023 8073 9999 enquiries@meachersglobal.com Job Applicant Privacy Notice Introduction Meachers Global Logistics Limited is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulations (GDPR). Meachers Global Logistics Limited is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker, self employed consultant or contractor). 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 must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR). In relation to self-employed consultants and contractors, references to ’employer’ and employment related activities should be construed as referring to Meachers Global Logistics Limited and its activities as the business with which the self-employed consultant or contractor is potentially contracting to carry out work, in so far as those activities relate to the arrangements entered into between the self-employed consultant or contactor and Meachers Global Logistics Limited. Personal data will only be collected where it is relevant to the arrangements Meachers Global Logistics Limited is proposing to enter into with each individual or company. Nothing in this privacy notice shall affect the status of a self-employed consultant or contractor or shall render them a potential employee, worker, agent or partner of Meachers Global Logistics Limited. 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 only 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. Kept securely. 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 information about you: The information you have provided to us in your curriculum vitae and covering letter. The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, National Insurance number, driving licence number, driving licence endorsements, and contact details for referees. Any information you provide to us during an interview. Any other information you provide to us during the application process in any format, including any tender documents (where applicable). Results from the driving assessment if applicable. 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. How is your personal information collected? We may collect personal information about candidates from the following sources: You, the candidate. Recruitment agencies, from which we collect basic information about your employment history, the information you’ve given the recruitment agency and any other information they voluntarily choose to give us. Background check provider, from which we may collect information on employment, academic and/or professional qualifications, financial standing and media searches. Disclosure and Barring Service from which we collect information regarding criminal convictions and offences. Your named referees, from whom we collect their name, their relationship to the candidate, their view on the candidate’s honesty, reliability, punctuality, absenteeism, performance, a view on whether they are aware of any reason we should not employ the candidate and any other information they voluntarily choose to give us. We may access data from 3rd parties from a publicly accessible source, eg: Linked in, Twitter, Facebook, however this is on a case by case basis. How we will use information about you We will use the personal information 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. Comply with legal or regulatory requirements. It is in our legitimate interests to decide whether to appoint you to work for the organisation since it would be beneficial to our business to appoint someone to the roles which we have advertised at any given time. We also need to process your personal information to decide whether to enter into a contract of employment, a contract for services or any other arrangement with you. Having received the information you have provided to us as part of the application process, 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, the next steps will depend on the role. We may require you to complete a driving assessment, take up references, or carry out any other pre-recruitment we need to before confirming your appointment. 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. How we process references We will use the details that you provide regarding your named referees in order to request a reference for you. If you provide personal contact details for your named referees, for example, for the purposes of a personal reference, by providing these details to us you are confirming that you have the named referees’ consent to provide such information to us. If you are named as a referee, we will use the personal contact details provided to us by the job applicant in order to contact you to request a reference. We will subsequently process any information you provide in response to a reference request (as set out above) in accordance with our legitimate business interests to carry out reference checks for prospective employees. How we use particularly sensitive personal information We may use your particularly sensitive personal information in the following ways: We may 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 or at any other stage in the process. We may use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to assist us with equal opportunity monitoring and reporting and our obligations in this area. Information about criminal convictions We envisage that we will process information about criminal convictions. We will 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: We are legally required by our contracts with certain clients to carry out criminal record checks for those carrying out work on those contracts. We require this information to comply with our insurance requirements. Many roles within the Company are driving based and so it is in our legitimate interest to request information about any offences to ensure we can fulfil our legal requirements. We would like to ask you to seek a basic disclosure of your criminal records history. 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. Data sharing Why might you share my personal information with third parties? We will only share your personal information with the following third parties for the purposes of processing your application: the Licence Bureau (if applicable) and any other organisations relevant to the role you are applying for. Where your application involves the use of a recruitment agent, we may also pass information regarding the progress of your application, including feedback on your performance in the recruitment process, and the terms on which we are prepared to make a job offer, if applicable, to your recruitment agent. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions. Data security We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. Data retention How long will you use my information for? We will usually retain your personal information for a period of 6 months after we have made the relevant appointment, subject to any additional legal obligations and in accordance with any legitimate interests of the company. 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 applicable laws and regulations. Rights of access, correction, erasure, and restriction Your rights in connection with personal information Under certain circumstances, by law you have the right to: Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. Request correction of the personal information 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 information. This enables you to ask us to delete or remove personal information 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 information where you have exercised your right to object to processing (see below). Object to processing of your personal information 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. You also have the right to object where we are processing your personal information for direct marketing purposes. Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it. Request the transfer of your personal information to another party. If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Noel Fensome, the Data Protection Officer, in writing. Data protection officer We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. 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. 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