant tracking system provides AI-assisted tools, such as suggested scoring or shortlisting support, these are advisory only. Recruitment decisions are reviewed and made by people. We will keep the use of any such tools under review and will provide further information where required.

Under data protection law, you have rights including: 

• Your right of access – You have the right to ask us for copies of your personal data. 
• Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
• Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances. 
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances. 
• Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances. 
• Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances. 
• Your right to withdraw consent – When we use consent as our lawful basis, you have the right to withdraw your consent. 

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. We will:

• acknowledge receipt of complaints within 30 days of receiving them;
• without undue delay, take appropriate steps to respond to complaints, including making appropriate enquiries, and keep you informed; and
• without undue delay, tell you the outcome of your complaint(s).

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:            

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 30 July 2026