Introduction
We are excited that you are applying to RLYL.
RLYL is committed to protecting your data privacy rights. We want to inform you how we collect, use, and disclose personal data we collect about you when applying for a position with us.
Under data protection legislation, Red Lorry Yellow Lorry Limited (“we”, “us”, “our” and “RLYL”) is the data controller. This means that we are responsible for deciding how we hold and use personal data about you.
This notice applies to all applicants or candidates (including those that may be unsuccessful in the application process) and third parties whose information you provide to us in connection with any application whether via RLYL directly or indirectly.
If you have any questions about how we use your personal data, you can contact us using the details below.
We may amend this policy from time to time.
Protecting your data
What personal data do we collect?
This is the information we collect about you
When you apply for a position at RLYL, we collect information from you, some of which we require to process your application and some of which is merely optional, including:
Name
Phone number
Email address
Home address
CV (including educational and professional background)
Employment history
References
Gender (optional)
Race, ethnicity or nationality (optional)
Disability status (optional)
Questions that may help RLYL determine your legal right to work in the UK, how you learned about the position, relevant criminal history, and any non-compete or non-solicitation obligations that apply to you.
Information which is merely “optional” and provided by you voluntarily is not considered in the hiring process but will be recorded and maintained in a confidential file. Information regarding your gender, race, ethnicity or nationality is kept separately from the rest of your application and is only disclosed to third parties in aggregate form for purposes of measuring equal employment opportunities at RLYL.
How do we use your personal data?
The information you provide as part of your application, including that from any interviews, pre-selection processes and references will be held on our computers, systems or manually in our files. The information will be used to process your application and ultimately where your application is successful, so that RLYL can make an offer of employment.
We will send you the results of your application at the e-mail address that we collected about you. If your application is successful, the information will be used to administer your personnel file at RLYL and will be subject to our employee privacy policy.
We may also use your information and application to consider you for other positions at RLYL for which you may also be qualified and retain your information as provided in the ‘How long do we keep your personal data’ section below.
On what basis do we process your personal data?
Data protection law means that we can only use your data for certain reasons and where we have a legal basis to do so. We may use more than one legal basis depending on the processing activity taking place.
– Legitimate interest of RLYL. We may process your personal data where we believe that we have a legitimate interest to do so (e.g., to progress your application).
– Legitimate interest of third parties. This can also provide the basis of processing your personal data, e.g., fraud prevention, recruitment agencies we work with.
– Compliance with a legal obligation. Processing can in some cases be necessary for compliance with a legal obligation to which RLYL is subject including under data protection legislation.
– Candidate consent. Whilst we generally do not need your consent for data processing activities related to your application, if we require your consent for processing your personal data, we will provide you with details of the information that we would like and the reason we need it, so that you can consider whether you wish to consent. It is not a condition of your contract with us that you agree to any request for consent from us and you may refuse to give your consent.
Who do we share your personal data with?
We may disclose your personal data to members of our HR team, the relevant team managers in respect of the role you are applying for to take hiring decisions.
We partner with third parties who we believe are the best in their field at what they do. It may be necessary from time to time for us to disclose your personal data to third parties or agents, including without limitation to the following:
1. 1.
third parties or agents of clients to assist in the administration, processing and management of certain activities pertaining to prospective employees including external reference agencies (such as employee vetting and screening agencies) and travel and expense management service providers;
2. 2.
individuals or companies employed by RLYL to carry out specific services, functions or consultancy work;
3. 3.
relatives or legal representatives of prospective employees;
4. 4.
regulatory bodies to whom we are obliged or required to disclose information including Workplace Relations Commission, Courts and Court-appointed persons;
5. 5.
relevant Government departments and agencies; and
6. 6.
other support service providers necessary to support RLYL.
When we do this, your personal information may be stored by us or service providers we engage. Third parties we work with will only process your personal data in accordance with our instructions, for the purposes of the recruitment process only.
Where do we store your personal data?
Your personal data is stored in the EU region by default on our internal applicant tracking system and is continuously backed up.
How do we protect your personal data?At RLYL, we take security very seriously, which is why we use technical and organisational security measures to help safeguard your information. We limit access to your personal data to those staff members, 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.
How long do we keep your personal data?
If your application is successful, we will move your recruitment information to your employment files. We will only move information that is relevant to your on-going employment. Once you are employed at RLYL, how we handle your information is governed by our employee handbook, employee privacy policy and your contract.
If your application is unsuccessful, we will hold your data on file for 6 months after the end of the recruitment process to the extent necessary to enable RLYL to comply with any legal obligations or for the exercise or defence of legal claims (subject to any applicable legal or regulatory obligations to retain such information for a longer period).
It is likely that we will wish to retain your data for a further period of 6 months on the basis that a further opportunity may arise in future and we may wish to consider you for that. Please let us know if you do not want us to do so.
Your rights
You have options and choices over how we use your personal data. You have the right under certain circumstances:
· to be provided with a copy of your personal data held by us;
· to request the correction or erasure of your personal data held by us;
· to request that we restrict the processing of your personal data (while we verify or investigate your concerns with this information, for example);
· to object to the further processing of your personal data; and
· to withdraw consent.
Contact us
If you wish to exercise any of these rights in relation to the personal data we hold about you, please contact us by email at: kates@rlyl.com
Thanks for reading!
Kate Stroud – Head of People & Culture.
20th April 2022.