Job Applicant Privacy Notice

This privacy notice is for individuals applying for employment at Thompson Commercials Ltd. It sets out the ways which the Company gathers, uses, stores and shares your data. It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, Thompson Commercials are the Data Controller as defined in the GDPR. We are registered with the Information Commissioner’s Office and our registration number is Z6942353.

Where do we get your data from?

The Company collects information about you in a range of ways. These include:

Information collected through CV’s and other documents provided as part of an application;
Information collected through any correspondence with you during the application process;
From forms completed by you during the application or selection process (such as expenses claim forms);
Through interviews, meeting or any other assessments;
From information provided to us by third parties, such as references.

What data do we have?

Personal data including:

Your name, address and contact details including email address and telephone numbers;
Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and educational establishments;
Details of your bank account, if you claim expenses in relation to the interview;
Information about your entitlement to work in the UK
Information about medical or health conditions, if you have a disability for which we need to make reasonable adjustments to the application and selection process.
Special category data including information about disability, health etc.

What is our legal basis for processing your data?

Thompson Commercials need to process personal data during the recruitment process and keep records of that process. Processing data from job applicants allows the Company to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The Company may also need to process data from job applicants to respond to and defend against legal claims.

Usually, data will be processed on the grounds of a contractual requirement or to take steps to enter into a contract with you eg to offer you employment at Thompson Commercials because it is necessary for our or a third party’s legitimate interests;

To allow us to comply with our legal obligations;
To protect your or another’s vital interests;
Because you have given us your consent or, explicit consent in the case of special category data.

How we use your data?

Thompson Commercials may process your personal data (including special category data) for the following purposes:

To operate recruitment and selection processes;
To form the basis of a personnel file, should you be offered employment at Thompson Commercials;
To enable effective communication with you as a job applicant;
To ensure effective general HR and business administration;
To respond and defend against legal claims;
To maintain the safety and security of the depots and work place for all users. This may include the use of CCTV for crime prevention and detection purposes.

Who do we share your data with?

Thompson Commercials may share your data with:
Employees of the Company, for the purposes of assessing your application;
Previous employers, individual referees and external peers, to obtain references;
Third parties that process data on behalf of Thompson Commercials to support it in fulfilling its obligation and responsibilities to and relationship with you (eg software and system providers);

How do we keep your data secure?

Thompson Commercials takes information security extremely seriously and has implemented appropriate technical and organisation measures to protect persona and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their sustained appropriateness.

How do we transfer your data safely internationally?

We may transfer your personal data outside the EU for any purposed described in this notice. If we do, you can expect a similar degree of protection in respect of your personal information.

How long will we keep your data?

The data supplied as part of your application and any paperwork created during the application process, such as shortlisting and interview notes, are destroyed one year after the end of the recruitment process.

If you application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held is provided in a Privacy Notice.

What rights do you have in relation to your data?

Under the GDPR, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. If you would like to exercise any of these rights, please contact us at katie.greenwood@thompsoncommercials.co.uk. For all other requests, please contact data.protection@thompsoncommercials.co.uk.

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact Thompson Commercials’ Data Protection Officer, James Swaby at data.protection@thompsoncommercials.co.uk.

Right to complain

You have the right to make a complaint if you are unhappy with the way which Thompson Commercials have handled your personal data to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.