IVC Evidensia Recruitment Privacy Notice – UK

Last Updated: 1 November 2025

This Notice applies to applicants and potential candidates for employment and those who participate in IVC recruitment programmes and events, including those who use our recruitment portal.  This Notice explains how we collect, use, and protect information about you, who we may share it with and your personal data privacy rights. It does not apply to IVC Evidensia employees, contractors or clients.

1. WHO WE ARE

Independent Vetcare Ltd, with registered address at The Chocolate Factory, Keynsham, Bristol, BS31 2AU (“we”, “us” or “our” “Controller”) are the Controller for the purposes of any Applicable Data Protection Law, including the UK General Data Protection Regulation and UK Data Protection Act 2018, as amended. We are committed to protecting and respecting your privacy.
If you have any questions or concerns about this Policy, please contact us:  
  • by post – FAO: The Data Protection Team, The Chocolate Factory, Keynsham, Bristol, BS31 2AU
  • by email - privacy@ivcevidensia.com.  

2. THE TYPES OF DATA WE RECEIVE AND USE

We will receive and use the following information about you:

  • Information you provide as part of your application. The information you provide about yourself when you apply for a role through the recruitment portal or assessment process or by corresponding with us by phone, e-mail or otherwise, including  your name, contact information, work experience, educational qualifications, right to work in the country of the advertised role and any information you choose to submit on or upload to our recruitment portal (such as information from a CV), or information you provide in an interview and results of competency-based assessments during the recruitment process form part of the recruitment process.  

  • Sensitive information: If allowed by local law, you can choose to provide certain sensitive personal information — such as your race, ethnic background, or whether you have a disability — to help us with equal opportunity monitoring. We may also collect data about your health, including any medical conditions or disabilities and illness records. This is completely voluntary, and choosing not to provide this information will not affect your application in any way.
  • Criminal records. In addition, we may ask for criminal background checks and process criminal records where we are required to under applicable law.
  • Information from third parties. We receive information from third parties in connection with your application, including information relating to your right to work, your professional accreditation and any disciplinary investigations or measures, criminal reference checks (where required under applicable law), motor vehicle record background checks and any other relevant checks to the extent permitted by applicable law. These third parties include:
    • Platforms such as LinkedIn, VetClick and Vet Times where candidates indicate they are available for work;
    • Recruitment agencies;
    • Background check providers;
    • Educational establishments;
    • Driver and Vehicle Licensing Agency;
    • Disclosure and Barring Service;
    • IVC Evidensia employees who have referred you to us; and
    • Your former employer or any named referees.

3. HOW WE USE YOUR INFORMATION

The table in the Annex below sets out how we use your information and the legal basis for processing relied upon by us to process your personal data. We use your information to the extent permitted or required by applicable law to:
  • communicate with you;
  • identify and evaluate you for employment positions;
  • determine and validate your qualifications for employment;
  • conduct background checks under applicable law (including checking references, qualifications, criminal records checks);
  • undertake any necessary reasonable adjustments in respect of health or disability conditions you have told us about;
  • if you are a successful candidate, create an employment record;
  • conduct employment and diversity monitoring;
  • send you notifications about new positions that match your profile;
  • provide you with user support on our portal;
  • improve our recruitment process;
  • administer our website, the recruitment portal and other online services, including with respect to troubleshooting, data analysis, testing, research, statistical and survey purposes; and
  • keep our website and the recruitment portal safe and secure.

4. HOW WE SHARE YOUR INFORMATION

We will share your information within the IVC Evidensia group of companies for the purposes set out in the Annex below.

We share your information with selected recipients. These categories of recipients include:
  • IT aervice providers such as the recruitment portal provider(s) and IT support services on our website and other online services;
  • services providers such as search or recruitment firms that provide us with services relating to the interview process, recruitment and applicant tracking, and employee administration (including with regards to payroll);
  • background check providers, including Disclosure and Barring Services, to verify the information that you provided as part of your application;
  • professional bodies, to verify the information that you provided as part of your application; and
  • referees, to identify you so they can provide a reference.

Your information may be disclosed to third parties if we sell, transfer, merge, consolidate or re-organise any part(s) of our business, or assets or merge with, acquire or form a joint venture with any other business, or make disclosures to a prospective buyer, new owner, or other third party involved in any changes to our business.

5. INTERNATIONAL TRANSFERS

Some of our business processes may be provided by group entities or our third-party providers outside of the UK, such as in India and the United States.  Where we transfer your personal data outside the UK, we ensure that your personal data continues to be protected to the same standards by:
  • ensuring that the importing country has been agreed by the relevant data protection regulators to provide an adequate level of protection; or
  • making sure that regulator-approved contracts are in place to protect your personal data and rights (e.g. the UK addendum to the European Commission’s Standard Contractual Clauses or the UK international data transfer agreement).

Please contact us using the details set out in Section 1 (Who We Are) if you require further information on the specific safeguards used by us when transferring your personal data outside the UK.

6. KEEPING YOUR PERSONAL DATA SECURE

We have security measures in place to protect your personal data, control who can access it, and detect any breaches or threats.
 
Access to your personal data is limited to employees, agents, contractors, and service providers who need it to do their jobs. They are required to follow our instructions and are bound by confidentiality and data protection agreements.
 
