Privacy Policy
Vadella and the Vadella Group of companies are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment processes.
For the purposes of the UK General Data Protection Regulation ("UK GDPR"), the EU General Data Protection Regulation ("EU GDPR"), and the Data Protection Act 2018, Vadella and the Vadella Group of companies are the controllers of your personal data.
We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.
Your Personal Information
Information we collect from you
We collect and process some or all of the following types of information from you:
- Information that you provide when you apply for a role, whether through an online application, by email, in person at interviews, or by any other method.
- Personal details such as name, email address, address, date of birth, qualifications, experience and any information relating to your employment history, skills and experience that you provide to us.
- Details of your referees, where you provide these as part of your application.
- If you contact us, we may keep a record of that correspondence.
- Details of your visits to our careers website, including traffic data, location data and other communication data, the site that referred you to our careers website and the resources you access.
Where you choose to provide it, we may also collect information about your racial or ethnic origin, sex, sexual orientation, and religious or similar beliefs, gathered through an anonymised equal opportunities monitoring form. Providing this information is voluntary and has no bearing on your application.
Where relevant to the role, we may also collect:
- Details of your right to work in the UK, such as your passport or other identification documents, or the information needed to carry out a Home Office check, and the results of that check. We're required to collect this by law.
- Details of your criminal record, where a Disclosure and Barring Service (DBS) check is relevant to the role - for example, where the role involves entering customers' homes or other premises where safeguarding considerations apply.
- A copy of your driving licence, where the role requires you to drive as part of your duties.
- Information about your fitness to carry out the role, including any medical or occupational health assessment relevant to physically demanding duties such as working at height, in confined spaces, or with hazardous materials.
Uses of Your Information
Lawful basis for processing
We rely on the following as our lawful bases for collecting and using your personal data, depending on the purpose:
- to take steps to enter into a contract of employment;
- for compliance with a legal obligation;
- for the performance of a task carried out in the public interest;
- for the purposes of a recognised legitimate interest, such as protecting a vulnerable individual, or detecting, investigating or preventing crime;
- for the purposes of our legitimate interests, or those of a relevant third party, provided these aren't overridden by your interests, rights or freedoms;
- because it's necessary for exercising rights or obligations in employment law;
- for reasons of substantial public interest, including equality of opportunity or treatment and preventing or detecting unlawful acts;
- to establish, exercise or defend legal claims that may be brought by or against us in connection with your recruitment.
We seek to ensure our data collection and processing is always proportionate, and will notify you of any changes to the data we collect or the purposes for which we process it.
Purposes of processing
We use information held about you in the following ways:
- to consider your application for the role you've applied for, and for other roles;
- to communicate with you about the recruitment process;
- to enhance information we receive from you with information from third party data providers;
- to find appropriate candidates to fill our job openings;
- to help Pinpoint improve their services;
- where relevant to the role, to verify your right to work, assess DBS/criminal record information, confirm you hold a valid driving licence, or assess your fitness for physically demanding duties;
- and where you've provided it, to meet our equal opportunities monitoring obligations.
How we may share the data
We may need to share some of the personal data we hold with other parties, such as HR consultants and professional advisers. Where possible, we anonymise data before sharing it, though this isn't always possible. Anyone receiving your data is bound by confidentiality obligations. We may also need to share personal data with our regulators, or as required by law.
Where data may be held
Data may be held at our offices and those of our group companies, and by third party agencies, service providers, representatives and agents, as described in this notice.
SMS / Text Messaging
We may use your mobile phone number to send you text messages (SMS) related to the recruitment process, such as application updates, interview scheduling and onboarding communications, and to contact you about future roles that may suit your experience. Your mobile phone number and any opt-in consent you provide for SMS communications will never be shared with or sold to third parties or affiliates for marketing purposes. You may opt out of receiving text messages at any time by replying STOP to any message you receive from us.
Automated Decision-Making / Profiling
We may leverage Pinpoint's technology to help us select appropriate candidates for us to consider, based on criteria we have identified. The process of finding suitable candidates is automatic, but any decision as to who we engage to fill the job opening is made by our team.
How We Store Your Personal Data
Security
We take appropriate measures to keep personal data secure, including measures to prevent it being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to view it. Those processing your information do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach, and will notify you and any applicable regulator where we're legally required to do so.
Transmission of information via the internet is not completely secure. Although we do our best to protect your personal data, we can't guarantee the security of data transmitted online, so any transmission remains at your own risk.
How long we keep your data
We keep the personal data we collect about you during the recruitment process for no longer than is necessary for the purposes it was collected. How long depends on whether your application is successful, the nature of the data, and the purpose it's processed for.
We keep recruitment data, including interview notes, for no longer than is reasonable, taking into account the time limits for bringing claims such as race or sex discrimination, after which it's destroyed. Where there's a clear business reason to keep it longer, we may do so, but we'll first consider whether it can be pseudonymised.
If your application is successful, we'll keep only the recruitment data necessary for your employment. Your personal information will otherwise be deleted on one of the following occurrences:
- deletion of your personal information by you via the Manage Your Data tool, or
- receipt of a written request by you to us.
Your Rights
Right to object
Where our processing of your data is based solely on a recognised or standard legitimate interest (ours or a third party's), you have the right to object if you give us specific reasons based on your particular situation. If you object, we can no longer process your data unless we can demonstrate legitimate grounds that override your interests, rights and freedoms, or the processing is needed to establish, exercise or defend legal claims. To object, please contact Cathy Belford, Group Chief People Officer, at cathy.belford@vadella.co.uk.
Where our processing of your data is based solely on a recognised or standard legitimate interest (ours or a third party's), you have the right to object if you give us specific reasons based on your particular situation. If you object, we can no longer process your data unless we can demonstrate legitimate grounds that override your interests, rights and freedoms, or the processing is needed to establish, exercise or defend legal claims. To object, please contact Cathy Belford, Group Chief People Officer, at cathy.belford@vadella.co.uk.
Other rights
You also have the right to:
- access your personal data and certain supplementary information;
- require us to correct any mistakes in the information we hold;
- request erasure of your personal data in certain situations (the "right to be forgotten"); request your data in a structured, commonly used, machine-readable format, and transmit it to a third party in certain situations; object at any time to processing for direct marketing; object to decisions taken by automated means that produce legal effects or similarly significantly affect you; otherwise restrict our processing in certain circumstances; and claim compensation for damages caused by our breach of data protection law.
To exercise any of these rights, please either use the Manage Your Data tool, or contact us using the details below, giving us enough information to identify you, confirm your identity and address, and confirm which information your request relates to.
How to Complain
If you wish to complain about how we've handled your personal data, please email Cathy Belford, Group Chief People Officer, at cathy.belford@vadella.co.uk.
We'll acknowledge your complaint within 30 days of receiving it. We'll investigate — reviewing your complaint, locating and reviewing the records we hold about you, and establishing the relevant facts. We may need to ask you for further information, and will keep you updated on progress. We'll explain clearly what we've done to resolve your complaint and, where appropriate, any action taken as a result.
If you're not satisfied with the outcome, you can complain to the Information Commissioner's Office (ICO), or take action through the courts.
The ICO's contact details are: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Online: ico.org.uk/make-a-complaint/data-protection-complaints/. Helpline: 0303 123 1113.