Recruitment Privacy Notice

 

1. What is the purpose of this document?

DPDgroup UK Ltd (DPD UK) is committed to protecting the privacy and security of your personal information.

This Privacy Notice describes how we collect and use personal information about you when you apply for a job within DPD UK. This includes information provided through SmartRecruiters (Applicant Tracking System), via email, by post, in person at interviews and/or by any other means such as online meetings (Google Meet), job boards and headhunting activities

Your personal information will be processed in accordance with the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR), and any other applicable Data Protection Laws.

It applies to all future candidates who wish to work within DPD UK.

DPD UK is a "Data Controller" of your personal information. This means that we are responsible for deciding how we hold and use personal information about you.

We are required under the Data Protection Laws to notify you about the information contained in this Privacy Notice.

This Privacy Notice does not form part of any contract of employment or other contracts to provide services.

It is important that you read this Privacy Notice, together with any other Privacy Notice we may provide on specific occasions when we are collecting or processing personal information about you so that you are aware of how and why we are using such information.

2. The information we hold about you

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).

In order to process your job application, we may collect, store and use the following categories of personal information about you:

  • Personal contact details such as name, title, address, telephone numbers, and personal email addresses;
  • Date of birth;
  • Gender;
  • National Insurance number;
  • LinkedIn, Facebook, Twitter and any other online profile you choose to share with us;
  • Current salary and package and salary expectations;
  • Details of friends or family that work for DPD UK - to comply with our DPDgroup Personal & Family Relationships at Work Policy;
  • Occupational questions such as the ability to work nights, weekends, shifts, etc;
  • Copy of driving license or driving license number, passport, marriage certificate, birth certificate and proof of current address, such as bank statements and utility bills;
  • Evidence of how you meet the requirements of the job, including CVs evidencing work, employment & education history;
  • Interview notes;
  • Evidence of your right to work in the UK and immigration status;
  • CCTV footage and other information obtained through electronic means such as door access control records;
  • Personal and professional references;
  • Basic Disclosure Check;
  • Driving license checks where appropriate;
  • If you contact us regarding your application, a record of that correspondence;
  • Details of your use of our recruitment tools and services, such as your candidate profile and alerts for vacancies;
  • The status of your application and updates on how it moves forward;
  • Details of any checks made against SDN (Specially Designated Nationals) list.

There are "special categories" of sensitive personal information that we may collect which requires a higher level of protection.

We may collect, store and use the following "special categories" of sensitive personal information:

  • Diversity and equal opportunities monitoring information - this can include information about your race or ethnicity, religious beliefs, sexual orientation, disability, and other 'special category data';
  • Information about any special requirements you may require for an interview. I.e. you may wish to disclose a particular health condition in order for DPD UK to ensure we provide appropriate assistance;
  • Information about criminal convictions and offenses;

3. How is your personal information collected?

We collect personal information about candidates through the application and recruitment process, either directly from candidates using our applicant tracking system (SmartRecruiters) and chat bot, 3rd party job boards that you have signed up to, 3rd party providers who conduct right to work and DBS checks, referrals, recommendations or sometimes from employment agencies.

As part of the application process, you will have the option to apply with your LinkedIn profile. The information on your profile will form the content of your application with DPD UK.

When you submit an application, we will ask you if you wish to be added to the DPD UK talent pool for 12 months. If you consent, you will be contacted by the DPD UK Recruitment Team if your experience and qualifications are suitable for alternative roles with us.

4. How we use your personal information

We may require all of the categories of information in the list above (see ?The information we hold about you).

We will only use your personal information when the law allows us to and most commonly, we will use your personal information to progress your job application and enable us to comply with our legal obligations. Please find further details below regarding the way we may use your personal information:

  • To move your application forward;
  • To check that you are the right candidate for the role;
  • To get in contact with you;
  • Where we need to comply with a legal obligation;
  • To send you notifications for vacancy roles or job alerts;
  • Where we need to perform the contract we have entered into with you;
  • Making a decision about your recruitment or appointment;
  • Determining the terms on which you work for us;
  • Checking you are legally entitled to work in the UK;
  • Liaising with referees provided by you in order to obtain a reference;
  • Administering the recruitment process;
  • Making decisions about your salary;
  • Assessing your qualifications for a particular job or task;
  • Making decisions about your engagement;
  • Education, training and development requirements;
  • Complying with health and safety obligations;
  • To prevent fraud;
  • To conduct data analytics studies to review our recruitment process;
  • Equal opportunities monitoring;
  • Staff surveys before employment as part of our Employee Engagement Programme to improve services to our staff;
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
  • We may also use your personal information in the following situations, which are likely to be rare:
  • Where we need to protect your interests (or someone else's interests);
  • Where it is needed in the public interest or for official purposes;

Some of the above grounds for processing will overlap and there may be several grounds that justify our use of your personal information.

