Candidate Privacy policy

**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.

  • Contact details
  • What information we collect, use, and why
  • Lawful bases and data protection rights
  • Where we get personal information from
  • How long we keep information
  • Who we share information with
  • How to complain

**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

**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:

  1. 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.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

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:

  1. 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)

**HOW LONG WE KEEP CANDIDATE INFORMATION **

**Candidate records: **

Personal details - 6 years

Retention period - 6 years

BIGCAT Scores - 6 years

Records of serious concern - 6 years

MCQ - 2 - 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 NHS Scotland line manager, Responsible Officer, Clinical Director, Medical Director) • 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-complaint 13 April 2026