Please be aware that transmitting information over the internet is not completely secure. While we do our best to protect your personal data, we cannot guarantee the security of information sent through our online services or recruitment portal. Information shared over the internet is at your own risk.

7. DATA RETENTION

We will keep your personal data for as long as necessary to meet the purposes for which we collected it. This includes meeting legal, regulatory, tax, or reporting requirements, and handling any legal claims. For specific retention periods, please see the Annex attached below.

If your job application is unsuccessful, we may ask for your permission to keep your information in case a future employment opportunity arises that you may be interested in. We will only keep your personal data for this purpose with your explicit consent.

If your application is successful and you accept the job, the personal data collected during the recruitment process and required for the entering or performance of your employment relationship, will be added to your personnel file. You will receive a new privacy notice explaining the use of your personal data and how long your personal data will be kept.

8. YOUR RIGHTS

Pursuant to Applicable Data Protection Law, you may have certain rights in relation to the personal data we hold about you, including the right to request:
  • information about how we’re using your personal data;
  • a copy of your personal data;
  • that we correct any personal data that is inaccurate;
  • that we delete your personal data;
  • to withdraw your consent if you have given us your consent to process your personal data;
  • to object to our processing of your personal data;
  • that we stop processing all or part of your personal data; and
  • that we transfer elements of your personal data to another provider, where we have collected that personal data with your consent or to fulfil a contract with you.

Making a data subject rights request does not automatically mean that we will provide you with all of the information requested or be able to fulfil the request– some rights are limited, and statutory exemptions may apply.

Should you have questions about how we process your personal data or wish to exercise your personal data subject rights or make a complaint, please contact us using the details set out in Section 1 (Who We Are). You may also make a complaint to the UK Information Commissioner’s Office.

9. CHANGES

We will post any future changes to this policy on this page. Please check back frequently to see any updates or changes to this policy

Annex – Personal Data Processed  

  
Purpose of Use Categories of Personal Data processed for each purpose Legal Basis for Processing Retention period
To identify and evaluate candidates for employment positions. Identity information such as title, full name, gender, citizenship, date of birth and proof of eligibility to work.

Contact details such as home and work address, phone numbers, email addresses, emergency contacts and next of kin information.		 Necessary for our legitimate interests in recruiting suitable candidates for employment positions. If application is unsuccessful: 6-months from date of application decision, unless you consent to a longer retention period, or we are required by law to retain it for a longer period.

If application is successful and you accept the offer of employment, the retention period will be as set out in the employee privacy notice provided to you.
To determine and validate your qualifications for employment. Data with respect to education, professional training and previous career performance including qualifications, references or curriculum vitae information. This includes your professional accreditations, licenses to practice veterinary medicine or other regulated healthcare professions, and any disciplinary actions or sanctions against you. Necessary for our legitimate interests in recruiting suitable candidates for employment positions.

Necessary for compliance with legal obligations under veterinary healthcare regulations.
To conduct background checks, to the extent permitted under applicable law, such as checking references, qualifications, criminal records checks. Identity and contact information and references from previous employers or professional contacts.

Criminal record information.		 Necessary for our legitimate interests in recruiting suitable candidates for employment positions.

Necessary for compliance with our legal obligations under veterinary healthcare regulations in case of data relating to criminal offences or criminal convictions.
To undertake any necessary reasonable adjustments in respect of health or disability conditions you have told us about. Identity information and any health data you have provided to us. Necessary for our legitimate interests in recruiting suitable candidates for employment positions.

Necessary for our legal obligations as an employer.
If you are a successful candidate, to create an employment record. Identity information such as name, gender and date of birth.

Contact details such as home and work addresses, phone numbers and email addresses.

Personal and family details.

Data regarding on-boarding and career development including date of hire, employee category, and full time or part-time status.		 Necessary for our legitimate interests in operating a successful business.

Necessary for entry into employment contract.
To the extent permitted or required by applicable law, to conduct employment and diversity monitoring. Data relating to race, ethnic origin, nationality or sexual orientation. With the explicit consent of the data subject if sensitive personal data and where provision of the personal data is voluntary.

Necessary for our legal obligations as an employer.

Necessary for our legitimate interests.
To communicate with you. Identity information such as name and date of birth.

Contact details such as home and work addresses, phone numbers and email addresses.		 Necessary for our legitimate interests in operating a successful and efficient business.
Send you notifications about new positions that match your profile. Identity information such as name, gender and date of birth.

Contact details such as home and work addresses, phone numbers and email addresses.		 Necessary for our legitimate interests in operating a successful and efficient business.

Consent if required by applicable law.
To provide you with user support. Identity information such as name.

Contact details such as email address.		 Necessary for our legitimate interests in administering services through our website and other online services.
Improve our recruitment process. All general personal data collected from the data subject i.e. identity information, contact details and data with respect to career advancement. Necessary for our legitimate interests in operating a successful and efficient business.
Administer our website, the recruitment portal and other online services. Usage Information Necessary for our legitimate interests in administering services through our website and other online services.

Consent if required by applicable law.
To keep our website and the recruitment portal safe and secure. Usage Information Necessary for our legitimate interests in administering services through our website and other online services.

Consent if required by applicable law.