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Privacy Policy

1.  Introduction

This privacy notice describes how pladis companies collect and processes personal data about you if you apply for employment with us, including through the pladis online recruitment system and careers page, as well as by third party agencies and recruiters on behalf of candidates. Personal data is information, or a combination of pieces of information, that could identify you.

The privacy notice applies to all pladis companies worldwide and should be read with the Local Schedules which describe variations for individual countries or companies where applicable.

2.  What personal data we use

We collect personal data from you directly and from other sources to process your applications. We may be required by law to collect certain personal data about you for recruitment purposes, or because of our position as a prospective employer. We will inform you at the time data is collected whether certain data is compulsory and the consequences of the failure to provide such data.

2.1  Personal data we collect directly from you

The categories of personal data that we collect directly from you for the purpose of processing your employment application can include:

  • personal details (e.g. name, date of birth)
  • contact details (e.g. phone number, email address, postal address)
  • information contained in your cover letter or CV, and other documents related to the application or recruitment process
  • proof of your right to work or proof of your right to drive vehicles (where required for the role)
  • education details (e.g. education history, qualifications, certifications, skills)
  • citizenship or immigration information to confirm your right to work
  • other information you may choose to submit to us in connection with your application.

2.2  Personal data we collect from other sources

The categories of personal data that we may collect about you from other sources for the purpose of processing your employment application can include:

  • background check data from employment screening agencies or publicly available registers (as allowed by law)
  • information about your performance or conduct from referees, other pladis employees, clients or service providers you work with who may provide feedback about you
  • information about your relationship with the pladis group of companies, including prior work experience or association you may have with any current or former pladis employees.

2.3  personal data generated by your application for employment

Your application for employment with us will result in personal data being generated by us. Examples include:

  • Candidate records: Details of applications including interview records, audio/video recordings of interviews, outcomes and associated notes
  • Assessment records: Results of pre-employment checks and references, and analysis of applications, interviews and other tests
  • Correspondence: Communications including emails, documents, structured data, paper records, the nature of which will depend upon your application.

If you attend our premises, then we may use recorded CCTV to manage and monitor security and safety.

2.4  Special categories of personal data

We do not process special categories of personal data (also known as sensitive personal data) about you except where there is a legal reason to do so either as part of your application for employment, where we are under an obligation to process that data, or where you have provided explicit consent for us to do so. We may process biometric identifiers (e.g. photographs) for identification purposes to maintain security and safety.

Details of additional special categories of personal data which may be processed during your application for employment are provided in the Local Schedule.

3.  How we use your personal data

  • We use personal data about you to:
    create your profile in the pladis online recruitment system and manage your job applications
  • assess your skills, qualifications and interests against the position applied for or other positions within the pladis group of companies
  • communicate with you in relation to your application and the recruitment process
  • verify your information, including through reference checks, to maintain safety, security, and to protect against fraud
  • comply with legal obligations to which we are subject and cooperate with regulators and law enforcement bodies
  • monitor and improve our recruitment processes
  • maintain security and safety on our premises
  • deal with your enquiries and requests.

Should we need to use personal data for other purposes, we will ensure we have a legal basis to do so, which will normally require us to obtain your consent.

3.1 Lawful basis for processing personal data

We must have a legal basis to process personal data about you. In most cases the legal basis will be one of the following:

  • to fulfil our obligations to you in connection with your prospective employment contract with us
  • to comply with our legal obligations, for example obtaining proof of your right to work status to enable us to meet relevant obligations
  • to meet our legitimate interests, for example to conduct our recruitment processes efficiently and fairly. When we process personal data to meet our legitimate interests, we put in place robust safeguards to ensure that your privacy is protected and to balance our legitimate interests against your interests or fundamental rights and freedoms. 

Where required to do so we may obtain your explicit consent for processing, for example, if we need to process some special categories of personal data as part of your application for employment. If we ask for your consent to process personal data about you, you may withdraw your consent at any time.

3.2 Profiling and automated decision making

We may use automated systems to support our evaluation of your personal strengths and predict risks or outcomes when we assess your suitability for a role. We carry out this processing to ensure that we treat all prospective employees fairly when assessing eligibility for a role. We base the decisions made by our recruitment teams on criteria explained at the time that you apply for a role, and we do not rely solely upon automated decision-making in our recruitment processes.

3.3 Sharing personal data

We may share personal data about you with third parties, including those in other jurisdictions, under the following circumstances:

  • Service providers and business partners: We may share personal data with our service providers and business partners that perform business operations for us in support of our recruitment processes. Categories of service providers can include:
    • recruiters acting on our behalf
    • providers of occupational health screening and support
    • providers of pre-employment screening and checks including verifying right to work, confirming rights to drive or operate machinery where applicable, and verifying academic or professional qualifications
    • providers of recruitment and employment management systems 
  • The pladis group of companies: We work closely with other businesses and companies within the pladis group of companies. We may share certain data about you with other companies within the pladis group. Details of our businesses can be found at www.pladisglobal.com.
  • Law enforcement agencies, courts, government authorities or other third parties: We may share personal data with these parties where this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of a third party.
  • Asset purchasers: We may share personal data with any third party that purchases, or to which we transfer, all or substantially all our assets and business. 

In some instances, personal data may be processed in countries outside the European Union that are not regarded as ensuring an adequate level of protection for personal data. For all personal data sharing we ensure that we have a lawful basis for the transfer and use appropriate legal and technical safeguards to ensure that the data is adequately protected.

3.4 Storing personal data

We process personal data for no longer than the purposes for which it is required, or where we are under an obligation to do so, for example payroll data retained for tax reporting purposes. If you are not successful in obtaining employment with us, we may retain details of your application for a limited period for the purpose of resolving queries or complaints. Our records retention policy and schedules define the period of storage of personal data.

3.5 Information security 

We apply appropriate technical and organisational measures to ensure the security of personal data under our control. These measures are aimed at assuring the ongoing confidentiality, integrity, availability and accountability for use of personal data. We regularly evaluate these measures to maintain the security of the processing.

4.  Your rights over personal data

You have certain rights over personal data we process about you. You may ask us to:

  • provide you with copies of personal data
  • correct errors in personal data
  • erase personal data
  • restrict our use of personal data
  • cease using personal data for specified purposes
  • provide electronic copies of personal data you have provided to us.

To exercise any of these rights, please contact us using the details in the schedule for your country of employment.

We are committed to working with you to obtain a fair resolution of any complaint or concern about personal data processing. You have the right to make a complaint to a supervisory authority in the country where you work, reside or where the subject matter of your complaint arose.

5.  Changes to this privacy notice

We may modify or update this privacy notice from time to time and will notify you if it has a material effect upon how we process personal data about you.

6.  How to contact us

Details of how to contact us are contained in your Local Schedule. Alternatively, you may contact our Global Data Protection Controller at privacy@pladisglobal.com.

To view the UK&I Local schedule please click here

21 October 2019