Grafton Merchanting GB and (where applicable) its subsidiary Companies are "data controllers". This means that they are responsible for deciding how to hold and use personal information about you. You are being referred to a copy of this privacy notice because you are applying for work with Grafton Merchanting GB or one of itssubsidiary Companies(whether as an employee, worker or contractor). It makes you aware of how and why our 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 ((EU) 2016/679) (GDPR) and the Data Protection Act 2018.
Grafton Merchanting GB and (where applicable) its subsidiary Companies will comply with data protection law and principles, which means that your data will be:
In connection with your application for work, we will collect, store, and use the following categories of personal information about you:
We may also collect,store and use the following types of more sensitive personal information:
We collect personal information about candidates from the following sources:
We collect, use and otherwise process your personal data where (a) this is necessary for the performance of our business (b), we are permitted or required to do so by applicable law; or (c) this is necessary in connection with your proposed contract with us. In addition, we do not collect, use or otherwise process your special categories of personal data except where we are required or permitted to do so by applicable law or where we have, in accordance with applicable law, obtained your explicit consent to process such personal data.
We will use the personal information we collect about you to:
We also need to process your personal information to decide whether to enter into a contract with you.
Having received your CV and covering letter and / or your application form and / or the results from any tests which you took, 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 isstrong 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 will then take up references and / or carry out any other relevant checks before confirming your appointment.
In some circumstances, we will carry out psychometric testing. We use this to ascertain the fit of a person for the job they have applied to against the competency framework set out for the position. It is in the interests of the company to engage in psychometric tests to receive an external professional assessment of a potential employee along with our own internal interview processes. The results of psychometric tests will never be the only information that is considered when you apply for the role.
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 references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
Some of the information that we request you to provide is not a necessary requirement for the role, but if you fail to provide it may affect your application: for example, if you do not provide information about your disability status, we will not be able to make reasonable adjustments to the recruitment process to take this into account.
A failure to provide information relating to your race, national or ethnic origin, religious, philosophical or moral beliefs, gender or your sexual orientation will not affect your application.
Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions, and health constitutes special categories of personal data, and Grafton Merchanting GB takes special measures to ensure that these types of data are protected.
We collect this particularly sensitive personal information for the following reasons:
In particular, the processing of data relating to your race, national or ethnic origin, religious, philosophical or moral beliefs, gender or your sexual orientation for the purpose of meaningful equal opportunity monitoring and reporting is done on the basis of your explicit consent. You are not required to provide this data, and a failure to provide this data will not impact on your application. If you do choose to provide this data, you may also withdraw your consent to process this data at any time by emailing [email protected] No person involved in making decisions regarding the hiring of staff will have access to this data.
In certain circumstances, we envisage that we may process information about criminal convictions.
We may request you to provide information about your criminal convictions history if we would like to offer a particular role where it is necessary for you to be able to demonstrate there is nothing in your criminal convictions history which makes you unsuitable for the role.
Where we do request you to disclose information, it will only be where this is relevant to the particular role.
In particular:
In Ireland, it shall be in accordance with the Criminal Justice (Spent Convictions and Certain Disclosures) Act 2016. This means that you will never be asked to disclose e convictions relating to certain offences after seven years. The convictions that are regarded as “spent” after seven years are set out in Section 5 of that Act.
In the UK, itshall be in accordance with the Rehabilitation of Offenders Act 1974 as amended from time to time. This means that you will never be asked to disclose convictions relating to certain offences after seven years. The convictions that are regarded as “spent” after seven years are set out in Section 5 of that Act. Certain minor convictions are regarded as “spent” after shorter periods of time.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Who will have access to my data?
Personnel across Grafton Merchanting GB will have access to your information where it is necessary to do with any matters arising from your application. For example, we will provide persons processing your application with the information necessary to progress your application. If your application is successful and you accept the position, other personnel in Grafton Merchanting GB will need to access your information to prepare for the commencement of your employment.
Why might you share my personal information with third parties?
We will only share your personal information with third parties where they need to know such information, for example, for the purposes of processing your application. Such person will include third party service providers (such as benefits providers). External professional advisors (such as lawyers) and other third parties engaged to assist Grafton Merchanting GB in carrying out business activities. All our third-party service providers and other entitiesin 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 providersto 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.
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 “need-to-know” such information. 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 from the Grafton Merchanting GB Data Protection Officer.
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.
How long will you use my information for?
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 to your applied 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.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to: