Recruitment Privacy Notice for Together Travel
This recruitment privacy notice is applicable to all applicants to Archibo Limited trading as Together Travel. Archibo Limited is referred to as Together Travel in the following document. For the purposes of the General Data Protection Regulation (GDPR) 2018, Archibo Ltd is the Data Controller and Processor for the purposes of your application process.
As part of our recruitment process we will collect and process personal data relating to all job applicants. Together Travel is committed to being transparent about how we collect and use that data and to ensuring that we meet all the data protection obligations and the regulations under GDPR.
What information does Together Travel collect?
During the recruitment process we may collect a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number
- details of your qualifications, skills, experience and employment history
- information about your current level of remuneration, including benefit entitlements
- information put forward by you whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process
- information about your entitlement to work in the UK
We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will only seek information from third parties once a job offer to you has been made.
Data will be stored in a range of different places, including in HR management systems and email.
Why does Together Travel process personal data?
We need to process data to take steps, at your request, prior to processing your application with a view to potentially entering into a contract with you.
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
We have a legitimate interest in processing personal data during 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.
For some roles, we may be obliged to seek information about criminal convictions and offences. You will be notified if this is required. When we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
We will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who at Together Travel has access to data?
Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process and managers in the business area with a vacancy.
As part of the recruitment process we may review publicly available information about you such as LinkedIn, Facebook, Twitter and other publicly available information.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks if your role requires this.
We will not transfer your data outside the European Economic Area.
The transmission of information via the internet is not completely secure and although we do our best to protect your personal data, we cannot guarantee the security of your data transmitted to this website, therefore any transmission is at your own risk.
Once we have received your information, we will take all reasonable steps to keep your personal data secure (both technologically and physically) and to prevent any unauthorised access to it. Information you provide to us will be stored on our secure servers, in locked cabinets or in secure internal systems.
How does Together Travel protect data?
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our team in the proper performance of their duties.
For how long does Together Travel keep data?
If your application for employment is unsuccessful, we will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful and you accept the role, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice related to your employment with Together Travel.
The GDPR 2018 provides you with a number of rights. You can:
- access and obtain a copy of your data on request
- require Together Travel to change incorrect or incomplete data
- require Together Travel to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact us in writing at: Glasshouse, Alderley Park, Congleton Road, Nether Alderley, Macclesfield, SK10 4TG or email firstname.lastname@example.org.
What if you do not provide personal data to Together Travel?
You are under no statutory or contractual obligation to provide data to Together Travel during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
Applications will be reviewed by a Together Travel team member. Recruitment processes are not based on automated decision-making.