Who we are
Watermoor House Residential Care Home is the data controller for the personal information collected and used during our recruitment process.
If you have any questions about this notice or how we use your information, please contact:
Watermoor House Residential Care Home
Watermoor Road
Cirencester
Gloucestershire
GL7 1JR
Email: admin@watermoorhouse.org
Telephone: 01285 654864
Information we collect
During the recruitment process, we may collect:
- your name, address and contact details;
- your CV, application form and covering letter;
- details of your employment history, education, qualifications, training and professional registrations;
- information about your skills, experience and suitability for the role;
- information about employment gaps, availability and notice periods;
- interview notes and assessment information;
- details of referees and references received;
- information about your right to work in the UK and any visa or sponsorship requirements;
- information about potential conflicts of interest or previous work at Watermoor House;
- information required for safeguarding and pre-employment checks; and
- information about health, disability or reasonable adjustments where you choose to provide this or where it is necessary for the recruitment process.
For roles where it is appropriate and lawful, we may also process information relating to criminal records, DBS checks, professional conduct or safeguarding concerns.
Where we obtain your information
We normally receive information directly from you. We may also receive information from:
- recruitment websites or agencies, including Indeed;
- referees and previous employers;
- the Disclosure and Barring Service;
- the Home Office or right-to-work checking services;
- professional or regulatory bodies; and
- occupational health or other pre-employment checking providers.
How we use your information
We use your information to:
- manage the recruitment and selection process;
- communicate with you about your application;
- assess your qualifications, experience and suitability for the role;
- arrange and conduct interviews or assessments;
- verify the information you have provided;
- obtain references and complete appropriate pre-employment checks;
- meet our legal, regulatory and safeguarding responsibilities;
- make decisions about appointment and employment terms; and
- maintain appropriate recruitment records and respond to any queries or legal claims.
We may use answers to screening questions on recruitment platforms to identify whether applicants meet stated minimum requirements. If an automated screening decision affects your application, you may contact us to request that it is reviewed by a person.
Our lawful bases
We process recruitment information where it is necessary:
- for our legitimate interests in recruiting suitable employees and managing an effective and fair recruitment process;
- to comply with legal and regulatory obligations, including right-to-work, safeguarding and safer-recruitment requirements; and
- to take steps towards entering into an employment contract where an offer has been made and accepted.
Where we process health information or other special-category information, we will only do so where an additional legal condition applies, including meeting obligations under employment law, considering reasonable adjustments or assessing an applicant’s ability to perform the role safely.
Criminal-offence information will only be processed where permitted by law and where it is necessary and proportionate for the role, including to meet safeguarding or regulatory requirements.
Who we share your information with
Your information will only be shared where necessary. This may include:
- employees and Trustees involved in recruitment and decision-making;
- referees and previous employers;
- our professional HR, legal or occupational-health advisers;
- recruitment, IT and secure document-management providers;
- the Disclosure and Barring Service;
- the Home Office;
- professional or regulatory bodies; and
- CQC or other authorities where disclosure is required by law.
We require organisations processing information on our behalf to protect it appropriately.
How long we keep your information
If your application is unsuccessful, we will normally retain your recruitment information for six months after the recruitment process has ended. We may retain limited information for longer where this is necessary to respond to a legal claim or meet another legal requirement.
If you are appointed, relevant recruitment and pre-employment information will become part of your personnel record and will be retained in accordance with our employee privacy arrangements and retention requirements.
Information received through an unsolicited or speculative application will be securely deleted when it is no longer required unless we have told you that we intend to retain it for consideration for a future vacancy.
Your rights
Depending on the circumstances, you may have the right to:
- request access to your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to delete or restrict the use of your information;
- object to particular uses of your information; and
- request a review of a decision made solely through automated processing.
These rights are not absolute and may depend on the reason why we are processing the information.
Complaints
Please contact us first if you have concerns about how we have handled your information.
You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://www.ico.org.uk
Last updated: September 2026