CANDIDATE PRIVACY NOTICE

This privacy notice tells you what to expect us to do with your personal information when you are a candidate on one of our courses

BASICS SCOTLAND CONTACT DETAILS
Post: Sandpiper House, Maidenplain Place, Aberuthven Enterprise Park, Aberuthven, Perthshire, PH3 1EL
Telephone: 01764 663671
Email: admin@basics-scotland.org.uk

WHAT INFORMATION WE COLLECT, USE, AND WHY
Candidate eligibility, course administration and management

We collect or use the following personal information as part of candidate eligibility, course administration and management:

  • Contact details (eg name, address, telephone number or personal email address)
  • Photographs (only to identify to faculty for the duration of the course)
  • Next of kin or emergency contact details
  • Employment history (eg current role, future and secondary employment)
  • Education history (eg professional qualifications)
  • Course performance records
  • Development needs arising from course performance

Candidate health and wellbeing
We collect or use the following personal information for managing candidate health and wellbeing:

Access needs or reasonable adjustments
We collect or use the following personal information for managing candidate health and wellbeing:

  • Access needs or reasonable adjustments

LAWFUL BASES AND DATA PROTECTION RIGHTS

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal
information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful
bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below.
You can find out more about your data protection rights and the exemptions which may apply on the
ICO’s website:

If you make a request we must respond to you without undue delay and in any event within one month.
To make a data protection rights request please contact us using the contact details at the top of this
privacy notice.

Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of candidate eligibility, course
administration and management are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with
    you. All of your data protection rights may apply except the right to object.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our
    organisation or someone else, without causing an undue risk of harm to anyone. All of your data
    protection rights may apply, except the right to portability. Our legitimate interests are:
    • Safeguarding

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information as part of managing candidate health and
wellbeing are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our
    organisation or someone else, without causing an undue risk of harm to anyone. All of your data
    protection rights may apply, except the right to portability.
  • Our legitimate interests are:
    • Safeguarding

WHERE WE GET PERSONAL INFORMATION FROM
We collect your information from the following places:

  • Directly from you
  • NHS Scotland Health Board (where they have booked and paid for the course)
Type of record Retention Period
Personal details6 years
BIGCAT 6 years
Record of serious concern6 years
MCQ2 – 6 months
Examination script 2 – 6 months
Complaints 6 years from last correspondence

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above

WHO WE SHARE INFORMATION WITH
In some circumstances, we may share information with the following organisations:

  • Appropriate individual within an NHS Scotland Health Board (eg Responsible Officer, Clinical Director, Medical Director or similar)
  • Professional Regulatory Body (GMC, NMC, HCPC)

HOW TO COMPLAIN

If you have any concerns about our use of your personal data, you can make a complaint to us using the
contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complain