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Privacy Policy

1. Who we are and what we do

MatOrtho (“MatOrtho”, “us”, “we”, “our”) are committed to protecting your privacy and meeting our legal obligations when you apply for a job or you (or an agent acting on your behalf) share your employment details with us.

As an information-led business, we place great importance on ensuring the quality, confidentiality, integrity, and availability of the data we hold, and in meeting our data protection obligations where we process personal data. We are committed to protecting the security of your personal data. We use a variety of technical and organisational measures to help protect your personal data from unauthorised access, use or disclosure. 

We update this privacy notice from time to time in response to changes in applicable laws and regulations, to our processing practices and to products and services we offer. When changes are made, we will update the effective date at the top of this document.

 

2. Who this privacy notice applies to 

This privacy notice applies to you if you apply for a job with us, whether as an employee, volunteer or a consultant. 

 

3. Purpose of this privacy notice

The purpose of this privacy notice is to explain what Personal Data we collect about you when you apply for a job with us and how we process it during the recruitment process. This privacy notice also explains your rights, so please read it carefully. If you have any questions or you wish to make a complaint, you can contact us using the information provided below under the section called “How to contact us and our Data Protection Officer”. 

 

4. What Personal Data is

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier. 

‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation.  

5. Personal data we process

When you apply for a position with us (whether as an employee, volunteer or consultant) or submit your CV (or similar employment information) to us, whether directly or through an agency, or attend an interview in person or by remote means, we will process your Personal Data. For further details on the type of data we may process and how we use it, see the table below in the section entitled ‘Purposes and lawful bases’.

References
Please note, when we receive references, we do so on a confidential basis. As a result, we are unable to provide these on request.

Equality Act 2010
We may also collect special category Personal Data but we will only do this, where necessary, to meet our legal obligations under the Equality Act 2010 when recruiting. For example, to make reasonable adjustments for you, if you are disabled. How we collect your Personal Data.

We collect most of the Personal Data directly from you in person, by telephone, text or email. 

However, we may also collect your Personal Data from third parties, such as referees and recruitment agencies. 

 

6. Purposes and bases for using your personal data

We will process your personal information for the following purposes and under the following lawful bases:

Purpose

Categories of Personal Data

Lawful Basis for Processing

To assess your suitability for the role

Name and contact details (address, mobile phone number and email address)

Date of birth and gender (if applicable to the role)

Work history and employment positions held

Salary, other compensation, and benefits information

Nationality / visa / work permit information (where applicable)

Academic and professional qualifications, education, and skills

Photographs you may submit with your application

Your location 

Records we create during interviews or correspondence with you

Results of pre-employment screening checks such as references or DBS checks (where applicable)

Any other information you choose to give us or we collect from a third party

Processing is necessary for taking steps to enter into a contract with you or for the performance of our contract with you (Article 6(1)(a) of the UK GDPR).

To make reasonable adjustments for you during the interview process and comply with our legal obligations under the Equality Act 2010.

Special category Personal Data

Processing is necessary for us to comply with our legal obligations (Article 6(1) (c) of the UK GDPR)
For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights (Article 9(2) (b) of the UK GDPR and Schedule 1 part 1(1) of the DPA 2018)

To conduct pre-employment screening checks including checking your identity and your right to work in the UK

Name and contact details (address, mobile phone number and email address)

Identity data

Date of birth and gender

Nationality / visa / work permit information (where applicable)

Contact details of referees

Processing is necessary for us to comply with our legal obligations (Article 6(1) (c) of the UK GDPR 
For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights (Article 9(2) (b) of the UK GDPR and Schedule 1 part 1(1) of the DPA 2018)

To contact unsuccessful applicants about future suitable vacancies

Name and contact details (address, mobile phone number and email address)

Processing is necessary for our legitimate interest of searching for suitable candidates for future vacancies based on their skills set out in the records we hold on candidates (Article 6(1) (f) of the UK GDPR) OR We will carry out this processing where you have consented to us retaining your data and contacting you about future vacancies based on the skills set out in the records we hold about you (Article 6(1)(a) of the UK GDPR)

To ensure the safety and security of people and property

Images recorded using CCTV

Legitimate interests – the processing is necessary for the purposes of our legitimate interests in keeping people and our property safe

For the purposes of the prevention, detection or investigation of crime or for the apprehension or prosecution of offenders

Images recorded using CCTV

The processing is necessary for the purposes of recognised legitimate interests.

 

CCTV
We will keep CCTV images for 30 days, unless an incident occurs, in which case we will retain it until the conclusion of any associated investigation and action.

