Job Applicants Privacy Policy

This notice explains how ILG will hold and process your information insofar as it relates to you in your capacity as a job applicant.It explains your rights as a data subject regarding the personal data ILG holds about you.

ILG takes the security and privacy of your personal data seriously. We need to gather and use information or ‘data’ about you as part of our business and to manage our relationship with you.

ILG is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at jobs@ilguk.com

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

Application stage

When you use our online application system, this will be collected by a data processor on our behalf (please see below).

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team and hiring managers will have access to all of this information.

You may also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment and HR team in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Shortlisting

Our recruitment team and hiring managers shortlist applications for interview. They will be provided with the details submitted with your application with the exception of your equal opportunities information

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by ILG.

If you are unsuccessful following assessment for the position you have applied for, we will retain your details in our talent pool for a period of six months. This is so we can proactively contact you should any further suitable vacancies arise. Should following your application outcome you wish to ‘Opt Out’ of our talent pool please inform us by emailing via jobs@ilguk.com and we will then remove you from the talent pool.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
  • Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
  • For warehouse, driver and finance roles you will be asked to complete a criminal records declaration to declare any unspent convictions.
  • We will provide your email address to our criminal record bureau checking service who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service which will verify your declaration of unspent convictions.
  • We will contact your referees, using the details you provide in your application, directly to obtain references
  • We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.
  • If we make a final offer, we will also ask you for the following:
  • Bank details and national insurance details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

On line applications

If you use our online application system, you will provide the requested information to Fusion who provide this online service for us. Once you ‘click to apply’ you will be taken to Fusion’s ILG portal they will hold the information you submit but ILG will have access to it.

Here is a link to their Privacy Notice:

http://www.webrecruit.co.uk/privacy.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the vacancy.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the vacancy.

Equal opportunities information is retained for 6 months following the closure of the vacancy whether you are successful or not.

Fusion will provide us with management information about our recruitment. This is anonymised information which tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates, equal opportunities information for monitoring purposes. This anonymised information will be retained for 6 years from the end of the campaign.

How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing jobs@ilguk.com.

Your rights

Under the Data Protection Act 1998 and from 25 May 2018 the General Data Protection Regulations, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-informatio...

Complaints or queries

ILG tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with clarity in mind. It does not provide exhaustive detail of all aspects of ILG’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact us. dataprotectionofficer@ilguk.com

Access to personal information

ILG tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:

  • give you a description of it
  • tell you why we are holding it
  • tell you who it could be disclosed to
  • let you have a copy of the information in an intelligible form.

To make a request to the ILG for any personal information we may hold you need to put the request in writing addressing it to dataprotectionofficer@ilguk.com, or writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting dataprotectionofficer@ilguk.com.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 4 April 2018.

How to contact us

If you want to request information about our privacy policy you can email us or write to:

Data Protection Officer

ILG

Logistics House

The Birches Industrial Estate

East Grinstead

RH15 1XZ

dataprotectionofficer@ilguk.com