Who we are
ABP Cares Limited, 27B Hanover Road, London N15 4DL, is the “controller” of the information in this notice. For anything about an application, email careers@abpcares.com. For anything else, including your staff record, email info@abpcares.com.
This notice covers our careers portal and HR system. Our main privacy policy covers the people we support and visitors to our website, and our terms of use cover using your account.
When you create an account
When you sign up, you agree to our terms of use and confirm you’ve read this notice. We record the date and the version of each, so we can always show what you agreed to. We use your account details to let you save your application, send you sign-in codes and keep you updated.
When you apply
What we collect: your contact details and date of birth, right-to-work status, availability, work history and references, qualifications and training, your answers about why you’d like to work in care, any adjustments you’d like during recruitment, and the documents you upload. You can also choose to answer our equality monitoring questions.
Because care work is regulated, we ask about criminal convictions. If we offer you a job, we’ll also ask about your health and carry out an enhanced DBS check.
- To consider your application, as steps you’ve asked us to take before entering a contract.
- To meet our legal duties: right-to-work checks (Immigration, Asylum and Nationality Act 2006) and the safe recruitment checks the Care Quality Commission requires (Regulation 19 and Schedule 3 of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014).
- Criminal record and health information: used to meet our employment and safeguarding duties, under the conditions in Schedule 1 of the Data Protection Act 2018. We keep a policy document explaining how we protect it.
- Equality monitoring: only with your consent, which you can withdraw at any time. It’s kept apart from your application and only ever looked at as totals.
When you join us: your staff record
When you join ABP Cares, your application becomes part of your staff record. We add the information we need to employ you: your contract, emergency contacts, National Insurance number, bank details for pay, your HMRC starter checklist, health information relevant to your role, your right-to-work and DBS checks, training certificates, and records such as timesheets, supervisions and appraisals.
Where we keep it: in our secure HR system, in our care management system (provided by a third-party supplier) for rotas and visit records, and in our Microsoft 365 files.
If you already work with us, we have kept your staff record digitally since you joined. Bringing it into our HR system keeps the same information, for the same purposes, in one secure place. It also helps us spot anything that needs renewing, such as a DBS check or right-to-work document.
- To employ and pay you, under your employment contract.
- To meet our legal duties as an employer and a registered care provider: right-to-work checks, the Care Quality Commission’s staff checks (Regulation 19 and Schedule 3), tax and National Insurance through HMRC, workplace pensions, and health and safety.
- Criminal record and health information: under the employment and safeguarding conditions in Schedule 1 of the Data Protection Act 2018, with a policy document explaining how we protect it.
These records are part of employing you, so we hold them under these legal bases rather than consent. That keeps your record complete and accurate for as long as the law requires. Anything optional, such as equality monitoring, stays your choice.
Who can see it
Only the ABP Cares staff who need to. Interviewers see your application answers. Your documents, criminal record answers and pay and health details are seen only by the people managing recruitment and HR. Every time a member of staff opens a document or your private details, it’s recorded.
We share information with your referees (when you say we can), the Disclosure and Barring Service, HMRC and pension providers as the law requires, and the Care Quality Commission when it inspects us.
The suppliers who help us
These trusted suppliers run parts of our service. They can only use your information to provide their service to us.
- Supabase: our secure database and file storage, hosted in Zurich, Switzerland.
- Vercel: hosts our website and careers portal, on servers in Frankfurt, Germany.
- Resend: delivers our emails, such as sign-in codes and updates.
- Microsoft 365: our email and secure staff files (OneDrive).
- Our care management system, provided by a third-party supplier: rotas, care visits and the staff details needed to run them.
Switzerland and the European Union are recognised by the UK as protecting personal information to UK standards. Where a supplier can access information from elsewhere, we use the UK’s approved safeguards, such as the UK International Data Transfer Agreement or the UK-US Data Bridge.
How we keep it safe
Your account is protected by a password and email codes. Every document is checked and rebuilt as a clean copy, then encrypted and stored privately. Pay and health details have an extra layer of encryption. Staff use two-step sign-in, and every view of a document is recorded.
How long we keep it
- If you’re not successful, or you withdraw, we delete your application and documents 6 months after our decision.
- Unfinished applications are deleted after 90 days without activity.
- If you join us, your application becomes part of your staff record. We keep staff records while you work with us and for 6 years after you leave, then delete them securely.
Your rights
You can ask for a copy of your information (applicants can also download it from their account), ask us to correct it, or ask us to delete it. You can also object to how we use it, or ask us to limit it. Where we rely on your consent, you can withdraw it at any time. We’ll reply within one month.
To do any of these, email careers@abpcares.com or info@abpcares.com. If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this notice
When we update this notice, we change the version number at the top and let account holders know about anything important.