UK GDPR Candidate privacy notice.
What is the purpose of this document?
Dalkeith Retail Centre LTD (SC324402) and Harrisons Retail Centre LTD (SC582443) t/a Your Ford
Centre are the "controller" in relation to personal data. This means that we are responsible for
deciding how we hold and use personal information about you. You are being sent a copy of this
privacy notice because you are applying for work with us (whether as an employee, worker or
contractor). It makes you aware of how and why your personal data will be used, namely for the
purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with
certain information that must be provided under the UK General Data Protection Regulation (UK
GDPR).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
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Collected only for valid purposes that we have clearly explained to you and not used in any way
that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
Who is your personal information collected from?
We collect personal information about candidates from the following sources:
- You, the candidate.
-
Various recruitment agencies, from which we collect the following categories of data: Full
candidate contact details and CV.
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Worknest background check provider, from which we collect the following categories of data: Level
1 or Level 2 Disclosure Check.
-
Experian credit reference agency, from which we collect the following categories of data: Credit
Report.
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Your named referees, from whom we collect the following categories of data: Dates of
Employment, and request for character reference.
- Data from third parties which is publicly accessible.
The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following
categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter.
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The information you have provided on our application form, including but not limited to, name,
address, telephone number, personal email address, education history, qualifications and
employment history
- Any information you provide to us during your interview OR the interview process.
- Information obtained from sources other than yourself previously referred to in this notice.
This may involve us collecting, storing and using the following types of more sensitive personal
information:
-
Information about your race or ethnicity, religious or philosophical beliefs, trade union
membership, sexual orientation and political opinions.
-
Information about your health, including any medical condition, health and sickness records.
Information about criminal convictions and offences.
How we will use information about you
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial
to our business to appoint someone to that role.
We also need to process your personal information to decide whether to enter into a contract of
employment with you.
Having received your CV, and covering letter and/or your application form, we will then process that
information to decide whether you meet the basic requirements to be shortlisted for the role. If we
decide to call you for an interview, we will use the information you provide to us at the interview to
decide whether to offer you the role. If we decide to offer you the role, we may then take up references,
and/or carry out a criminal record and/or carry out a background check before confirming your
appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your
application (such as evidence of qualifications or work history), we will not be able to process your
application successfully. For example, if we require a credit check or references for this role and you
fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
Where appropriate we will use your particularly sensitive personal information in the following ways:
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We use information about disability to consider whether we need to provide appropriate
adjustments during the recruitment process, for example whether adjustments need to be made
during a test or interview.
-
We use information about racial or ethnic origin, religious or philosophical beliefs, disability or
sexual orientation to ensure meaningful equal opportunity monitoring and reporting.
Information about criminal convictions
We do not envisage that we will process information about criminal convictions.
We may collect information about your criminal convictions history if we would like to offer you the
role (conditional on checks and any other conditions, such as references, being satisfactory). We are
entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your
criminal convictions history which makes you unsuitable for the role
.
Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on
automated decision-making.
Data sharing
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of
processing your application: Including but not limited to, Worknest, Skillnet Ltd, Experian. All our third
party service providers and other entities in the group are required to take appropriate security
measures to protect your personal information in line with our policies. We do not allow our third-party
service providers to use your personal data for their own purposes. We only permit them to process
your personal data for specified purposes and in accordance with our instructions.
Data security
We have put in place appropriate security measures to prevent your personal information from being
accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit
access to your personal information to those employees, agents, contractors and other third parties
who have a business need-to-know. They will only process your personal information on our
instructions and they are subject to a duty of confidentiality. Details of these measures may be
obtained from our data privacy manager whose is contactable at Privacy Enquiry, Cupar Ford Centre,
Eden Valley Business Park, KY15 4RB or privacy@harrisonsford.co.uk
We have put in place procedures to deal with any suspected data security breach and will notify you
and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
We will retain your personal information for a period of 12 months after we have communicated to
you our decision about whether to appoint you to role. We retain your personal information for that
period so that we can show, in the event of a legal claim, that we have not discriminated against
candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and
transparent way. After this period, we will securely destroy your personal information in accordance
with our data retention policy and applicable laws and regulations.
Rights of access, rectification, erasure, objection, restriction and data portability
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
-
Request access to your personal information (commonly known as making a "data subject
access request"). This enables you to receive a copy of the personal information we hold about
you and to check that we are lawfully processing it.
-
Request rectification of the personal information that we hold about you. This enables you to
have any incomplete or inaccurate information we hold about you corrected.
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Request erasure of your personal information. This enables you to ask us to delete or remove
personal information where there is no good reason for us continuing to process it. You also have
the right to ask us to delete or remove your personal information where you have exercised your
right to object to processing (see below).
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Object to processing of your personal information where we are relying on a legitimate interest
(or those of a third party) and there is something about your particular situation which makes you
want to object to processing on this ground. You also have the right to object where we are
processing your personal information for direct marketing purposes.
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Request the restriction of processing of your personal information. This enables you to ask us
to suspend the processing of personal information about you, for example if you want us to
establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing
of your personal data, or request that we transfer a copy of your personal information to another party, please
contact our data privacy manager. whose contact details are Privacy Enquiry, Cupar Ford Centre, Eden
Valley Business Park, KY15 4RB or privacy@harrisonsford.co.uk
Right to withdraw consent
When you applied for this role, you provided consent for us to process your personal information for
the purposes of the recruitment exercise. You have the right to withdraw that consent at any time. To
withdraw your consent, please contact our data privacy manager whose contact details are Privacy
Enquiry, Cupar Ford Centre, Eden Valley Business Park, KY15 4RB or privacy@harrisonsford.co.uk
Once we have received notification that you have withdrawn your consent, we will no longer process
your application and, subject to our retention policy, we will dispose of your personal data securely.
Questions or complaints
If you have any questions or concerns about this privacy notice or how we handle your personal
information please contact our data privacy manager who has been appointed to oversee compliance
with this privacy notice and whose contact details are Privacy Enquiry, Cupar Ford Centre, Eden
Valley Business Park, KY15 4RB or privacy@harrisonsford.co.uk
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO)
who is responsible for data protection issues in the UK. Their contact details are Information
Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel 0303 123
1113