 

7. Processing special category Personal Data

We will only process the more sensitive Personal Data, known as ‘special category’ Personal Data where we meet one of the conditions required by law for doing so. This includes complying with legal obligations or exercising specific rights in the field of employment law. In some cases, we may ask for your explicit consent to process this type or Personal Data. 

We process special categories of Personal Data when we collect or process information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to provide appropriate workplace adjustments.

 

8. Sharing your Personal Data

We may share your Personal Data with service providers and suppliers to our business who process Personal Data on our behalf. In such cases, our service providers and suppliers are data processors and may only use the data in line with our instructions and not for any other purpose. This and other obligations are agreed in the contract between us and the service providers and suppliers.

Within our organisation, your Personal Data will only be shared with those who need to have access to it, which will primarily be our HR personnel and hiring managers.

 

9. International Transfers

Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK. 

We have taken appropriate steps to ensure that when your Personal Data is processed in a country outside the UK, it does not have a materially lower level of protection than that guaranteed in the UK. We do this by ensuring that:

  • Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation) or
    • We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. 
    • Alternatively, we may enter into an International Data Transfer Addendum to the Standard Contractual Clauses.
    • When transferring your Personal Data to America, we may rely on the UK-US Data Bridge, where appropriate.

 

10. How long will we retain your information?

We will retain your Personal Data for only as long as is necessary for the recruitment process. If your candidacy is successful and you are employed or hired by us, your Personal Data will be processed and retained as set out in our employee privacy notice, provided to you with your employment paperwork.

If your candidacy is not successful, we will retain your CV, application details and interview notes for 12 months (from the date we notified you we would not move forward with your application) in order to inform you about any future vacancies we have that may be of interest to you. Please let us know if you would like us to delete your records before our retention period lapses and we will do so.

 
We will also retain Personal Data where it is necessary to comply with our legal obligations or as necessary in relation to legal claims. This is rare but may mean we need to retain your Personal Data for longer than 12 months. 

 

11. Automated Decision-making

We do not make any decisions about you based solely on automated decisions.

 

12. Your rights

You have certain rights in relation to the processing of your Personal Data, including to:

  • Right to be informed

    You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.

     

  • Right of access (commonly known as a “Subject Access Request”)

    You have the right to receive a copy of the Personal Data we hold about you.

     

  • Right to rectification 

    You have the right to have any incomplete or inaccurate information we hold about you corrected.

     

  • Right to erasure (commonly known as the right to be forgotten)

    You have the right to ask us to delete your Personal Data.

     

  • Right to object to processing

    You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material. 

     

  • Right to restrict processing

    You have the right to restrict our use of your Personal Data. This means you can ask us to suspend the processing of your Personal Data, in certain circumstances, such as where you contest the accuracy of the Personal Data.

     

  • Right to portability

    You have the right to ask us to transfer your Personal Data to another party.

     

  • Automated decision-making. 

    You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.  

     

  • Right to withdraw consent

    If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.

How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances. 

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.  

13. Complaints

You have the right to complain if you consider that we have not complied with the data protection law when handling your Personal Data. We will acknowledge receipt of your complaint within 30 days, investigate the matter without undue delay, and keep you informed of the progress and outcome. If you wish to complain please use the contact details given below under “How to contact us and our Data Protection Officer”.  We will do our best to resolve the matter to your satisfaction. 

If you are not satisfied with the outcome of your complaint, you can complain with the relevant supervisory authority. The supervisory authority in the UK is the Information Commission who can be contacted online at: Contact us | ICO Or by telephone on 0303 123 1113

For supervisory authorities in other countries within the EU see the link below: https://edpb.europa.eu/about-edpb/about-edpb/members_en

14. How to contact us and our Data Protection Officer 

If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us as follows:

MatOrtho Limited
Unit 19/20 Mole Business Park
Randalls Road
Leatherhead
Surrey
KT22 7BA
Email: dataprotectionofficer@matortho.com 

We have also appointed a Data protection Officer (“DPO”). Our DPO is Evalian Ltd can be contacted as follows:

Evalian Limited
West Lodge
Leylands Business Park
Colden Common
Hampshire
SO21 1TH
United Kingdom

Phone: +44 (0)333 050 0111
Website: www.evalian.co.uk 

15. Changes to this privacy notice

We may update this privacy notice from time to time in response to changes in applicable laws and regulations and our processing practices. When changes are made, we will update the effective date at the top of this document.

You can contact us for previous versions of this Notice.