Introduction and contact information
ZIGUP is committed to protecting the privacy and security of your personal data. ZIGUP has a number of group companies, the group company which is advertising the vacancy is the relevant “data controller” and where “we/us/our” is used in this statement it refers (unless stated otherwise) to the relevant data controller within the ZIGUP group.
This privacy notice explains how we collect and use personal data about you during the recruitment and selection process, in accordance with the data protection legislation. It applies to all candidates and is for information only, this notice does not form part of any contract of employment. It is important you read this notice so you understand how and why we are using your personal data and your rights under the data protection legislation. We may update this privacy notice at any time. We may also notify you in other ways from time to time about the processing of your personal data. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us at dpo@reddenorthgate.com and we will respond to you directly.
We use applicant tracking software within the recruitment process, including collecting your data as part of the process. The software provider is our data processor for this purpose. If your application for employment is successful, you will be provided with an employee privacy notice.
The personal data we collect
In connection with your application for employment, we will collect, store and use the following categories of personal data about you, if included in your application:
- Personal contact details including your title, name, address, email address and telephone number.
- Your date of birth, age, marital status and gender.
- Previous employment history and information including qualifications and reference details.
- Salary, annual leave, pensions and benefits information.
- Location of employment.
- Recruitment information including copies of right to work documentation, information contained in a CV, covering letter and correspondence between us during the recruitment process.
- CCTV footage when visiting our office.
We may also collect and use the following special category personal data which is more sensitive:
- Information about your health.
- Information about criminal convictions or offences.
- Information about your race or ethnicity, religious or other beliefs and sexual orientation.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during the recruitment process, this includes, but is not limited to any change of name, address or contact details.
How we collect your personal data
We collect personal data about you within the application and recruitment process, either directly from you or from a recruitment agency or background check provider. We may sometimes collect additional information from third parties to meet legal and policy requirements for pre-employment checks including former employers and from publicly available information, including media profiles.
How we use personal data about you
Your personal data is needed to allow us to manage the recruitment process, to make a decision about your recruitment and if successful, to take steps to enter into a contract of employment.
In certain cases we need to process personal data to comply with legal obligations, for example, to check the right to work in the UK.
We may process your personal data to pursue our legitimate interests, for example business planning and management, provided your interests and rights do not overrule our interests.
Where necessary we process special categories of personal data to ensure your health and safety in the workplace, to assess your fitness to work or to provide reasonable workplace adjustments, to exercise rights and perform obligations in connection with your employment and to ensure equal opportunity monitoring and reporting.
We will only collect information about criminal convictions and offences if it is appropriate given the nature of the role.
If, when requested, you fail to provide certain information, we may not be in a position to recruit you.
Automated decision making
We do not envisage making decisions about you by automated means during the recruitment process, but we will notify you in the event of any automated processing of your personal data.
Sharing your personal data
Your personal data will be shared internally for the purpose of the recruitment exercise including with interviewers and managers in the business area with the vacancy. We may share your personal data with other entities in our group which provide operational support services and as part of our regular reporting on company performance.
We will share your personal data with third parties where we have a duty or are permitted to disclose your personal information by law for example if we receive a valid request from an official organisation in the interests of preventing or detecting crime, where it is necessary to administer the working relationship with you or where we have a legitimate interest to so do.
If your application is successful, we will share your personal data with former employers to obtain references and with the provider of background checks, including criminal records and credit agency checks, where required.
Unless we are required to disclose your information by law, we will not share your personal data without safeguards being in place. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We have contracts in place with our third party data processors which means that they are only permitted to process your personal data for specified purposes and in accordance with our instructions.
We do not generally process personal data outside the United Kingdom, but certain third party service providers may transfer and process personal data outside the UK. To protect your personal information and comply with data protection law, any such transfers are subject to data safeguards.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data retention
The recruitment team may retain your personal data for 12 months before it is securely destroyed. Any email correspondence will be retained in accordance with our data retention policy.
If you are successful during the recruitment process and are employed by us, your personal data will be retained in a personnel file during and after your employment, in accordance with our retention period for employee data.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. The rights available to you depend on our reason for processing your personal data.
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request” or “subject access request”). This enables you to receive a copy of the personal data we hold about you. You can always rely on this right, but there are some exemptions, which means you might not always receive all the information we process.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data 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 data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain circumstances.
- Request the transfer of your personal data to you or to a third party. This only applies to information you have given us.
If you wish to exercise any of the rights set out above, please contact us at dpo@reddenorthgate.com
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance at dpo@reddenorthgate.com If you remain dissatisfied, or you would prefer not to discuss the issue with us, you can make a complaint to the ICO using the following contact details: https://ico.org.uk/make-a-complaint/ or Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or telephone: 0303 123 1113
