CANDIDATE PRIVACY NOTICE

What is the purpose of this document?

Allen Ford (UK) Ltd (hereafter “Allen Motor Group”) is a “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 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

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

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:

Your name, address and contact details, including email address and telephone number

Qualifications, skills, experience and employment history

Current level of renumeration, including benefit entitlements

Entitlement to work in the UK

We may also collect, store and use the following types of more sensitive personal information:

Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions

Information about your health, including any medical condition, health and sickness records

How is your personal information collected?

We collect personal information about candidates from the following sources:

You, the candidate, from information you have provided to us in your CV and any covering letter or email, during interview and identity documents

Recruitment agencies, from which we collect the following categories of data: CV, contact details

Your named referees, from whom we collect the following categories of data: previous employment history, sickness records, previous employment information

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 process this information to decide whether to appoint you to a role since it would be beneficial to our business to appoint someone qualified 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 any covering letter or email, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for one or more interviews or similar recruitment processes. If we decide to call you for any interviews, we will use the information you provide to us at the interviews to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and check your right to work in the UK before confirming your appointment.

How we use particularly sensitive personal information

We will use your particularly sensitive personal information in the following ways:

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 will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting

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 references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

How long will you use my information for?

We will retain your personal information for a period of six 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.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

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”). 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 correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected

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)

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 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

Withdraw consent of your personal information. Should we seek consent from you to process your personal data, you will have the right to withdraw your consent for processing for that purpose at any time

To exercise any of these rights as listed or to make a complaint or query, please contact: data@allenmotorgroup.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.