Denby Holdings Limited Privacy Notice – Candidates for Employment
What is the purpose of this document?
Denby Holdings Limited and all of its trading subsidiaries (referred to below as ‘Denby’) are committed to protecting the privacy and security of your personal information.
Denby is a “data controller”. 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 (for the purposes of the recruitment exercise) and how long it will usually be retained for as well as certain information that we are legally obliged to provide to you.
Denby Holdings Limited and all of its trading subsidiaries (referred to below as ‘Denby’) are committed to protecting the privacy and security of your personal information.
Denby is a “data controller”. 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 (for the purposes of the recruitment exercise) and how long it will usually be retained for as well as certain information that we are legally obliged to provide to you.
Data protection principles:
We will comply with data protection law and principles, which means that your data will be:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told you about.
6. Kept securely.
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told you about.
6. Kept securely.
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.
- The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications.
- Any information you provide to us during an interview and the information contained in our notes of the interview.
- We may also collect, store and use the following “special categories” of more sensitive personal information:
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences.
How is your personal information collected?
We collect personal information about candidates from the following sources:
You, the candidate.
The recruitment agency, from which we collect the following categories of data:
name, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications.
You, the candidate.
The recruitment agency, from which we collect the following categories of data:
name, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications.
How we will use information about you.
We will use the personal information we collect about you to:
1. Assess your skills, qualifications, and suitability for the work / role.
2. Communicate with you about the recruitment process.
3. Keep records related to our hiring processes.
4. Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the role / work since it would be beneficial to our business to appoint someone to that role / work and 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 / your application form, we will process that information to decide whether you meet the basic requirements to be shortlisted for the role / work. If you do, we will decide whether your application is strong enough to invite you for an interview at which point we will use the information you provide to us at the interview to decide whether to offer you the role / work. If we decide to make you an offer, we will then take up references and we may carry out a criminal record check before confirming your appointment.
1. Assess your skills, qualifications, and suitability for the work / role.
2. Communicate with you about the recruitment process.
3. Keep records related to our hiring processes.
4. Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to the role / work since it would be beneficial to our business to appoint someone to that role / work and 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 / your application form, we will process that information to decide whether you meet the basic requirements to be shortlisted for the role / work. If you do, we will decide whether your application is strong enough to invite you for an interview at which point we will use the information you provide to us at the interview to decide whether to offer you the role / work. If we decide to make you an offer, we will then take up references and we may carry out a criminal record check before confirming your appointment.
If you fail to provide information when requested.
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 will use particularly sensitive information.
We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.
Information about criminal convictions.
We may collect information about your criminal convictions history if we would like to offer you the work / 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. In particular, all the roles within our business require a high degree of trust and integrity due to the confidential nature of our production processes and the availability of finished product within the operation and so we would like to ask you to seek a basic disclosure of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Data sharing.
Why might you share my personal information with third parties?
We will only share your personal information with other companies within the Denby group of companies for the purposes of processing your application. All third party providers and entities in the Denby group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow any 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.
We will only share your personal information with other companies within the Denby group of companies for the purposes of processing your application. All third party providers and entities in the Denby group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow any 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 and we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know.
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.
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 one year after we have communicated to you our decision about whether to appoint you to the role / work. 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 schedule.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
We will retain your personal information for a period of one year after we have communicated to you our decision about whether to appoint you to the role / work. 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 schedule.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Rights of access, correction, erasure, and restriction.
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 a “data subject access request”) which enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you which enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information which enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.
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.
Request the restriction of processing of your personal information which enables you to ask us, in certain circumstances, to suspend the processing of personal information about you.
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 email dataprotection@denbypottery.com.
Under certain circumstances, by law you have the right to:
Request access to your personal information (commonly known as a “data subject access request”) which enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you which enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information which enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.
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.
Request the restriction of processing of your personal information which enables you to ask us, in certain circumstances, to suspend the processing of personal information about you.
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 email dataprotection@denbypottery.com.
Data privacy compliance.
If you have any questions about this privacy notice or how we handle your personal information, please email dataprotection@denbypottery.com. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.