The purpose of this document
Leyland SDM are "data controllers", which means we are responsible for deciding how to hold and use personal information about you. You are being referred to a copy of this privacy notice because you are applying for work with Leyland SDM. It makes you aware of how and why our 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 General Data Protection Regulation ((EU) 2016/679) (GDPR) and the Data Protection Act 2018.
Data protection principles
Leyland SDM 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.
The kind of information we hold about you
In connection with your application for work, 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.
Any test answers and results used within the recruitment process (e.g. psychometric testing).
Where you have applied to us through a recruitment agency, information about you provided to us through an agency.
We may also collect, store and use the following types of more sensitive personal information:
To the extent permitted by law, information about your race or ethnicity, religious beliefs, sexual orientation, marital status, age and gender.
To the extent permitted by law, information about your health.
How is your personal information collected?
We collect personal information about candidates from the following sources:
You, the candidate
Psychometric tests; and
Your named referees
How we will use information about you
We collect, use and otherwise process your personal data where (a) this is necessary for the performance of our business (b), we are permitted or required to do so by applicable law; or (c) this is necessary in connection with your proposed contract with us. In addition, we do not collect, use or otherwise process your special categories of personal data except where we are required or permitted to do so by applicable law or where we have, in accordance with applicable law, obtained your explicit consent to process such personal data.
We will use the personal information we collect about you to:
Assess your skills, qualifications, and suitability for the work or 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.
To help create your employee record if successfully recruited.
To monitor diversity.
We also need to process your personal information to decide whether to enter into a contract with you.
Having received your CV and covering letter and / or your application form and / or the results from any tests which you took, 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 an interview. 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 will then take up references and / or carry out any other relevant checks before confirming your appointment.
In some circumstances, we will carry out psychometric testing. We use this to ascertain the fit of a person for the job they have applied to against the competency framework set out for the position. It is in the interests of the company to engage in psychometric tests to receive an external professional assessment of a potential employee along with our own internal interview processes. The results of psychometric tests will never be the only information that is considered when you apply for the role.
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.
Some of the information that we request you to provide is not a necessary requirement for the role, but if you fail to provide it may affect your application: for example, if you do not provide information about your disability status, we will not be able to make reasonable adjustments to the recruitment process to take this into account.
A failure to provide information relating to your race, national or ethnic origin, religious, philosophical or moral beliefs, gender or your sexual orientation will not affect your application.
How we collect and use particularly sensitive personal information
Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions, and health constitutes special categories of personal data, and Leyland SDM takes special measures to ensure that these types of data are protected.
We collect this particularly sensitive personal information for the following reasons:
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 a test or interview.
We will use medical information where this is necessary to determine whether you are medically fit to take up certain roles in the company. This will only occur if you receive an offer of employment – applicants will not be requested to provide medical information by the company (but may choose to do so to allow us to consider if appropriate adjustments need to be provided during the recruitment process).
We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, gender or your sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. In some circumstances, we may also be required to collect this data by law (for example, where the government requires us to prepare reports).
In particular, the processing of data relating to your race, national or ethnic origin, religious, philosophical or moral beliefs, gender or your sexual orientation for the purpose of meaningful equal opportunity monitoring and reporting is done on the basis of your explicit consent. You are not required to provide this data, and a failure to provide this data will not impact on your application. If you do choose to provide this data, you may also withdraw your consent to process this data at any time by emailing email@example.com .No person involved in making decisions regarding the hiring of staff will have access to this data.
Information about criminal convictions
In certain circumstances, we envisage that we may process information about criminal convictions.
We may request you to provide information about your criminal convictions history if we would like to offer a particular role where it is necessary for you to be able to demonstrate there is nothing in your criminal convictions history which makes you unsuitable for the role.
Where we do request you to disclose information, it will only be where this is relevant to the particular role.
For any role that requires a high degree of trust and integrity (e.g. if it involves dealing with large sums of cash), we may ask you to disclose any previous offences.
Where you will be driving vehicles, we may ask you to disclose any previous driving convictions
This will be in accordance with the Rehabilitation of Offenders Act 1974 as amended from time to time. This means that you will never be asked to disclose convictions relating to certain offences after seven years. The convictions that are regarded as “spent” after seven years are set out in Section 5 of that Act. Certain minor convictions are regarded as “spent” after shorter periods of time.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Who will have access to my data?
Personnel across Leyland SDM and it's parent company Grafton Merchanting GB will have access to your information where it is necessary to do with any matters arising from your application. For example, we will provide persons processing your application with the information necessary to progress your application. If your application is successful and you accept the position, other personnel in Leyland SDM and it's parent company Grafton Merchanting GB will need to access your information to prepare for the commencement of your employment.
Why might you share my personal information with third parties?
We will only share your personal information with third parties where they need to know such information, for example, for the purposes of processing your application. Such person will include third party service providers (such as benefits providers). External professional advisors (such as lawyers) and other third parties engaged to assist Leyland SDM and it's parent company Grafton Merchanting GB in carrying out business activities. 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.
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 “need-to-know” such information. 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 the Leyland SDM Data Protection Officer.
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.
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 your applied 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 or applicable laws and regulations.
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"). 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 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 the Leyland SDM Data Protection Officer in writing.
Data Protection Officer
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO at the following details:
The Data Protection Officer
24 Fourth Way
You have the right to make a complaint at any time to the Information Commissioner’s office (the ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.