This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

Vospers Motor House Ltd is a ‘data controller’ and gathers and uses certain information about you.
Data protection principles. 
We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy.

About the information we collect and hold

We may collect the following information up to and including the shortlisting stage of the recruitment process:
• Your name and contact details (ie address, home and mobile phone numbers, email address);
• Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests;
• Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;
• Details of your referees.
We may collect the following information after the shortlisting stage, and before making a final decision to recruit:
• Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers ☐;
• Information regarding your academic and professional qualifications ☐;
• Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information ☐;
• A copy of your driving licence and Passport ☐.
• Criminal records check (for limited roles)
You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked ‘☐’ above to us to enable us to verify your right to work and suitability for the position.

How we collect the information

We may collect this information from you, your referees (details of whom you will have provided), your education provider, the relevant professional body, the Disclosure and Barring Service (DBS) and the Home Office.

Why we collect the information and how we use it
We will typically collect and use this information for the following purposes (other purposes that may also apply are explained in our Data Protection Policy.
• to take steps to enter into a contract;
• for compliance with a legal obligation (eg our obligation to check that you are eligible to work in the United Kingdom);
• for the performance of a task carried out in the public interest; and
• for the purposes of our legitimate interests, but only if these are not overridden by your interests, rights or freedoms.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

How we may share the information
We may also need to share some of the above categories of personal information with other parties, such as HR and professional advisers. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information with our regulators or as required to comply with the law.
Sensitive personal information, and criminal records information (where appropriate)
Further details on how we handle sensitive personal information and information relating to criminal convictions and offences are set out in our details of policy on processing special categories of data, and, where relevant policy on criminal records information, as required under Data Protection Bill, available from the HR department.

About the information we collect and hold
The table set out in Part A of the Schedule below summarises the information we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.

The table in Part B of the Schedule below summarises the additional information we collect before making a final decision to recruit, ie before making an offer of employment unconditional, how and why we do so, how we use it and with whom it may be shared.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

Where information may be held
Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above.

How long we keep your information
We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.

If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment. For further information, see our data protection privacy notice (employment).
Your rights to correct and access your information and to ask for it to be erased.

Please contact our Group Payroll & HR Manager on 01752 636463 if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice.

You also have the right to ask for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our Group Payroll & HR Manager will provide you with further information about the right to be forgotten, if you ask for it.

Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that Group Payroll & HR Manager can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

THE SCHEDULE
ABOUT THE INFORMATION WE COLLECT AND HOLD

Part A
Up to and including the shortlisting stage

The information we collect 

Your name and contact details (ie address, home and mobile phone numbers, email address) 
How we collect the information 

From you 
Why we collect the information 

·         Legitimate interest: to carry out a fair recruitment process

·         Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages 

How we use and may share the information

·         To enable HR personnel or the manager of the relevant department to contact you to progress your application, arrange interviews and inform you of the outcome

·         To inform the relevant manager or department of your application

 

The information we collect 

Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests

How we collect the information 

From you, in the completed application form and interview notes (if relevant)
Why we collect the information 

·         Legitimate interest: to carry out a fair recruitment process

·         Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit To make an informed recruitment decision

How we use and may share the information
The person making the shortlisting decision will receive pseudonymised or anonymised details only; if you are invited for interview, the interviewer will receive non-anonymised details

 

The information we collect 

Your name, contact details and details of your qualifications, experience, employment history and interests 

How we collect the information 

From you, in the completed application form and interview notes (if relevant) 
Why we collect the information 

·         Legitimate interest: to carry out a fair recruitment process

·         Legitimate interest: if you are unsuccessful in your application, your details may be passed on to an associated company to see if they have any suitable vacancies 

How we use and may share the information

To see whether an associated company has any suitable vacancies

The information we collect 

Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs 

How we collect the information 

From you, in a completed anonymised equal opportunities monitoring form 

Why we collect the information 

·         To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment) 

·         To comply with our equal opportunities monitoring obligations and to follow our equality and other policies

For further information, see * below

The information we collect 

Information regarding your criminal record 
How we collect the information 

From you, in your completed application form To comply with our legal obligations

Why we collect the information 

·         For reasons of substantial public interest (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector and protecting the public against dishonesty) 

·         To make an informed recruitment decision
To carry out statutory checks

How we use and may share the information
Information shared with DBS and other regulatory authorities as required
For further information, see * below

The information we collect 

Details of your referees 

How we collect the information 

From your completed application form 

Why we collect the information 

·         Legitimate interest: to carry out a fair recruitment process

·         In the regulated sector, to comply with our legal obligations to obtain regulatory references

·         To carry out a fair recruitment process

·         To comply with legal/regulatory obligations

How we use and may share the information

Information shared with relevant managers, HR personnel and the referee

Part B
Before making a final decision to recruit

The information we collect 

Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers ☐ 

How we collect the information 

From your referees (details of whom you will have provided) 

Why we collect the information 

·         Legitimate interest: to make an informed decision to recruit

·         To comply with our legal obligations

·         Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice 

·         To obtain the relevant reference about you

·         To comply with legal/regulatory obligations

Information shared with relevant managers and HR personnel

The information we collect 

Information regarding your academic and professional qualifications ☐ 

How we collect the information 

From you, from your education provider, from the relevant professional body

Why we collect the information 

·         Legitimate interest: to verify the qualifications information provided by you 

·         To make an informed recruitment decision

The information we collect 

Information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs) ☐ - for limited roles only 
How we collect the information 

From you and from the Disclosure and Barring Service (DBS)

Why we collect the information 

·         To perform the employment contract

·         To comply with our legal obligations

·         Legitimate interest: to verify the criminal records information provided by you

·         For reasons of substantial public interest (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector and protecting the public against dishonesty) 

·         To make an informed recruitment decision

·         To carry out statutory checks Information shared with DBS and other regulatory authorities as required

For further information, see * below.

The information we collect 

Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information ☐ 

How we collect the information 

From you and, where necessary, the Home Office 

Why we collect the information 

·         To enter into/perform the employment contract
To comply with our legal obligations
Legitimate interest: to maintain employment records 

·         To carry out right to work checks

How we use and may share the information

Information may be shared with the Home Office

The information we collect 

A copy of your driving licence & Passport ☐ 

How we collect the information 

From you

Why we collect the information 

·         To enter into/perform the employment contract

·         To comply with our legal obligations

·         To comply with the terms of our insurance 

·         To make an informed recruitment decision

·         To ensure that you have a clean driving licence

How we use and may share the information

Information may be shared with our insurer

You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked ‘☐’ above to us to enable us to verify your right to work and suitability for the position.

* Further details on how we handle sensitive personal information and information relating to criminal convictions and offences are set out in our policy on processing special categories of data, and, where relevant policy on criminal records information, as required under Data Protection Bill, available from the HR department.