Last updated: 3 November 2026
This notice tells job applicants and new starters what personal data Woke Healthcare Ltd collects during recruitment and onboarding, why, and how long it is kept. It should be read with our Privacy Policy – Employees.
Who we are
Woke Healthcare Ltd is the controller of the personal data you give us when you apply for or start a job with us. We are a domiciliary care provider registered with the Care Quality Commission, at Victoria Hall, Unit 3B, 286 Rawlinson Street, Barrow-in-Furness, Cumbria LA14 1BX.
The Company Director is our data protection lead and has day-to-day responsibility for data protection and for handling requests about your data. Contact: recruitment@wokehealthcare.com or the postal address above.
This notice covers you from the point you apply until you either start work or we tell you that your application has not been successful. Once you are employed, our Privacy Policy – Employees applies.
What personal data we collect
We collect only what we need to decide whether to appoint you and to complete the checks the law requires for care work.
Identity and contact: name, address, email, phone number, date of birth, National Insurance number
Right to work: passport or ID, share code, visa or sponsorship details, and the result of our Home Office check
Employment history: jobs, dates, reasons for leaving, and explanations of any gaps
Qualifications and registration: certificates, professional registration (for example NMC), training records
References: referees’ names and work contact details, and the references they give
Criminal records: enhanced DBS certificate details, barred list result, overseas police checks
Health: a health declaration about your fitness for the role and any adjustments you need
Driving: licence, business car insurance and MOT, where the role involves driving
Recruitment records: interview notes, scores, our decision and the checks we have completed
Emergency contact, and bank and tax details once we make you an offer
We ask you not to send health or bank details by email or through our online form. We collect these separately and securely.
Where we get it from
Most of the information comes from you: your application, our online new-starter form, documents you send us and what you tell us at interview.
We also get information from:
your referees and previous employers, who confirm your employment and conduct
the Disclosure and Barring Service (DBS), for your criminal record certificate and barred list check
the Home Office online right-to-work service, using the share code you give us
professional regulators such as the NMC, to confirm your registration, where your role needs it
the DVLA, to check your licence, only if your role involves driving and you agree
Why we use it and our lawful basis
We use your information only to run our recruitment process and to make sure we employ people who are safe and legally able to work in care.
| Purpose | Information used | Lawful basis (UK GDPR Article 6) |
|---|---|---|
| Checking you can work in the UK | Right-to-work documents, share code | Legal obligation (Immigration, Asylum and Nationality Act 2006) |
| Pre-employment checks required for care work | Employment history, gaps, references, qualifications, registration, DBS | Legal obligation (Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, Regulation 19 and Schedule 3) |
| Assessing your application and interview | Application, interview notes and scores | Steps taken at your request before entering a contract |
| Making an offer and setting up your employment | Contact, National Insurance, bank and tax details | Contract, and legal obligation (tax and National Insurance) |
| Keeping records of our recruitment decisions and dealing with any claims | Recruitment records | Legitimate interests (showing our process is fair and lawful) |
| Contacting someone in an emergency | Emergency contact | Legitimate interests (your safety at work) |
If you do not give us information we are legally required to check, we cannot employ you in a care role.
Criminal records and health information
These are more sensitive, so the law gives them extra protection.
Criminal records. Care work is regulated activity, so we must carry out an enhanced DBS check with a barred list check before you start. We process this information under UK GDPR Article 10 and the Data Protection Act 2018, Schedule 1, Part 1 (employment obligations) and Part 2 (safeguarding of children and individuals at risk). Only the Registered Manager and the person responsible for recruitment see the outcome. We record the certificate number, issue date, type of check and our decision, and destroy any copy of the certificate within 6 months of that decision. We renew DBS checks every year. If you subscribe to the DBS Update Service, which we encourage, we will check your certificate status online with your permission instead of asking for a new certificate.
Health. We ask about your health only once we have made you an offer, to check you are fit for the role and to make any adjustments you need. We process this under UK GDPR Article 9(2)(b) and the Data Protection Act 2018, Schedule 1, Part 1, paragraph 1 (employment obligations). Health information is kept separately from your main recruitment record, with restricted access.
Who we share it with
We share your information only where we need to, and never sell it.
Referees and previous employers, to verify your history and conduct
DBS and the umbrella body that processes our DBS applications, uCheck
the Home Office, for right-to-work checks
professional regulators, to confirm registration
our payroll and pension providers, once you start
the Care Quality Commission or commissioners, if they inspect our recruitment records
Systems we use. We store and manage recruitment information in Microsoft 365 (SharePoint, Outlook, Microsoft Forms and Power BI), with access limited to managers who need it. Email to our recruitment address passes through our email host, Hostinger. Both act as processors under contracts that require them to protect your data.
Where your information is stored. Our Microsoft 365 data (email, SharePoint, OneDrive and Power BI) and our website are stored in the United Kingdom. Responses to our online new-starter form (Microsoft Forms) and backups of our website are stored in the European Economic Area, which the UK recognises as giving adequate protection. If any of our providers transfer information outside the UK or the European Economic Area, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement.
How long we keep it
| Record | How long we keep it |
|---|---|
| Application and recruitment records if you are not appointed | 6 months after we tell you of our decision |
| Recruitment and pre-employment check records if you are appointed | Moved to your personnel file and kept for 6 years after your employment ends |
| Right-to-work check | 2 years after your employment ends |
| DBS certificate details | Certificate number, issue date, type of check and decision kept on your personnel file; any copy of the certificate destroyed within 6 months of the decision |
After these periods we securely delete or destroy the information. If you would like us to keep your details on file for future vacancies, we will ask you first.
Automated decisions
We do not make any recruitment decision about you solely by automated means. Our system calculates how complete your pre-employment checks are, but a manager reviews every check and makes every decision about appointing you and your start date.
Your rights
You have the right to:
access the information we hold about you
ask us to correct information that is wrong or incomplete
ask us to delete information, where we no longer have a lawful reason to keep it
ask us to restrict how we use it
object to us using it on the basis of legitimate interests
data portability, where it applies
We will respond within one month. There is normally no charge.
Contact and complaints
To use your rights or raise a concern, email recruitment@wokehealthcare.com or write to the address above. We will acknowledge complaints within 14 days.
You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint or 0303 123 1113. We would appreciate the chance to resolve your concern first.
Changes to this notice
We review this notice every year. The date at the top shows when it was last updated.