Candidate Privacy Notice

We get information about you from the following sources:

Directly from you.

From an employment agency or introducer (e.g. under our ‘Refer a Friend Scheme).

• If you apply for a position through an external recruiter or agency, we may collect your information directly from them and contact you directly (if you have given permission to them to share your information with us).

• We ask our Colleagues to obtain your consent prior to submitting your personal data to us when recommending you.

From LinkedIn if you choose to share a link to your profile when making your application. This may include access to your public profile including recommendations made by your contacts.

From our Colleagues in the form of feedback from interviews and tests included in the hiring process.

From CCTV images taken by our landlords or taken using our own CCTV systems.

• We operate CCTV inside the majority of our stores, warehouses, distribution centres and office locations. The purposes of this monitoring varies depending on the location, for example in our stores the CCTV is in place for crime prevention and security purposes.

We process the following categories of personal data:

Information related to you and your previous employment history

We use the following information to assess your suitability for a particular role, to help us manage and improve our human resources processes and to communicate with you regarding the role you apply for and other employment opportunities.

We use the following information to assess your suitability for a particular role, to help us manage and improve our human resources processes and to communicate with you regarding the role you apply for and other employment opportunities.

• When you visit any of our websites, and use your account to buy products and services

• Employment and education history including your qualifications, employment references, right to work information and details of any unspent criminal convictions that you declare.

• Vehicle details (registration plate, make, colour) if you use our access controlled car parks during the recruitment process.

• Details of any secondary employment or volunteer work you may be engaged in.

• Your availability (potential start date).

The above information may be contained in your curriculum vitae (CV) or in other supporting documents provided to us.

• Your dietary or access needs if you attend our recruitment fairs or assessment days.

This information may be shared with our third party event managers.

Information related to your current and expected salary

We process this information to help us assess your suitability for employment and to manage our recruitment and finance processes.

Information relating to your health and wellbeing and other special category data

We use the following information to comply with our legal obligations and for equal opportunities monitoring. We also use it to ensure the health, safety and wellbeing of our candidates and colleagues.

Information you provide regarding Protected Characteristics as defined by the Equality Act for the purpose of equal opportunities monitoring. This includes racial or ethnic origin, religious beliefs, disability status, sexual orientation and gender identification and may be extended to include other protected characteristics.
This information is not made available to any colleagues outside of the HR team. We use this information to help us to ensure we manage our equal opportunity and diversity obligations and to compile reports required under equal opportunities law. We use anonymised data to perform analysis and reporting.

Depending on the processing activity, we rely on the following lawful basis for processing your personal data under the GDPR:

• Article 6(1)(a) when we have your consent to process personal data.

• Article 6(1)(c) so we can comply with our legal obligations as your potential employer.

• Article 6(1)(f) for the purposes of our legitimate interest.

Where we are processing your personal data for the purpose of recruitment, the provision of certain data is mandatory and you will be unable to submit your application without providing it. These mandatory data fields are denoted by an asterisk.

Where the information we process is special category data, for example your health data in order to allow us to facilitate interviews and tests, the additional bases for processing that we rely on are:

• Article 9(2)(a) when we have your explicit consent.

• Article 9(2)(b) which relates to carrying out our obligations and exercising our rights in employment and the safeguarding of your fundamental rights.

• Article 9(2)(f) for the establishment, exercise or defense of legal claims.

Whether or not your application is successful we retain information relating to the application for 12 months. After this time all information is securely deleted.

We may share your information with third parties in certain circumstances:

• When we are legally obliged to do so, for example under a court order.

• With our legal advisors and/or insurance company when we are dealing with employment related claims and Health and Safety matters.

• When we are required to do so in connection with the sale of any part of the Company.

Yes - a list of our current data processors can be found at Annex A

As an individual you have certain rights regarding our processing of your personal data, including a right to lodge a complaint about the processing we undertake with the Information Commissioner (www.ico.org.uk), who is responsible for oversight and enforcement of data protection laws.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances. You may sometimes hear this called the ‘right to be forgotten’.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing

You have the right to object to processing if we are relying on a legitimate interest to carry out the processing. We do not have to stop the processing if we have strong and legitimate reasons to continue using your data.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us to another organisation, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

You are not usually required to pay any charge for exercising your rights. We may charge a reasonable fee to cover our administrative costs of providing the information when requests are determined to be baseless or excessive/repeated or are for further copies of the same information. Alternatively, we may be entitled to refuse to act on the request.

We have one month to respond to you, except when the request is complex in nature, in which case we can extend this by two months.

Should you wish to exercise any of your rights you can contact the Data Protection Officer or use one of the email addresses below depending on the brand you made an employment application to:

ColleagueDataProtection@bouxavenue.com
ColleagueDataProtection@robertdyas.co.uk
ColleagueDataProtection@ryman.co.uk
ColleagueDataProtection@londongraphics.co.uk

Please include information about the right you wish to exercise. If your request concerns erasure, correction, restriction or objection please provide details of the information. You do not have to, but it would be helpful if you could describe the information you wish to receive if your request is for access to your data.

If your personal information has been provided to us by a third party (for example a friend or an agency) but you no longer wish us to retain or use your personal data please contact us using the relevant email address above.

We don’t routinely transfer candidate personal data overseas but when this is necessary we ensure that we have appropriate safeguards in place.

Updates to this Notice

Any changes we make to the way in which candidate personal data is managed will be reflected in updates to this Notice. In the event of significant changes or ‘one-off’ processing events we will take action to inform you directly.

This Notice was last updated in January 2022.

Data processors are third parties who provide certain parts of our employment services for us. We have contracts in place with them to ensure appropriate security is maintained and they cannot do anything with your personal information unless we have instructed them to do so. Our current data processors are listed below.

                                                                                               

Data Processor	Purpose	Privacy Notice
oneworldmarket Limited	Applicant tracking system for recruitment	idibu is used to place vacancy advertisements and track applicants through the recruitment process https://www.idibu.com/privacy/
Google Inc.	Provider of our managed IT service for our IT infrastructure	Cloud based provider of our G-suite applications and services, including email, chat, google documents, and shared drives.
Various	Recruitment agency used for vacancies	Agencies used vary by brand and job role type. Please contact us  for information.
Various	Management of recruitment fairs and/or assessment days	Providers vary by brand and job role type. Please contact us for information.
PWC Legal	Legal services provider	https://www.pwc.co.uk/who-we-are/privacy-statement.html