Recruitment Privacy Notice
ABOUT US
The J. & J. Denholm Limited group is committed to protecting your privacy and complying with Data Protection Legislation.
When we refer to “we”, “our”, “us” in this privacy notice we are referring to J. & J. Denholm Limited. Other companies within the group may have access to your contact information. This arrangement is on the basis of our legitimate interests for internal administrative purposes within the group structure.
When we, and our service providers, collect and use your personal information we are the data controller for the purposes of Data Protection Legislation.
PURPOSE OF THIS PRIVACY NOTICE
We have prepared this Privacy Notice to assist you in understanding what information we collect about you when you apply for a job with us and how that information is used by us and by third parties as part of the recruitment process.
If you are successful and we offer you a position, we will provide you with a further privacy notice to explain how we use your personal data during your employment with us.
KEY TERMS
Criminal Convictions Data means personal data relating to the alleged commission of offences by you; or proceedings for an offence committed or alleged to have been committed by you or the disposal of such proceedings, including sentencing.
Data Protection Legislation means the General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR) and the Data Protection Act 2018.
ICO means the UK Information Commissioner’s Office, the UK supervisory authority for data protection issues.
Personal information / data means information that can be used to identify or contact a specific individual, such as a name, address, telephone number, email address, etc., and also online identifiers and location data such as IP addresses and mobile device IDs.
Special Category Personal Data means information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data.
A data controller is someone who decides why personal data is to be collected and how it will be used and treated.
CONTACT US
If you have any questions regarding the Privacy Notice you can contact us at: e-mail – HR@denholm-group.co.uk / Tel: 0141 353 2090 / Address: J. & J. Denholm Ltd, 18 Woodside Crescent, Glasgow, G3 7UL.
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 (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please could you contact us in the first instance.
CHANGES TO THIS PRIVACY NOTICE
We may update this notice at any time but if we do so, we will provide you with an updated copy of this Privacy Notice as soon as reasonably practical.
COLLECTING YOUR PERSONAL INFORMATION
We collect personal information about candidates from the following sources:
- From you directly.
- Through recruitment agencies or advertising platforms who will pass your details to us.
- Your named referees.
- The Disclosure and Barring Service and Disclosure Scotland in respect of criminal convictions data.
- Our occupational health providers or other health providers if any medical checks are required.
HOW DO WE USE YOUR PERSONAL INFORMATION AND WHY?
Information |
Why We Collect It |
Legal Basis |
Special Category Data Condition / Criminal Conviction Condition |
Effect of Not Providing the Information |
Retention Period(s) |
| Your name and contact details (e.g. telephone numbers, postal address, email address) | To contact you in relation to your application. |
It is in our legitimate interests to have the ability to contact your in relation to your application. |
N/A | If you fail to provide this information we will not be able to process your application successfully. | 6 months after we have communicated to you our decision about whether to appoint you to the role. |
| We may use your contact details to advise you of similar alternative or new vacancies if you have given us permission to do so. | With your prior consent only. | N/A | N/A | For as long as you would like us to hold your CV or 6 months, whichever is earlier. | |
|
To notify you of any changes to this privacy notice. |
We are required by law to inform you if we will change the way we use your data. | N/A | N/A | N/A | |
|
The information you have provided to us in your CV and covering letter (whether as a speculative application or for a specific role) |
We will use this information to assess your skills, qualifications, and suitability for the role. | We process this on the basis of our legitimate interests of understanding and assessing your experience and qualifications. | We ask that you do not provide us with special category data or details of criminal convictions within your CV and covering letter. | If you fail to provide this information we will not be able to process your application successfully. | 6 months after we have communicated to you our decision about whether to appoint you to the role. |
| If you are successful and make it to interview we may take notes during the interview. | To document the interview and to allow us to assess your skills, qualifications, and suitability for the role. | We process this on the basis of our legitimate interests of understanding and assessing your experience and qualifications. | N/A | If we cannot collect this information then we may not be able to process your application successfully. | 6 months after we have communicated to you our decision about whether to appoint you to the role. |
| We may collect information in relation to your health. | 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. | We are legally required to do this in accordance with the equalities legislation. |
This is a special category data as it is in relation to your health. We will process this special category data on the basis that it is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law on us in connection with employment. |
N/A | 6 months after we have communicated to you our decision about whether to appoint you to the role. |
| If you attend our premises for an interview then you may be recorded by the CCTV cameras inside or outside our office and you will be asked to complete our visitors book. | This is for fire and safety regulation purposes and for the detection and prevention of crime. |
We are legally required to ensure the safety of our visitors. We use CCTV on the basis of our legitimate interests e.g. to prevent and detect crime. |
N/A | We cannot allow you to enter the premises. |
Visitor data is generally destroyed after 12 months. Our CCTV systems automatically override every 14 days. |
| Bank account details. |
If in exceptional circumstances, we agree to pay your travel expenses for attending an interview the we may require a note of your bank account details. It is not our standard policy to pay travel expenses and you should not expect to receive this unless otherwise informed. |
Our legitimate interests in paying you for your travel. |
N/A | If you do not provide this information then we cannot repay you for your expenses. |
One month after we have communicated to you our decision about whether to appoint you to the role. |
DO WE SHARE PERSONAL INFORMATION?
We contract with third party service providers and suppliers to deliver certain services. Our third-party service providers 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.
The following third parties may have access to your personal information for the purposes noted below:
- the party that provides us with recruitment agency services in respect of you;
- Offsite Archive Storage & Integrated Services Ltd currently provides us with confidential waste services for paper files (e.g. if we print your CV it may be securely disposed of by Offsite Archive Storage & Integrated Services Ltd;
- we are part of a group structure, and your personal information may require to be transferred to one or more of our group companies;
- the Disclosure and Barring Service, Disclosure Scotland or Experian in respect of checks for c
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- criminal convictions data;
- occupational history data;
- adverse financial data;
- sanctions data;
- media data;
- professional and technical membership data;
- directorship data regarding other directorships held and the companies within which those directorships have been or are held; or
- other background checks connected to the job applied for;
- any other person who is authorised to act on your behalf;
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- regulators, government departments, law enforcement authorities, tax authorities and insurance companies;
- any relevant dispute resolution body or the courts; and
- persons or organisations in connection with any sale, merger, acquisition, disposal, reorganisation or similar change in our business.
Our service providers change from time to time and we will inform you if this is the case. We will not sell, trade or lease your personal information to others.
WHERE DO WE STORE YOUR INFORMATION?
The data that we collect from you will usually be stored inside the UK or the European Economic Area (EEA).
However, if you live or work outside of the UK or the EEA, we may need to transfer your personal data outside of the UK or the EEA to correspond with you.
We also may transfer data outside the UK or the EEA where our, service providers host, process, or store data outside the UK or the EEA. Where we do this, we will ensure that the transfer is to a country covered by a decision of the European Commission or is otherwise made in circumstances where we have put appropriate safeguards are in place to protect your data in accordance with the Data Protection Legislation.
YOUR RIGHTS
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- 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 (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 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 the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
You can exercise you rights by contacting us at :
E-mail: HR@denholm-group.co.uk
Tel: 0141 353 2090
Address: J. & J. Denholm Limited, 18 Woodside Crescent, Glasgow, G3 7UL
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 may 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 may not always be able to comply with your request to exercise your rights for specific legal reasons which will be notified to you.
Further details about your rights can be found on the ICO’s website at https://ico.org.uk/.