Applicant Privacy Notice 

Your Privacy

McQueens Dairies (McQueens, Us, We, and Our) is committed to protecting the privacy and security of your data.

McQueens Dairies is a data controller. This means we are responsible for deciding how we hold and use your personal data which is explained in this privacy notice. This is in accordance with UK Data Protection legislation.

This Privacy notice applies to individuals whose data has been collected through applying for a vacancy at McQueens Dairies. Please ensure you read this privacy notice when we collect or process your personal data.

The personal data we collect

We may collect the following personal data on you:

• Your name, date of birth, national insurance number, address and contact details, including email address and telephone number;
• Emergency contact details.
• Gender.
• Details of your qualifications, skills, experience and employment history;
• References.
• Your current level of remuneration.
• Information from your interview or recruitment agencies.
• Driving licence information (where the role requires you to drive a company vehicle),
• Information and evidence about your entitlement to work in the UK; and
• whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process;
• Equal opportunities monitoring information which will be used to fulfil our obligations under the Equality Act 2010. This includes information about your ethnic origin, sexual orientation, health and religion or belief. It is not shared with anyone involved in the selection process.  
• CCTV images if you visit our premises.

We may also collect, store and use the following “special categories” of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation, and political opinions.
• Information about your health, including any medical condition, health and sickness records.
• Information about criminal convictions and offences.

Where we collect your personal data from

The information we collect is provided by you. We may collect this information in a variety of ways. For example, application forms, recruitment agencies, CVs (including when these are sent to us as part of recruitment queries), obtained from identity documents, or collected through interviews.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer has been made to you. Note that we treat all references (whether given or received) as confidential.

How we use your personal data

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the work or;
• Carry out background and reference checks, where applicable.
• Communicate with you about and throughout the recruitment process.
• Keep records related to our hiring processes.
• To provide a contract of employment if successful.
• To contact you about future vacancies if unsuccessful.
• Comply with legal or regulatory requirements.

Having received your CV and covering letter or your application form and any results from the test which you may have taken, 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 or work. If we decide to offer you the role or work, we will then take up references and may carry out a criminal record or carry out any other check before confirming your appointment.

Special category data

“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We will use your special categories of more sensitive personal information in the following ways:

• We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
• Where it is needed in the public interest for diversity, inclusion and equal opportunities monitoring, we will use information about your race or national or ethnic origin, religious beliefs, sexual orientation and gender identity, disability or long-term health condition, social economic status and caring responsibilities to ensure meaningful diversity monitoring and reporting.
• We may also be aware of your sexual orientation, even if you don’t specifically provide this, if you provide us with details of your marital status or your partner’s details in conversation.

Criminal offence data

We will collect information about your criminal convictions history if we would like to offer you the work or role (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.

Legal basis for processing

Our processing is necessary to take ‘steps towards entering into a contract’.

If rejected for a role, we will rely on consent to continue processing your data for future vacancies.

Who we share your data with

We will only process your personal data with third parties for the purposes of processing your application. Your data will be shared with:

• JobAdder to help us manage and track applications.
• Sage People, (subsidiary of Sage Group) who provide our HR portal to store applicant and employee data.
• The appropriate recruitment departments or profession.

If you undergo pre-employment checks prior to appointment, your data may be shared with:

• your referees.
• Disclosure & Barring Service (DBS) or Disclosure Scotland in order to administer relevant recruitment checks and procedures.
• DVLA to verify your driving licence status inc. endorsements and bans.
• UK Visas & Immigration (UKVI) in order to administer relevant recruitment checks and procedures.

For successful candidates, referees will be contacted as part of the contractual obligation to satisfying pre-employment checks. You will be reminded of our intention to contact referees as part of the offer we make to you. The use of references is used to enable us to take ‘steps towards entering into a contract’.   

Both JobAdder and Sage People may transfer your data to countries outside of Europe. In some cases, this may include countries located outside the European Union and/or European Economic Area (“EAA”).

Some countries where recipients may be located already provide an adequate level of protection for this data (e.g., those covered by the European Commission’s adequacy decision).

If recipients are located in other countries without adequate protections for personal data, we will take all necessary measures to ensure that transfers out of the EEA are adequately protected as required by applicable data protection law. This will include using appropriate safeguards such as the International Data Transfers Agreement and Addendum.

You can ask for a copy of such appropriate safeguards by contacting us. You can also find the privacy notices of JobAdder and Sage People below.

Privacy policy – JobAdder

Sage privacy notice | Sage UK

Cookies

A cookie is a small text file which is downloaded and stored on your computer or mobile device by websites that you visit. Where cookie technology is not available, an anonymous identifier may be used. An anonymous identifier is a random string of characters used for the same purposes as a cookie.

Your browser accesses the cookie file only when you visit the website that generated it. This helps to ease your navigation by automatically logging you in and remembering things like your preferences and what’s in your shopping basket. Cookies allow sites like McQueens Dairies to deliver a personalised shopping experience.

The information stored within any given cookie can only be accessed by the website that created it and cookies are limited to communicating only the information that you have disclosed to the site.

We specifically use performance cookies which allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. Although you may only visit our website to apply for a vacancy, you will still be prompted to accept or decline cookies. If accepted, cookies will be used. You can amend your settings at any point via the website.

More information on cookies can be found in our privacy and cookies notice Privacy and Cookies Notice – McQueens Dairies

How long we keep your data for

If your application is unsuccessful, your data is kept for six months after we have communicated our decision to 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 our data retention policy.

In addition, we will ask for consent to retain your personal data for one year after your unsuccessful application in case there are future employment opportunities which you may be suited to you. You can withdraw your consent at any time by contacting the recruitment team.

All data is deleted using automated-deletion rules after the set retention period.

If your application is successful, your information will become part of your employment record and will be kept as described in the McQueens Staff Privacy Notice. 

Automated decision making

We do not use profiling or automated decision-making processes. This means that people are involved in every decision about you.  

If you fail to provide personal data

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.

Your rights

The information you provide to us is personal, and it’ yours. Under certain circumstances, you have rights under UK data protection laws in relation to your personal data.

If you make a rights request, we’ll confirm that we have received your request and let you know if we need anything else from you. We must fulfil your request within one month unless the request is particularly complex or we receive multiple requests from you. In these cases we may extend the time period by up to two months, however we will only do this when we absolutely have to, and will always let you know.

Request Access to your data

This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it;

Request correction of the personal data that we hold about you

This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us;

Request deletion of your personal data

This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;

Object to processing of your personal data

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;

Restriction of processing of your personal data

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• if you want us to establish the data’s accuracy;
• where our use of the data is unlawful but you do not want us to erase it;
• where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
• you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it;

Request transfer of your personal data

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you; and

Withdraw consent

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent or on another lawful basis. If you wish to exercise any of the rights set out above, please contact us.

Complaints

We have appointed a Data Protection Compliance Officer who is responsible for overseeing how we treat your personal information. If you have any questions about this privacy notice, please contact our Data Protection Compliance Officer using the details set out below:

Email address: dpo@mcqueensdairies.co.uk

If you are unhappy with the way we have processed your personal data you have the right to complain to the Information Commissioner’s Office (ICO), but we ask that you raise the issue with our Data Protection Compliance Officer first.

For information about reporting a concern to the ICO see their website – Make a complaint | ICO

We retain the right to modify this privacy notice at any time of our choosing. To keep up to date with the latest version of the privacy notice, please regularly visit this page. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.