Job Applicant Privacy Notice

As part of our recruitment process, Neal’s Yard Dairy collects and processes personal data relating to job applicants. We are committed to being transparent about how we use that data, and to meeting our data protection obligations. Please read below for further information. By submitting an application you are consenting for us to process your data as detailed.

What information do we collect?

We collect the following information about you:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information about your entitlement to work in the UK

We collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or trial shifts.

We will seek information from third parties only once a job offer to you has been made, i.e. for references, and will inform you that we are doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems including email.

Why do we process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check applicants’ eligibility to work in the UK before employment starts.

We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

We process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.

We will not use your data for any purpose other than the recruitment exercise for which you have applied.

If your application is unsuccessful, we will keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose, and you are free to withdraw your consent at any time.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you.

The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our partners/suppliers. By submitting your personal information to us, you agree to this transfer, storing or processing.

How does the organisation protect data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for six months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisation will hold your data on file for a further 3 months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require Neal’s Yard Dairy to change incorrect or incomplete data;
• require Neal’s Yard Dairy to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where Neal’s Yard Dairy is relying on its legitimate interests as the legal ground for processing; and
• ask Neal’s Yard Dairy to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Neal’s Yard Dairy’s legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact us through the Contact Us section of our website

If you believe that Neal’s Yard Dairy has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Neal’s Yard Dairy during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.