Recruitment Privacy Notice
This is the privacy policy relating to the protection of FDF job applicant's information. FDF will ensure that data is always processed in accordance with the provisions of relevant data protection legislation, including the General Data Protection Regulation (GDPR).
What information does the FDF Collect?
FDF will collect personal information about job applicants through our
application and recruitment
process, either directly from candidates or sometimes from an employment agency
or background
check provider.
From time to time, FDF may collect additional personal information from an
applicant. If FDF
requires to obtain additional personal information this policy will be updated
or applicants will be
notified.
How and why do FDF use your information?
This policy, together with the information contained in the table of applicant data, constitutes the
information that FDF will hold about job applicants, the purpose for which this
data is held and the
lawful basis on which it is held. The FDF may process personal information
without job applicants'
knowledge or consent, in compliance with this policy, where this is required or
permitted by law.
If the purpose for processing any piece of data about job applicants should
change, we will
update the table of applicant data.
Fair processing principles
In processing job applicants' data, the following principles will be adhered to.
Personal data will
be:
- Used lawfully, fairly and in a transparent way;
- Collected only for valid purposes that are clearly explained and not used in any
way that is
incompatible with those purposes;
- Relevant to specific purposes and limited only to those purposes;
- Accurate and kept up to date;
- Kept only as long as necessary for the specified purposes; and
- Kept securely.
Lawful processing of personal data
Personal information will only be processed when there is a lawful basis for
doing so. Most
commonly, FDF will use personal information in the following circumstances:
- when it is needed to perform job applicants' contracts of employment;
- when it is needed to comply with a legal obligation; or
- when it is necessary for the Company's legitimate interests (or those of a third
party) and job
applicants' interests and fundamental rights do not override those interests.
FDF may also use information in the following rare situations:
- when it is necessary to protect applicants' interests (or someone else's
interests); or
- when it is necessary in the public interest [or for official purposes].
Lawful processing of sensitive personal data and information about criminal
convictions
FDF may process special categories of personal information in the following
circumstances:
- In limited circumstances, with explicit written consent;
- in order to meet legal obligations;
- when it is needed in the public interest, such as for equal opportunities
monitoring; or
- when it is needed to assess working capacity on health grounds, subject to
appropriate
confidentiality safeguards.
FDF does not envisage that it will hold information about criminal convictions.
If it becomes
necessary to do so, FDF will only use this information where it has a legal
basis for processing the
information. This will usually be where such processing is necessary to carry
out the Company's
obligations.
Less commonly, FDF may process this type of information where it is needed in
relation to legal
claims or where it is needed to protect a job applicant's interests (or someone
else's interests) and
the applicant is not capable of giving consent, or where an applicant has
already made the
information public.
Consent to data processing
FDF does not require consent from job applicants to process most types of
applicant data. In
addition, the FDF will not usually need consent to use special categories of
personal information in
order to carry out legal obligations or exercise specific rights in the field of
employment law.
In limited circumstances, applicants may be asked for written consent to process
sensitive data.
In those circumstances, applicants will be provided with full details of the
information that is sought
and the reason it is needed.
Where job applicants have provided consent to the collection, processing and
transfer of
personal information for a specific purpose, they have the right to withdraw
consent for that specific
processing at any time. A request will need to be made to Recruitment@fdf.org.uk or the HR team. Once the FDF
has received notification of withdrawal of consent it will no longer process
information for the purpose
or purposes originally agreed to, unless it has another legitimate basis for
doing so in law.
Automated decision making
FDF does not envisage that any decisions will be taken about applicants using
automated
means, however applicants will be notified if this position changes.
How long will we keep your information?
FDF will conduct regular reviews of the information held and will only retain
job applicants'
information for as long as necessary to fulfil the purposes it was collected
for, including for the
purposes of satisfying any legal, accounting, or reporting requirements. Details
of retention periods
for different aspects of personal information are set out in the table of applicant.
In some circumstances FDF may anonymise personal information so that it can no
longer be
associated with individual job applicants, in which case the FDF may use such
information without
further notice to applicants. After the stated data retention period has
expired, the FDF will securely
destroy applicants' personal information.
How do we protect and store your information?
Once we receive your information, FDF has put in place appropriate security
measures and
procedures to prevent accidental loss, unauthorised access or use, to keep your
information safe.
FDF has put in place procedures to deal with any data security breach and will
notify applicants
and any applicable regulator of a suspected breach where legally required to do
so.
How do we share your information with others?
FDF may share personal information with trusted third parties. The FDF requires
third parties to
respect the security of applicant data and to treat it in accordance with the
law. The FDF may also
need to share personal information with a regulator or to otherwise comply with
the law.
FDF may also share applicant data with trusted third-party service providers
where it is
necessary to administer the working relationship with applicants or where FDF
has a legitimate
interest in doing so. The following third-party service providers process
personal information about
applicants for the following purposes:
- Recruitment Agencies – sourcing and sharing of candidate personal/ sensitive
data in
accordance with the law
- Various specialist online job boards – sharing of candidate personal/ sensitive
data in
accordance with the law
- Reference contact details – sharing of candidate personal/ sensitive data in
accordance with
the law
Transfer of data outside the EU
The information that FDF collects from the job applicant is stored on
information technology
systems located in the European Economic Area (EEA) which are operated by our
third-party service
providers under our instruction and control. If our service providers transfer
any information, it will be
done with relevant protection in place and only with our agreement.
Job Applicant rights
Job Applicants are under a duty to inform FDF of any changes to their current
circumstances.
Where an Applicant has concerns regarding the accuracy of personal information
held by FDF, the
Applicant should contact the Head of HR at FDF to request an amendment to the
data.
Under certain circumstances, job applicants have the right to:
- Request access to personal information (commonly known as a “data subject access
request”).
- Request erasure of personal information.
- Request the restriction of processing of personal information.
If an applicant wishes to make a request on any of the above grounds, they
should contact the
Head of HR in writing. Please note that, depending on the nature of the request,
FDF may have good
grounds for refusing to comply. If that is the case, the applicant will be given
an explanation by FDF.
Applicants will not normally have to pay a fee to access personal information
(or to exercise any
of the other rights). However, FDF may charge a reasonable fee if the request
for access is clearly
unfounded or excessive. Alternatively, FDF may refuse to comply with the request
in such
circumstances.
FDF may need to request specific information from the applicant to help confirm
their identity and
ensure the right to access the information (or to exercise any of the other
rights). This is another
appropriate security measure to ensure that personal information is not
disclosed to any person who
has no right to receive it.
Contact the FDF
The Company's responsibility for compliance
If job applicants have any questions about this policy or how the FDF handles
personal
information, they should contact the Head of Corporate Services – Digital, IT
and Management
Services at the address below.
Food and Drink Federation
6th Floor
10 Bloomsbury Way
London, WC1A 2SL
Contacting the regulator
Applicants 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 www.ico.org.uk/concerns
Last reviewed: 29 May 2018