Privacy Policy
Royal College of Pharmacy (RCPharm)
v01.0
Last updated 15th April 2026
Controller: Royal College of Pharmacy (including its wholly‑owned subsidiaries, collectively the RCPharm Group).
Scope: This notice explains what personal data we collect during recruitment for roles across the Royal College of Pharmacy and all subsidiary organisations (e.g., PJ/PJ Jobs, ONtrack, and RCPharm Enterprises Limited), how we use and share that data, and your rights.
Who collects the data
Royal College of Pharmacy (the Company) is the controller of personal data for recruitment across the RCPharm Group. References to we/us include the Company and Group entities where roles are advertised.
Data protection principles
We process personal data in line with the UK GDPR and DPA 2018, adhering to the data protection principles set out in our internal employment data protection policy.
Platforms and how we collect your data
We use a dedicated recruitment platform (currently Teamtailor) to manage applications for the Group. You may apply directly, connect via social profiles (e.g., LinkedIn), or be recommended by an employee; limited sourcing may also occur from public sources for recruitment purposes. We also collect information when you correspond with us or interact with our careers website (including cookies—see “Cookies”).
When: when you submit an application; connect with our team; engage with the site/chat; or when we obtain publicly available professional data relevant to a role (sourcing).
How: from you; from referees/education bodies and, where applicable, professional bodies or the Home Office; via the recruitment platform and our careers website.
If you do not provide certain information (e.g., identity/right‑to‑work data), we may be unable to process your application.
About the data we collect and hold
We may collect the following during recruitment. The exact data depends on the role and stage of the process.
Up to and including shortlisting
- Name and contact details (address, email, phone) — to contact you and progress your application.
- Qualifications, experience, employment history (job titles, working hours, and, if you choose, salary history) — to assess suitability and shortlist.
- Equalities monitoring data (racial/ethnic origin, sex, sexual orientation, religious or similar beliefs) — anonymised, used only for equal opportunities monitoring.
- Referee details — to obtain references at the appropriate stage.
Before making a conditional offer (pre‑employment checks)
- References (conduct/performance/attendance, where appropriate) from previous employers/education providers.
- Academic and/or professional qualifications (verification).
- Right‑to‑work information (passport/immigration status) and, if the role requires, criminal records checks; driving licence where driving is an essential duty; health information where required to assess adjustments/fitness for role.
We seek to ensure data collection is proportionate and will notify you of any changes.
Why we collect the data and how we use it (lawful bases)
We typically use your data to: take steps to enter into a contract, comply with legal obligations (e.g., right‑to‑work), pursue legitimate interests (fair and efficient recruitment), carry out employment‑law obligations, for reasons of substantial public interest (equality monitoring/preventing unlawful acts), and to establish/exercise/defend legal claims.
Where we rely on legitimate interests, we balance those interests against your rights. Where we rely on consent (e.g., certain social‑profile connections or talent‑pool inclusion), you may withdraw it at any time (see “Your rights”).
How we may share your data
We may share data with:
- Group HR, hiring managers and interviewers (to run the process), and with referees, professional/academic bodies, the Home Office/DBS where required.
- Recruitment platform provider (Teamtailor) and other processors who support the Service (e.g., hosting/email/analytics) under contract.
- Advisers/auditors/regulators where legally required; and with a successor entity in case of corporate reorganisation, subject to confidentiality.
International transfers
Your data may be hosted/processed in the UK/EEA or other locations by our recruitment platform/hosting providers. We only transfer data internationally where permitted by UK law (e.g., adequacy, Standard Data Protection Clauses, or another recognised safeguard). Documentation on safeguards is available on request.
Cookies (careers site)
We use cookies on our careers site/services to improve user experience and for analytics. For details and controls, see the Careers Cookie Policy.
How long we keep your data (retention)
Applications and associated recruitment records (incl. interview notes) are generally retained for up to 6 months after the vacancy closing date, to accommodate the recruitment lifecycle and for potential legal claims, after which they are deleted or anonymised unless a longer period is justified (e.g., ongoing claim).
If you join our optional talent pool (with your consent), we may retain your candidate profile for a longer period (typically up to 12 months) to consider you for future roles; you can withdraw at any time.
If your application is successful, relevant recruitment data will be transferred into your personnel file and kept in line with our employment privacy notice and retention schedule.
We strive to keep data no longer than necessary, taking account of limitation periods for claims and our legal obligations.
Special category data and criminal records data
We may process special category data (e.g., health/equality information) where necessary and lawful (employment‑law obligations, substantial public interest, or your explicit consent). Where a role requires a criminal records check, we will process that data in line with legal requirements and our internal policy.
Your rights
You can: access your data, request correction, request erasure or restriction, object to processing based on legitimate interests, and withdraw consent where applicable. You may also request data portability in certain circumstances. To exercise these rights, contact our DPO (below). You also have the right to complain to the ICO.
Keeping your personal data secure
We apply appropriate technical and organisational measures; access is limited to those with a genuine need; we operate breach‑response procedures and will notify you/ICO where legally required. Please keep your account credentials secure.
Changes to this notice
We may update this notice; the latest version will be available via our careers site/platform and may be communicated by email or on‑site notice.
How to contact us
Data Protection Officer (for RCPharm Group):
Calvin Smith — data.protection@rcpharm.org
Royal College of Pharmacy, 66–68 East Smithfield, London E1W 1AW
(You may also contact the Information Commissioner’s Office: https://ico\.org\.uk/make\-a\-complaint\)
Notes on legacy provisions incorporated
Teamtailor Service (platform powering recruitments for RCP): collection from users, social connections (LinkedIn/Facebook), internal referrals, and limited public‑source sourcing retained; consent may be withdrawn at any time.
International processing and safeguards; cookies on careers site and a link to /cookie_policy retained.
Retention window: recruitment files generally 6 months after vacancy closing (unless longer is required for legal reasons), aligned with our overarching approach.