Privacy Statement

PURPOSE

Ishida Europe Limited (Ishida) is committed to protecting the privacy and security of your personal information. Ishida is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you.

You are being provided with a copy of this privacy notice because you are applying for work with us (whether as an employee, worker 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 (GDPR).

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  

 

Personal data, or personal information, means any information about an individual from which that person can be identified.  In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you to enable us to access your eligibility through the recruitment lifecycle:

  • 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, and telephone number, personal email address, date of birth, gender, employment history, qualifications, employment references.  
  • Any information you provide to us during an interview.
  • Test results from Thomas Personal Profile Analysis testing or assessment day results.

We may also collect, store and use the following types of more sensitive personal information:

  • Information about your health, including any medical condition, disability, health and sickness records.
  • Information about your ethnic origin, sexual orientation, and religion or beliefs for equal opportunities monitoring.

 

HOW IS YOUR PERSONAL INFORMATION COLLECTED?  

 

We collect personal information about candidates from the following sources:

  • You, the candidate.
  • A recruitment agency or consultancy, from which we collect the following categories of data: employment history, qualifications.
  • Your named referees.
  • By reference or word of mouth for example you may be recommended by a friend, a former colleague, a former employer or a present employer.

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 work or 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.

We will use your personal information to decide whether to appoint you to the role or whether to enter into a contract of employment with you in accordance with the requirements of our business.

 

Having received your CV and covering letter or your application form and the results from any assessment days or Thomas Personal Profile Analysis testing, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. 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, we will then take up references before confirming your appointment.

 

What happens if you do not provide us with personal information we request

 

If you do not 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.

 

HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION  

 

We do not envisage that we will collect particularly sensitive personal information about you however we will notify you in writing if this position changes.

 

INFORMATION ABOUT CRIMINAL CONVICTIONS  

 

We do not envisage that we will process information about criminal convictions however we will notify you in writing if this position changes.

  

AUTOMATED DECISION-MAKING  

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention.

 

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes. 

 

DATA SHARING  

 

Why might you share my personal information with third parties?

 

We will only share your personal information with recruitment consultancies or other relevant entities within the Ishida Group for the purposes of processing your application. All our third-party service providers and other entities within our 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. Details of these measures may be obtained by contacting dataofficer@ishidaeurope.com.

 

We have put in place procedures to deal with any suspected data security breach and will notify you, the Information Commissioner’s Office (ICO), and any other 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 retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to the role. 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 or 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 dataofficer@ishidaeurope.com in writing.

 

RIGHT TO WITHDRAW CONSENT  

 

When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact dataofficer@ishidaeurope.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

 

FURTHER INFORMATION

 

If you have any questions about this privacy notice or how we handle your personal information, please contact dataofficer@ishidaeurope.com.  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.