RECRUITMENT CANDIDATE PRIVACY NOTICE
1. Purpose and Introduction
2. Data Protection Principles
3. The kind of information we hold about you
4. How is your personal data collected
5. How we will use information about you
6. Data sharing
7. Data security
8. Data retention
9. Your rights
12. Changes to this Privacy Notice
1. PURPOSE AND INTRODUCTION
Parkdean Resorts UK Limited and its associated group companies (“Parkdean Resorts”, “we”, “us”, “our”) are committed to protecting the personal data we hold about you. Personal data is information about you and from which you can be identified. You should read this privacy notice if you are applying for a role with us (whether as a permanent or fixed term member of our team). It makes you aware of how and why your 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 we must provide under applicable data protection law.
2. DATA PROTECTION PRINCIPLES
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way;
- Collected 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; and
- Kept securely.
3. THE KIND OF INFORMATION WE HOLD ABOUT YOU
In connection with your application for work with us, we will collect, store, and use the following categories of personal data about you:
- The information you have provided on your CV, any covering letter and on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications; and
- Any other information you provide to us during the application process (e.g. interview or other assessment).
We may also collect, store and use the following "special categories" of more sensitive personal data provided to us by the candidate:
- Information about your race or ethnicity and religious beliefs;
- Information about your health, including any medical condition, health and sickness records; and
- Information about criminal convictions and offences.
4. HOW IS YOUR PERSONAL DATA COLLECTED?
We may collect personal data about you (if necessary and relevant) from the following sources:
- You, the candidate;
- Atlantic Data Ltd (carries out DBS checks in relation to criminal convictions for relevant roles on behalf of Parkdean Resorts);
- Your named referees, from whom we request the following categories of data: name, job title, dates of employment, salary, absenteeism and performance information; and
- The following data from third parties obtained from publicly accessible sources such as LinkedIn and CV search Job Boards including Caterer, Leisure Jobs, Total Jobs, Reed and Indeed.
5. HOW WE WILL USE INFORMATION ABOUT YOU
We will use the personal data we collect about you to:
- Assess your skills, qualifications, and suitability for the role;
- Carry out background and reference checks, where applicable;
- Communicate with you about the recruitment process;
- Keep records related to our hiring processes; and/or
- Comply with legal or regulatory requirements.
It is in our legitimate business interests to process your personal data in order to decide whether to appoint you to a role within our business. We also need to process your personal data to decide whether to enter into a contract of employment with you.
Having received your application, 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 carry out other checks (such as criminal record checks, if relevant) before confirming your appointment.
5.1. If you fail to provide personal data
If you fail to provide information when requested, which is necessary for us to consider your application (e.g. evidence of qualifications), we will not be able to process your application successfully. For example, if we require references and you fail to provide us with these, we will not be able to progress your application.
5.2. How we use particularly sensitive personal data
We will use your particularly sensitive personal data in the following ways:
- 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 the application process.
- We will use information about your race or national or ethnic origin and religious beliefs to ensure meaningful equal opportunity monitoring and reporting. This information will be kept separate from your application and will be pseudonymous.
5.3. Information about criminal convictions
Depending on the role you apply for, we may collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular, if the role you have applied for is one which is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023) or is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233) so is eligible for a standard or enhanced check from the Disclosure and Barring Service. We currently require DBS checks for General Managers, Deputy General Managers, employees in Entertainment, Sports and Leisure and Security Employees without an SIA badge.
We have in place our Disclosure and Barring Service and Vetting Policy and Procedures document which documents the safeguards which we are required by law to maintain when processing such data.
6. DATA SHARING
We share your personal data with PeopleBank (online application platform) and Atlantic Data (DBS checks if relevant) for the purposes of processing your application. These third-party service providers are required to take appropriate security measures to protect your personal data in line with our policies.
7. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any data security breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
We will retain your personal data for a period of one year after we have communicated to you our decision about whether to appoint you to the role. We retain your personal data 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 data in accordance with our Data and Document Retention Policy.
If we wish to retain your personal data on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will seek your explicit consent to retain your personal data for a fixed period on that basis. You can withdraw your consent to this at any time by contacting careers@Parkdean-Resorts.com
9. YOUR RIGHTS
Under certain circumstances, by law you have the right to:
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you);
- Request correction of the personal data 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 data. This enables you to ask us to delete or remove personal data 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 data where you have exercised your right to object to processing (see below);
- Object to processing of your personal data 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;
- Request the restriction of processing of your personal data. This enables you to ask us to suspend processing of your personal data, for example if you want us to establish its accuracy or the reason for processing it; and
- Request the transfer of your personal data to another party.
No fee is usually required.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
The Data Protection Officer has responsibility for overseeing compliance with this privacy notice. If you have any questions about this privacy notice, how we handle your personal data or wish to exercise any of your rights listed above, please contact the Data Protection Officer. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the opportunity to deal with your concerns before you approach the ICO, so please contact us in the first instance.
The Data Protection Officer
One Gosforth Park Way
Gosforth Business Park
Newcastle upon Tyne
Telephone 0191 256 0795
12. CHANGES TO THIS PRIVACY NOTICE
This notice was last updated in October 2018 and will be reviewed and updated on an annual basis.