Data Controller: CCL Logistics Ltd, 27 Burnside Place, Troon, KA10 6LZ.
As part of any recruitment process, CCL collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.
What information do we collect?
We collect a range of information about you. This includes:
• Your name, address and contact details, including email address and telephone number;
• Details of your qualifications, skills, experience and employment history;
• Information about your current level of remuneration, including benefits and entitlements;
• Whether or not you have a disability for which the Company needs to make reasonable adjustments during the recruitment process;
• Information about your entitlement to work in the UK; and
• Information about your health and previous attendance record.
We collect this information in a variety of ways. For example, data may be contained in application forms, CV’s, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers or employment agencies where appropriate. Information in the form of references will only be sought once a job offer has been made to you and we will inform you that we are doing so.
Data will be stored in a range of different places, including your application record, in HR management systems and on other IT systems including e-mail.
Why do we process personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, to check a successful applicant’s eligibility to work in the UK before employment starts.
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applications allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The organization may also need to process data from job applications to respond to and defend against legal claims.
Where we rely on “legitimate interests” as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees, workers or applicants and have concluded that they are not.
We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, we will keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff, if access to the data is necessary for the performance of their roles.
The Company will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers and/or educational establishments to obtain references for you.
We will not transfer your data outside the European Economic Area.
How do we protect data?
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidently destroyed, misused or disclosed, and is not accessed except by our people in the proper performance of their duties.
For how long do we keep data?
If your application for employment is unsuccessful, we will hold your date on file for 6 months after the end of the relevant recruitment process. If you agree to allow the Company to keep your personal data on file, we will hold your data on file for a further 3 months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment.
As a data subject, you have a number of rights. You can:
• Access and obtain a copy of your data on request;
• Require the Company to change incorrect or incomplete data;
• Require the Company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• Object to the processing of your data where the company is relying on its legitimate interests as the legal ground for processing; and
• Ask the Company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Company’s legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact the Head of HR, CCL, Avondale House, Phoenix Crescent, Strathclyde Business Park, Bellshill, ML4 3NJ.
If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to the Company during the recruitment process. However, if you do not provide the information, the Company may not be able to process your application properly or at all.
Recruitment processes are not based on automated decision-making.