The Companies are committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you. It provides you with certain information that must be provided under the General Data Protection Regulation (GDPR).
You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor).
The Companies are a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
The Companies include Stonbury Limited, Kingcombe Stonbury Limited, Stonbury Scotland Limited and ITS Stonbury Limited.
Stonbury Limited provide GDPR provision to the businesses noted. The Companies contact details are: Stonbury Limited (company number 01721842). Registered Office: Chawston House, Chawston Lane, Chawston, Bedfordshire, MK44 3BH. Telephone: 01234 750924.
We will comply with data protection law. This says that the personal information we hold about you must be:
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are "special categories" of more sensitive personal data which require a higher level of protection.
We will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following "special categories" of more sensitive personal information:
We collect personal information about job applicants through the application and recruitment process, either directly from candidates or sometimes from an employment agency/recruitment provider. We may sometimes collect additional information from third parties including former employers.
We will only use your personal information we collect about you to:
It is in our legitimate interests to decide whether to appoint you to a role since it would be beneficial to our business to do so. Having received your CV and/or covering letter and/or any applicable application form 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. We may also make use of assessments/tests during any selection process, and use information from that to help us make recruitment decisions. If we decide to offer you the role, we will take up references.
If you fail to provide information when requested, which is necessary for us to consider your application, we may not be able to process your application successfully. This may mean that we are unable to take your application further.
“Special categories” of particularly sensitive personal information require higher levels of protection. This information includes the following information: racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic/biometric data, health, sex life or sexual orientation.
We will use special categories of personal information in the following ways:
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We may have to share your data with third parties for the purposes of processing your application. For recruitment purposes, those third parties are likely to be recruitment consultants/agencies if we have received your application through such consultants/agents.
We may also share your information (in a limited way) with our group companies.
We require third parties to respect the security of your data and to treat it in accordance with the law.
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.
We have put in place measures to protect the security of your information. Details of these measures are available upon request.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
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.
If we do not recruit you but have obtained personal information from you for the purposes of a recruitment process, we will retain your personal information for a period of 12 months after we have communicated our decision. We retain this 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, unless you ask us to hold your personal data for longer we will securely destroy your personal information in accordance with our data protection policy and any policies on retention of personal information.
If we do recruit you we will retain the personal information relating to your application (CV, application form, interview assessment/notes, tests etc) and hold this in your personnel file for the period of your employment/engagement. Such information will be removed from your file after the termination of your employment/engagement in accordance with our data protection policy and any policies on retention of personal data. If you become an employee, worker, or consultant with the Company, we will issue you with a separate Privacy Notice at that point which will explain what personal information we will retain regarding you whilst you remain employed or engaged by us.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Adrian Young, Talent Acquisition Specialist, 01234 819736.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your 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.
In the limited circumstances where we have relied on your consent for the collection, processing and transfer of your personal information for a specific purpose (which will be rare), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Adrian Young, Talent Acquisition Specialist, 01234 819736. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
We have appointed Christopher Challands, Group Operations Director (The Data Manager), 01234 750924 to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact Adrian Young. The Companies can be contacted by writing to: The Data Manager, Stonbury Limited, Chawston House, Chawston Lane, Chawston, Bedfordshire, MK44 3BH. You also 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.
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact Adrian Young, Talent Acquisition Specialist, 01234 819736