Privacy notice for candidates

1.    About us and this notice

This privacy notice is intended for recruitment candidates, and contains information on what personal data the employing entities within the Marshalls group of companies (“Marshalls”, “we”, “our” or “us”, see relevant entities in section 10) and other companies of the group (the “Marshalls Group”), collect, what we do with that information, and what rights you have under data protection legislation.

As a responsible and ethical business, we are committed to protecting your personal data, and ensure you are informed in a transparent manner:

•    Why and how Marshalls collects, uses and stores your personal data;

•    The lawful basis for the use of your personal data; and

•    What rights you have, and how you can exercise them.

2.    What does this notice cover

Where you apply for a vacancy with a member of the Marshalls Group that has been posted by us, this notice will apply to our processing of your personal data.

Please note that if you apply for a vacancy via the application function on a job site or similar online service provider (for example, LinkedIn) (a “Partner”), they may retain your personal data and may also collect data from us in respect of the progress of your application. Any use of your personal data by a Partner, will be in accordance with their privacy notice.

3.    What type of personal data we collect

When you apply for a vacancy with us, we collect a range of information about you, including:

•    Your name, address and contact details, including email address(es) and telephone number(s);

•    Details of your qualifications, skills, experience and employment history;

•    Information about your current salary and benefits;

•    Whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process;

•    Any information you provide to us during the recruitment process (e.g., during telephone screenings and/or interviews); and

•    Information about your right to work in the UK.

The recruitment process may also result in us collecting, storing and using more sensitive types of personal data, such as:

•    Information about your race or ethnicity, religious or philosophical beliefs, trade union membership, sexual orientation and political opinions;

•    Information about your health, including any medical condition, health or sickness records;

•    Information about any criminal convictions and offences.

4.    Who is your personal data collected from?

Your personal data is generally collected from information that you provide to us directly when applying for a vacancy, but we may also collect your personal data from third parties, such as recruitment agencies that you used to apply to the Marshalls Group, references provided by former employers, background check providers (including criminal records checks via the Disclosure and Barring Service or equivalent), and other administration service providers, or from publicly available sources such as social media profiles and job boards (e.g.,  LinkedIn and Indeed).

We use an online application provided by Workable Software Limited (“Workable”), to assist with our recruitment process. Workable acts as a data processor on our behalf and is only entitled to process your personal data in accordance with our instructions.

Workable provides us with the facility to link the personal data you provide us, with other publicly available information about you – this may include sources such as LinkedIn and other social media profiles.

Workable’s technology allows us to search various databases – some publicly available and others not – which may include your personal data, to find possible candidates to fill our vacancies. Where we find you via this method, we will obtain your personal data from these sources. 

5.    Why do we process your personal data?

We always process your personal data for a specific purpose and only process the personal data which is relevant to achieve that purpose. In particular, we will use your personal data to:

•    Assess your skills, qualifications and suitability for the role you have applied for (or other roles, that we may think you are suitable for);

•    Carry out background and reference checks, where applicable;

•    Communicate with you about the recruitment process; 

•    Keep records related to our recruitment processes; 

•    To respond to and defend legal claims;

•    Comply with our legal and/or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you to the role, since it would be beneficial to the Marshalls Group to appoint someone to that role. 

We also need to process your personal data to decide whether to enter into a contract of employment with you.

If you fail to provide personal data

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 and will not be able to take your application further.

How we use sensitive personal data

Where appropriate, we will use your sensitive personal data in the following ways:

•    We use information about disability to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview;

•    We use information about racial or ethnic origin, religious beliefs and other beliefs of a similar nature, disability or sexual orientation, to ensure meaningful equal opportunities monitoring and reporting.

Information about criminal convictions.

We do not envisage that we will process information about criminal convictions. 

Notwithstanding this, we recognise that we may come into possession of this information (either directly or indirectly), and so we have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. 

Automated Decision-Making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

6.    Who do we share your personal data with

We will only share your personal data with third parties for the purposes of processing your application (such as Workable). All our third-party service providers and other entities within the Marshalls Group are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes, and we only permit them to process your personal data for specified purposes and in accordance with our instructions.

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.

8.    How long we keep your personal data 

How long we keep your personal data will depend on the outcome of your application. If your application is unsuccessful, we will keep your personal data on file for up to 12 months after the end of the recruitment process. If your application is successful, the personal data we have collected during the recruitment process will be transferred to your personnel file, and a new employee privacy notice will be provided to you.

9.    Complaints about how we handle your personal data

If you have any questions or concerns about this notice or how we handle your personal data, please contact our Data Protection Executive on dataprotection@marshalls.co.uk.
 
Whilst we hope you would give us the opportunity to set things right beforehand, you do have the right to make a complaint to the Information Commissioner’s Office (ICO), who is responsible for data protection issues in the UK, by visiting https://ico.org.uk.

10.    Relevant Entities 

The entities within the Marshalls Group of companies that may process your personal data (depending on the role that you are applying for) include: