Snowfox Group
Recruitment Privacy Notice
This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share data 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 data about you.
Who collects the information
Snowfox Group, who is now part of Zénsho Holdings co., Ltd which encompasses YO! Sushi UK Limited, Midco 1 Limited, Taiko Foods Limited, and brands including Panku Streetfood and Mai Taiko, acts as the ‘data controller’ and is responsible for collecting and utilising specific information about you. In this context, references to ‘we’ or ‘us’ represent Snowfox Group and all its affiliated entities and subsidiaries. We collect and use your information in alignment with our roles as defined under relevant data protection legislation, ensuring rigorous standards of confidentiality and privacy.
Data protection principles
We will comply with the data protection principles when gathering and using your information, as set out in our Group Data Privacy Policy. More information about data protection and our data processing can also be found on our website’s privacy policy:
https://yosushi.com/privacy-policy
https://snowfoxgroup.com/privacy-policy
https://www.taikofoods.co.uk/privacy-policy/
https://www.pankufood.com/privacy-policy/
About the information we collect and hold
The table set out in Part A of the schedule below summarises the data 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 data we collect before making a final decision to recruit, i.e. 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 data collection and processing is always proportionate. We will notify you of any changes to data we collect or to the purposes for which we collect and process it.
Where information may be held
Data 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 data 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 data will depend on whether your application is successful and you become employed by us, the nature of the data concerned and the purposes for which it is processed.
We will keep recruitment data (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 for the longer period for which they will be kept.
If your application is successful, we will keep only the recruitment data that is necessary in relation to your employment. For further information, ask to see the Data Protection Policy which you can request a copy from our People Team.
Further details of the retention periods for different types of personal data can be found in our Data Retention Policy, which can be requested from our People Team.
Your right to object to us processing your information
Where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation. If you object, we can no longer process your information unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
Please contact our People Team who can be contacted via e-mail HR@yosushi.com if you wish to object in this way.
Your rights to correct and access your information and erasure
Please contact our People Team if 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 have the ability to delete your data and remove yourself from the application process on the careers page. Further information about your right to be forgotten can be requested from our People Team.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your data 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 our Data Protection Officer can resolve any query or concern you raise about our use of your data. 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 data we collect | How we collect the data | Why we collect the data (purpose) | Legal basis for processing | How we may share the data |
|---|---|---|---|---|
|
Your name and contact details (i.e. address, home and personal mobile phone numbers, personal email address) |
From you |
So that we can contact you by letter, email, or phone where necessary to progress your application, arrange interviews and inform you of the outcome at all stages To inform the relevant manager or department of your application |
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 |
With HR personnel or the manager of the relevant department, to enable them to contact you PeopleBank assist us with our recruiting process With the relevant manager or department |
|
Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests |
From you, in the completed application form and interview notes (if relevant) |
So that we can make an informed decision about which candidates to shortlist for interview and ultimately recruit |
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 |
The person making the shortlisting decision will receive your details; if you are invited for an interview, the interviewer will receive your details |
|
Your name, contact details and details of your qualifications, experience, employment history and interests |
From you, in the completed application form and interview notes (if relevant) |
To see whether an associated company has any suitable vacancies |
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 |
With associated companies/brands |
|
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs |
From you, in a completed anonymised equal opportunities monitoring form |
To comply with our equal opportunities monitoring obligations and to follow our policies |
To comply with our legal obligations and for reasons of substantial public interest [(equality of opportunity or treatment)] |
For further information, see * below |
|
Details of your referees |
From your completed application form |
To obtain a reference about you, so that we can make an informed decision about your recruitment |
Legitimate interest: to carry out a fair recruitment process |
Data shared with relevant managers, HR personnel and the referee |
Part B
Before making a final decision to recruit
| The data we collect | How we collect the data | Why we collect the data (purpose) | Legal basis for processing | How we may share the data |
|---|---|---|---|---|
|
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 ☐ |
From your referees (details of whom you will have provided) |
So that we can make an informed decision about your recruitment |
Legitimate interest: to make an informed decision to recruit Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice |
Information shared with relevant managers and HR personnel |
|
Information regarding your academic and professional qualifications ☐ |
From you, from your education provider[, from the relevant professional body] |
To make an informed recruitment decision |
Legitimate interest: to verify the qualifications information provided by you |
Information shared with relevant managers and HR personnel |
|
Data regarding your criminal record ☐ |
From you |
To make an informed recruitment decision To perform the employment contract To carry out statutory checks in accordance with our legal obligations |
Legitimate interest: to verify the criminal records data 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) |
Information shared with DBS and other regulatory authorities as required For further information, see * below |
|
Your nationality and immigration status and data from related documents, such as your passport or other identification and immigration information ☐ |
From you and, where necessary, the Home Office |
To enter into/perform the employment contract To carry out right to work checks in accordance with our legal obligations |
Legitimate interest: to maintain employment records To carry out obligations and exercise rights in employment law For reasons of substantial public interest (preventing or detecting unlawful acts) |
Information may be shared with the Home Office |
|
A copy of your driving licence ☐ |
From you |
To make an informed recruitment decision To ensure that you have a clean driving licence To enter into/perform the employment contract To comply with our legal obligations To comply with the terms of our insurance |
Legitimate interest: to ensure you can legally drive Legitimate interests: to ensure you are fit to perform the duties To carry out obligations and exercise rights in employment law For reasons of substantial public interest (preventing or detecting unlawful acts) |
Information may be shared with our insurer |
|
Data relating to your health ☐ |
From you |
To make an informed recruitment decision To enter into/perform the employment contract To comply with our legal obligations |
Legitimate interests: to ensure you are fit to perform the duties For the purposes of obligations and rights in employment and social security law |
Information may be shared with our insurer |
|
CCTV footage covering company premises which may include you and your activities if you visit the office, warehouse or one of our restaurants |
From CCTV monitoring system |
Captured incidentally if you visit the office, warehouse or one of our restaurants Footage is deleted automatically after 30 days |
Legitimate interests: to protect our premises and to keep everyone safe |
Information is accessible by HR, Area Managers and Property Service Team. |
If your application is unsuccessful, we will keep your data for 6 months after the job role is fulfilled. If you want to be considered for other positions, then you can elect to make your data available for a further 6 months. You have the ability to delete your data and remove yourself from the application process on the careers page, should you no longer wish to be considered.
You are required (by law or in order to enter into your contract of employment) to provide the categories of data marked ‘☐’ above to us to enable us to verify your right to work and suitability for the position.
* Further details on how we handle special category data can be obtained from our People Team who can be contacted via e-mail HR@yosushi.com
