Privacy Policy

1. Introduction

At Rainbow Care Solutions, we are committed to protecting the privacy and security of your personal data throughout the recruitment process. This Privacy Policy explains how we collect, use, store, retain, and securely dispose of your information, in line with the UK General Data Protection Regulation (UK GDPR) and guidance from the Information Commissioner’s Office (ICO).

2. What Information We Collect

During recruitment, we may collect and process the following types of personal data:

Contact details (name, address, phone number, email)
Application forms, CVs, and interview notes
Right to work documents and references
Health and disability information (where relevant)
Background checks and vetting information
Emergency contact details

3. How We Use Your Information

We use your personal data to:

Assess your suitability for employment
Carry out background and reference checks
Comply with legal and regulatory obligations (e.g., right to work)
Communicate with you during the recruitment process
Maintain records for audit and compliance purposes

We do not use your personal data for automated decision-making.

4. Lawful Basis for Processing

We process your personal data on the following bases:

To take steps at your request prior to entering into a contract
To comply with our legal obligations
For our legitimate interests in managing an effective recruitment process and defending potential legal claims

5. Data Retention

We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including legal, regulatory, and legitimate business requirements.

Unsuccessful applicant data is retained for 6 months after the recruitment decision, unless a longer period is justified (e.g., for the defence of legal claims).
Right to work documentation is retained for the duration of employment plus two years after employment ends.
Personnel files are retained for 6 years after employment ends (or 12 years if under deed), unless a longer period is required for potential claims.

Our full Data Retention Schedule is available on request.

6. Data Security

We take the security of your data seriously. We have appropriate measures in place to:

Keep personal data confidential and accessible only on a need-to-know basis
Ensure data is accurate, complete, and available when needed
Protect data from unauthorised access, loss, destruction, or damage
Securely destroy or delete data at the end of its retention period

Both electronic and paper records are protected by robust security protocols, and special category data (such as health information) receives enhanced protection.

7. Sharing Your Data

Your data will only be shared internally with staff directly involved in recruitment and compliance, and externally where required by law (e.g., with CQC, HMRC or UK Visas and Immigration). We do not share your data with third parties for marketing purposes.

8. Your Rights

You have the right to:

Access the personal data we hold about you
Request correction or erasure of your data
Object to or restrict our processing of your data
Withdraw your consent (where applicable)
Lodge a complaint with the Information Commissioner’s Office (ICO)

For full details or to exercise your rights, please contact us using the details below.

9. Data Breaches

We have procedures in place to deal with any suspected data security breach. Where legally required, we will notify you and the ICO of a breach.

10. Changes to This Policy

We review this Privacy Policy annually, or sooner if required by law or changes in our processes. We will notify you of any significant changes.

11. Contact Details

For any questions about this policy or your personal data, please contact:

Rainbow Care Solutions – Head Office
2 Oaktree Park, Redditch, Worcestershire, B98 9NW
Tel: 01527 585700
Email: admin@rainbowcaresolutions.co.uk
Website: www.rainbowcaresolutions.co.uk