JOB CANDIDATE PRIVACY NOTICE
Introduction
This notice explains how Glen Dimplex handles and uses your personal data in the course of its recruitment campaigns and your rights in relation to that data. Under the General Data Protection Regulation (GDPR)/UK GDPR Glen Dimplex is the controller for your personal data which it collects and processes during the recruitment process and the company is committed to being transparent in relation to how we collect and use that data, and to ensuring that it is managed appropriately and securely in line with our data protection obligations.
This notice explains why and how we will use the personal data that we have obtained from you or others, with whom we share it and the rights you have in connection with the personal data we use.
What personal data does the organisation collect?
Personal data means any information that relates to an individual. Glen Dimplex may collect and process a range of personal data about you, including:
Personal data means any information that relates to an individual. As part of the company’s recruitment activities, we collect and process personal data relating to applicants for Glen Dimplex jobs. This data can often be sensitive in nature. Personal data that we may process includes:
- Name, surname and title
- Address
- Phone number
- Visa and work permit details
- Skills
- Period of notices
- CV details
- Employment data, including references and data processed through recruitment
- activities, e.g., current/past employers, educational institutions
- Correspondence relating to the application process
- CCTV and visitor sign in data where a candidate comes to one of our sites for interview
- Notes related to applicant interviews
- Health data and/or information which could infer health e.g. workplace accommodations required
Where the company processes special category data such as health or disability related data, we establish additional safeguards to ensure the secure processing of such data.
As part of its recruitment activities Glen Dimplex collects information directly from you as an applicant but may also collect information about you from third parties. For example, where the company contracts a third party to facilitate its recruitment process, or where the organisation obtains information relating to you from your referee.
Why does the organisation process personal data?
Glen Dimplex has a legitimate interest in processing personal data in order to conduct 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. 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 a successful applicant's eligibility to work in the EU before employment starts.
We may also process special category information about health or medical conditions in order to make reasonable adjustments during the recruitment process for candidates.
Sharing your personal data
Glen Dimplex engages third parties to facilitate the recruitment process and may share your personal data with the following parties:
- Recruitment software providers and Human Resources information systems e.g. Bamboo;
- Communication platforms;
- Governmental agencies and regulators, such as law enforcement agencies, and labour relations agencies as applicable including the Workplace Relations Commission (IRE), Labour Relations Agency (NI) or ACAS (UK) as well as the Industrial Tribunal (NI) and Employment Tribunal (UK);
- Referees supplied by the job applicant;
- Cloud storage providers;
- Professional services to assist GLEN DIMPLEX across its functions, including in legal, HR and finance.
Transfers of Data outside of the EEA/UK
In some cases the company uses the services of Bamboo HR to facilitate its online recruitment process. Where you submit an application for a role with us via our website, your application is stored and managed via the Bamboo HR platform which is located in the US. See their privacy notice https://www.bamboohr.com/privacy-policy/. This constitutes a transfer of your personal data outside of the EEA or UK. Where this is the case, Glen Dimplex ensures that the third parties involved have appropriate safeguards, including appropriate contractual protections and security measures, in place to protect the personal data in line with the requirements of the GDPR.
How does the organisation protect data?
Glen Dimplex takes the security of your data seriously. The company has internal controls in place to protect against your data being lost, accidentally destroyed, misused or disclosed, and to ensure it is not accessed except by authorised employees in the performance of their duties.
For how long does the organisation keep data?
Glen Dimplex will only keep personal information for a period that is deemed necessary to carry out the function and operational purpose for which it was collected as outlined in this privacy notice, unless it is specifically required by law to keep your information for longer. All personal information is subject to specified retention periods in line with our retention policies and is securely destroyed when no longer required.
Your rights
As a data subject, you have a number of rights:
- To be informed about the collection and use of your personal data;
- To access and obtain a copy of your data on request;
- To require the organisation to change incorrect or incomplete data;
- To require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- To object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing;
- To not be subject to a decision based solely on automated processing including profiling;
- To transmit or port your data to another controller under certain circumstances;
- To withdraw your consent, where consent is the basis for the processing. This will not affect the processing carried out before you withdraw your consent; and
- To make a complaint to the relevant supervisory authority.
If you would like to exercise any of these rights, you can contact the Data Privacy Lead at Glen Dimplex, Old Airport Road, Cloghran, Co. Dublin, K67 VE08, data.privacy@glendimplex.com
How can I access my data?
If you wish to access your personal data that we hold you can request this from the Data Privacy Lead. The request should be in writing, signed by you and include proof of ID. We aim to provide a complete response, including a copy of your personal data within one month from the date of receipt of your request. In some cases, particularly if your request is more complex, more time may be required, up to a maximum of three months from the date we receive your request. You will be informed if an extension is required.
Making a Compliant
If you believe that the organisation has not complied with your data protection rights, you can also make a complaint to the relevant supervisory authority.
Data Protection Commission
21 Fitzwilliam Square South, Dublin 2, D02 RD28, www.dataprotection.ie
Information Commissioners Office
Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF , www.ico.org.uk
This notice is dated May 2023