Welcome to Independent Vetcare Ltd, part of IVC Evidensia. This notice applies to job applicants, potential candidates for employment and those who participate in our recruitment programmes and events and it explains how we collect, use, and protect information about you, who we may share it with, and the rights that you have. It does not apply to our employees, contractors or clients.
If we need to use your personal data in different ways, or for reasons not covered by this notice, we will let you know. We will also update this notice from time to time.
Independent Vetcare Ltd (‘IVC UK’) is registered as a Data Controller with the Information Commissioner’s Office in the UK with reference number Z3212973.
Personal data processed by any company within the group will also be made available to other Group companies where we need to - for example, to provide or support our services to you, where we are under a legal obligation, or if you have given us your consent.
IVC Evidensia has appointed a Data Protection Officer. If you have any questions about this notice, including any requests to exercise your legal rights, please contact them:
- By post - FAO: Data Protection Officer, The Chocolate Factory, Keynsham, Bristol, BS31 2AU
- Where you use our websites and click on external links, or visit our social media pages – for example Meta (Facebook) or Linked In - those sites will collect further information about you for their own purposes, separately from IVC Group.
- Where IVC Group also uses the data they collect, IVC Group might also be jointly responsible with the other company for determining how and why your personal data is used, and making sure that it is protected. This data will not be used as part of the selection process.
Most of the personal data we collect is directly from you as you have applied for a position or otherwise interacted with us during the recruitment or assessment process when corresponding with us via telephone, email or face to face. Technical information will be generated where you use our website, apps, or other online services.
Data that we collect may include:
- Information you have provided to us in your curriculum vitae and covering letter/email;
- Information you provide to us during an interview;
- Your right-to-work and immigration status;
- Information from other parties to validate information you have provided to us;
- Information about how you use our websites and online services including social media pages, including technical identifiers such as cookies (more information here
- Competency-based assessments conducted through the interview process.
We may also collect, store and use the following “special categories” of more sensitive personal
- Information about your race, ethnicity, religious beliefs, sexual orientation and political opinions;
- Information about your health, including any medical conditions or disabilities, health and sickness records;
- Information about your criminal record;
We may receive some personal data about you from third parties such as:
- 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;
- Employees who have referred you to us;
- Your former employer or any named referees;
We will collect this data so that:
- We can process and assess your application and, if you are successful, prepare to enter into an employment contract with you;
- We can meet our regulatory obligations such as checking your eligibility to work in the UK;
- We are entitled to carry out a criminal records check to ensure your suitability for the role you have applied for;
- We can undertake any necessary reasonable adjustments in respect of health you have told us about;
- We can undertake equal opportunities monitoring;
- We can manage our online and other services effectively and securely, as part of our legitimate business interests;
- With your consent, so that we can contact you about future job opportunities which may be of interest;
- Improve our recruitment process, including gathering feedback from you via surveys, as part of our legitimate business interests; If you do not want us to use some of your personal data, we may not be able to process your application – for example evidence of your qualifications, or your contact details.
3. Who we share your personal data with
As well as using service providers to support our business, we might share information with other separate organisations who are also Controllers. This may include:
- Internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers involved in the recruitment process and managers in the business area with a vacancy.
- Other companies in the IVC Evidensia group
- Interview software (Odrow)
- Disclosure and Barring Services
- Professional bodies
- Companies that advertise our roles on their platforms
- Recruitment software and applicant tracking
Where any part of our business is outsourced, sold, or merged, and where permitted by law, we will share your data with the new provider so that services can continue to be provided to you. They may use your personal data in the same way as set out in this policy. We will of course inform you of any such change and give you an opportunity to opt out of your data being shared with a new provider.
4. International transfers
IVC Evidensia is a multinational company, and some of our business processes may take place outside of your own country. We ensure that your data continues to be protected to the same standards by:
- Ensuring that the country has been agreed by data protection regulators to provide an adequate level of protection;
- Making sure that regulator-approved contracts are in place to protect your data and rights.
IVC Evidensia in Europe and the United Kingdom (UK) currently uses service providers in the following countries/regions:
- The United Kingdom (UK)
- The European Union (EU) /European Economic Area (EEA)
- The United States of America (USA)
5. Keeping your personal data secure
We have security and other measures in place to help protect your data and limit how it can be access or used, and to identify and handle suspected breaches of personal data and other security threats.
We limit access to your personal data to those employees, agents, contractors, and service providers who have a need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality and other contractual terms to protect your data.
6. Data retention
We will retain your data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax or reporting requirements.
We may want to remain in contact with you and consider you for future employment opportunities. In such circumstances, we will seek your explicit consent to retain your personal information for a period of 2 years on that basis. After this period, we will write to you to ask if you would like remain on our records and if you do not wish after this time, we will securely destroy your personal information in accordance with our data retention policy.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file. The periods for which your data will be held will be provided to you in a new privacy notice.
7. Being in control of your own information
Under the UK and EU data protection law you have some important rights available to you. In summary, these include:
- Request information about how we are using your data
- Request a copy of your personal data
- Request that we correct any personal data that is inaccurate
- Request that we do not make any automated decisions based on your data (do not worry, we do not)
- Request that we delete your data
- Where you have been asked for and given us your consent, withdraw that consent
- Request that we stop processing all or part of your data
- Request that we transfer elements of your personal data to another service provider
Some of these rights may be limited in some circumstances, or subject to exemptions. If you want to exercise your rights, or to make a complaint, please complete a Rights request form or contact us at firstname.lastname@example.org.
If we cannot resolve a complaint as you would wish, you may also make a complaint to the UK
Information Commissioner’s Office (ICO) via their website, or via your local EU regulator.
If you want to exercise your rights, please contact email@example.com
We may change or update this notice from time to time, so please check it every time you make an application, to make sure you are aware of the most recent version.