SPACE NK - UK PRIVACY NOTICE (Recruitment)

Last updated 25 March 2021

 

This privacy notice is applicable if 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 may be used, namely for the purposes of the recruitment exercise. It provides you with certain information that must be provided under applicable data protection laws.

Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

WHO COLLECTS THE INFORMATION

Space NK Limited (‘we’, ‘Company’) is a ‘data controller’ and gathers and uses certain information about you. This information is also used by our affiliated entities and group companies (please visit www.manzanitacapital.com for further information on the brands and members which constitute our ‘group companies’) and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies.

DATA PROTECTION PRINCIPLES

 

We will comply with data protection law and principles, which means that your data will be:

 

• be processed fairly, lawfully and transparently;
• be collected and processed only for specified, explicit and legitimate purposes;
• be adequate, relevant and limited to what is necessary for the purposes that it is processed;
• be accurate and kept up to date. Any inaccurate data must be deleted or corrected without delay;
• not be kept for longer than is necessary for the purposes that it is processed;
• be processed securely.

 

THE KIND OF INFORMATION WE HOLD ABOUT YOU

 

In connection with your application for work with us, we may collect, store, and use the following categories of personal information about you:

 

(1)         We may collect the following information up to and including the shortlisting stage of the recruitment process:

·         Your name and contact details (i.e. address, home and mobile phone numbers, email address);

·         Details of your qualifications, experience, employment history (including job titles, salary (current and expectations) and working hours) and interests;

·         Your nationality and immigration status including confirmation of your right to live and work in the UK;

·         Information relating to your disability status/health (as relevant to the interview process);

 

·         Details of your referees.

(2)   We may collect the following information after the shortlisting stage, and before making a final decision to recruit or upon making an offer of employment:

·         Information about your previous academic and/or employment history, including details of any conduct, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers *;

·         Information regarding your academic and professional qualifications*;

·         Information regarding your criminal record, in a criminal records certificate (CRC) or enhanced criminal records certificate (ECRC) *;

·         Evidence of your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information*;

·         Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;

·         Information relating to your health (as relevant to the work on offer)*;

·         A copy of your driving licence*.

 

You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked ‘*’ above to us to enable us to verify your right to work and suitability for the position.

HOW WE MAY USE INFORMATION ABOUT YOU

 

We may 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;

 

• to take steps to enter into a contract;

 

• for the purpose of our legitimate interests or those of a relevant third party (such as a benefits provider), but only if these are not overridden by your interests, rights or freedoms;

 

• for reasons of substantial public interest (i.e. equality of opportunity or treatment, preventing or detecting unlawful acts); and

 

• to establish, exercise and/or defend any legal claims that may be brought by or against us in connection with your recruitment.

 

Having received your CV and covering letter or your application form (where applicable) 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 , we may then take up references ,  carry out a criminal record and, dependant on the work or seniority of the role being offered, carry out other checks which may include a credit check, education and professional qualification check, terrorist check or media/social media search 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 USE PARTICULARLY SENSITIVE PERSONAL INFORMATION

 

We do not generally require the following information to be included on your CV, application form and/or cover letter: Date of Birth; Gender; Nationality; Religion; Medical information (unless we invite you to interview and such information is relevant to the interview process); Family situation (e.g. if you have children, single parent etc); Sexual orientation; Trade Union membership details.  If you are offered a position with us, this information may be sought for Equal Opportunity purposes and checking the Right to Work. However, it is generally not required as part of the initial application process.

In the event you submit particularly sensitive information we will use your particularly sensitive personal information in the following ways:

 

• We will use information about your disability status/health to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made.

 

• We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

 

INFORMATION ABOUT CRIMINAL CONVICTIONS

 

 

We may 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:

 

·          The role you have applied for requires a high degree of trust and integrity since it involves dealing with customers and money and so we may 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.

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:

• job advertisement/search platforms;
• retained search/recruitment agencies;
• agencies that perform background checks (for example, credit checks and criminal record checks);
• external professional advisors where it is necessary to seek specialist advice for example, relating to immigration or tax status.

 

We may also share your personal information with our group companies in order to ensure we have the best assessment of your skills. 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?

 

Speculative candidates:  if you send us your CV on a speculative basis, we will retain your personal information for a period of 12 months after receiving your CV.  We will retain your personal information for that period to assess your suitability for roles that may arise in the future.

 

Unsuccessful candidates:  we will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you. 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.

 

Successful candidates:  we will retain your personal information for as long as your employment continues and up to six years after employment ceases.

 

RIGHTS OF ACCESS AND ERASURE

 

Your rights in connection with personal information

 

Under certain circumstances, by law you have the right to:

(1) Your right to object to us processing your information

• Where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation. If you object, we can no longer process your information unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
• Please contact Hazel Caesari, Group HR Director who can be contacted on recruitment@spacenk.com or 020 7299 4999 if you wish to object in this way.

(2)         Your rights to correct and access your information and to ask for it to be erased

• Please contact Hazel Caesari, Group HR Director who can be contacted on recruitment@spacenk.com or 020 7299 4999  if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice.
• You also have the right to ask Hazel Caesari, Group HR Director for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Hazel Caesari will provide you with further information about the right to be forgotten, if you ask for it.