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Applicant Privacy Notice 

Your Privacy Respected

McQueens Dairies (“the Group”, “Us”, “We”, and “Our”) McQueens Dairies respects your privacy and is committed to protecting your personal data.

This Privacy Notice lets you know what we collect, what we do with and why we need your personal information (or Personal Data) when you apply for a job with McQueens Dairies. It also informs you of your privacy rights and how the law protects you.

Data Controller
As we collect and decide how your personal data is used for our business needs, we (McQueens Dairies) are the controller and responsible for your personal data.

Your Privacy

This privacy notice aims to give you information on how we collect, process (use), and retain (keep) the personal data you provide in your application to manage the recruitment process, assess your suitability for employment, and, for successful applicants, to enter into a contract of employment.

We need your personal information to be able to offer you a contract of employment, to comply with statutory obligations, or to communicate with you about your application for work with us.

Information we collect about you

We collect a range of information about you. This includes:

  • The information you have provided to us in your curriculum vitae, application form and covering letter.
  • your name, date of birth, national insurance number address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information from interviews you may have;
  • information about your current level of remuneration,
  • Driving licence information (where the role requires you to drive a company vehicle),
  • information about your entitlement to work in the UK; and
  • whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process;
  • equal opportunities monitoring information which will be used to fulfil our obligations under the Equality Act 2010. This includes information about your ethnic origin, sexual orientation, health and religion or belief. It is not shared with anyone involved in the selection process.  

We may also collect, store and use the following “special categories” of more sensitive personal information:

  • Information about your race or ethnicity, religious beliefs, sexual orientation, and political opinions.
  • Information about your health, including any medical condition, health and sickness records.
  • Information about criminal convictions and offences.

We may collect this information in a variety of ways. For example, application forms, recruitment agencies, or CVs (including when these are sent to us as part of recruitment queries), obtained from your passport or other identity documents, or collected through interviews.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer has been made to you. Note that we treat all references (whether given or received) as confidential.

During the recruitment process, we may collect and share additional data to ensure we are complying with our legal obligations, for example, to check your right to work in the UK and for some roles, to carry out a criminal records check.

Data will be stored in a range of different places for the purposes of the application process, such as in our HR management systems and our email system.

How will we use information about you?

We will use the personal information we collect about you to:

  • Assess your skills, qualifications, and suitability for the work or;
  • Carry out background and reference checks, where applicable.
  • Communicate with you about the recruitment process.
  • Keep records related to our hiring processes.
  • Comply with legal or regulatory requirements.

Having received your CV and covering letter or your application form and any results from the test which you may have taken, 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 or work. If we decide to offer you the role or work, we will then take up references and will carry out a criminal record or carry out any other check before confirming your appointment.

How we use particularly sensitive personal information

We will use your particularly sensitive personal information 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 a test or interview.
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions

We will collect information about your criminal convictions history if we would like to offer you the work or role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.

Who do we share your information with?

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. As well as circulating your application and related materials to the appropriate staff at McQueens Dairies, we will share your personal information for the above purposes as relevant and necessary with:

  • your referees.
  • Disclosure & Barring Service (DBS) or Disclosure Scotland in order to administer relevant recruitment checks and procedures.
  • DVLA to verify your driving licence status inc. endorsements and bans.
  • UK Visas & Immigration (UKVI) in order to administer relevant recruitment checks and procedures.

We use JobAdder to help us manage and track applications (Applicant Tracking System). They are a third party data processor. Their privacy notice can be found here:  https://jobadder.com/gb/privacy-policy/.

We may also request references from your referees, where you have given us permission to contact them prior to interview. If you have not provided permission to contact referees they will not be contacted.

For successful candidates, referees will be contacted as part of the contractual obligation to satisfying pre-employment checks. You will be reminded of our intention to contact referees as part of the offer we make to you. The use of references is used to enable us to take ‘steps towards entering into a contract’. 

If you are successful, the information you provide will form the basis of your employee record and you will then be provided with McQueens Dairies Employee Privacy Notice.  

How long do we keep your information for?

If your application is successful, your information will become part of your employment record and will be kept as described in the McQueens Staff Privacy Notice.  

If your application is unsuccessful, it is kept for 9 months after we have communicated to you our decision about whether to appoint you to role or work.

We retain your personal information 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 information in accordance with our data retention policy.

During the initial 9 months we may contact you about positions similar to the role you originally applied for or we feel would suit your skills.

In addition, if your application is unsuccessful, we may keep your personal data on JobAdder for an additional 6 months in case there are future employment opportunities for which you may be suited. We can only do this if we have your consent (agreement). You can withdraw your consent at any time by contacting the recruitment team.

We do not use profiling or automated decision-making processes. This means that people are involved in every decision about you.  

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

Your rights

The information you provide to us is personal, and it’ yours. Under certain circumstances, you have rights under UK data protection laws in relation to your personal data.

If you make a rights request, we’ll confirm that we have received your request and let you know if we need anything else from you. We must fulfil your request within one month unless the request is particularly complex or we receive multiple requests from you. In these cases we may extend the time period by up to two months, however we will only do this when we absolutely have to, and will always let you know.

Request Access to your data

This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it;

Request correction of the personal data that we hold about you

This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us;

Request deletion 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 successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;

Object to processing of your personal data

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 as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;

Restriction of processing of your personal data

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

  • if you want us to establish the data’s accuracy;
  • where our use of the data is unlawful but you do not want us to erase it;
  • where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  • you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it;

Request transfer of your personal data

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you; and

Withdraw consent

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent or on another lawful basis. If you wish to exercise any of the rights set out above, please contact us.

Complaints

We have appointed a Data Protection Compliance Officer who is responsible for overseeing how we treat your personal information. If you have any questions about this privacy notice, please contact our Data Protection Compliance Officer using the details set out below:

Name: Victoria Rowntree

Email address: dpo@mcqueensdairies.co.uk

If you are unhappy with the way we have processed your personal data you have the right to complain to the Information Commissioner’s Office (ICO), but we ask that you raise the issue with our Data Protection Compliance Officer first.

For information about reporting a concern to the ICO see their website – Home | ICO

We retain the right to modify this privacy notice at any time of our choosing. To keep up to date with the latest version of the privacy notice, please regularly visit this page. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Version 1.2

This version of the privacy notice was created on 03/03/2023 and last updated July 7th 2023.

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