5. How we use 'special category' (sensitive) personal information

"Special categories" of 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 have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:

  • In limited circumstances, with your explicit written consent and understanding;
  • Where we need to carry out our legal obligations or exercise rights in connection with employment;
  • Where it is needed in the public interest, such as for equal opportunities monitoring;
  • Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.

6. Our obligations as a Data Controller of your personal information

We will use your particularly sensitive personal information in the following ways:

  • We will use information about your physical or mental health, or disability status when necessary, to make reasonable adjustments for an interview / assessment stage.
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

7. Do we need your consent?

We do not need your consent if we use special categories of your personal information to carry out our legal obligations or exercise specific rights in the field of employment law.

In limited circumstances, we may approach you for your written consent to allow us to process certain special category data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, and give you the option to not participate or opt-out of processing.

8. Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.

To withdraw your application and associated consent, you may log onto your candidate portal via the SmartRecruiter website. Alternatively, send your request via email to dpo@dpdgroup.co.uk. 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 to do so.

9. Information about criminal convictions

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our ISDL13 - Data Protection Policy.

Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.

We will hold information about criminal convictions no longer than is necessary. Once the retention period has elapsed, your DBS certificate information is either immediately returned to you or destroyed by secure means.

We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.

10. Data sharing

We may have to share your data with third parties, including third-party service providers and other entities in the DPD Group.

We require third parties to respect the security of your data and to treat it in accordance with the law.

We may transfer your personal information outside the UK / EU. If we do, you can expect a similar degree of protection in respect of your personal information. Transfers of your personal information outside of the UK / EU are based on an adequacy decision by the European Commission. However if the transfer of the information is not based on an adequacy decision we will ensure that appropriate safeguards are put in place in accordance with the law. For further information please contact us at: dpo@dpdgroup.co.uk

11. Why might you share my personal information with third parties?

We will share your personal information with third parties where required by law, where it is necessary to administer the recruitment process with you or where we have another legitimate interest in doing so.

12. Which third-party service providers process my personal information?

The following activities are carried out by third-party service providers: applicant tracking services, payroll, pension administration, benefits provision and administration, IT services, Employment Checking Companies and employee surveys. For further information please contact us at: dpo@dpdgroup.co.uk

13. How secure is my information with third-party service providers and other entities in our group?

All of our third-party service providers and other entities in DPD Group are required to take appropriate security and privacy measures to protect your personal information in line with the data protection laws and also DPD UK's policies and procedures.

We do not allow our third-party service providers to use your personal information for their own purposes. We only permit them to process your personal information for specified purposes and in accordance with our instructions.

14. When might you share my personal information with other entities in the group?

We will share your personal information with other entities in the DPD Group as part of our regular reporting activities on company performance or system maintenance support and hosting of data.

15. What about other third parties?

We may share your personal information with other third parties, for example, we may need to share your personal information with a regulator or to otherwise comply with the law.

16. Data security

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 only have a business need to know. They will only process your personal information on our instructions and are subject to a duty of confidentiality. Details of these measures may be obtained from dpo@dpdgroup.co.uk.

We have put in place procedures to deal with any suspected data security breaches and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

17. How long will you use my personal information for?

We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements as necessary.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Details of retention periods for different aspects of your personal information are available in our ISDL15 - Document Control and Records Management (Retention and Disposal) Policy. For further information please contact us at: dpo@dpdgroup.co.uk.

18. What are your rights?

You have a number of rights under the data protection laws:

  • You have a right to be informed if DPD is using your personal information and what they are using it for (this is the Privacy Notice);
  • You have the right to ask us for copies of your personal information;
  • You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete;
  • You have the right to ask us to erase your personal information in certain circumstances;
  • You have the right to ask us to restrict the processing of your information in certain circumstances;
  • You have the right to object to processing if we are able to process your information because the process is in our legitimate interests;
  • You have the right to obtain your personal information from an organisation in a way that is accessible and machine-readable, for example as a csv file;
  • You also have the right to ask an organisation to transfer your personal information to another organisation;
  • You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you;
Please note: 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.

If you wish to make a data subject rights request then please contact us at: dpo@dpdgroup.co.uk.

19. What we may need from you

Before we can progress a data subject rights request, we may need to request specific information from you to help us confirm your identity. This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

20. Change of purpose

We will only use your personal information for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so. Your data subject rights will not be affected.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

21. If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to process your job application.

22. Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and up to date therefore, please keep us informed if your personal information changes during your application.

23. Data protection officer

We have appointed a Data Protection Officer (DPO) to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal information you can contact Donna McMullan at:

Email: dpo@dpdgroup.co.uk

or via our postal address address:

Data Protection Officer,
Roebuck Lane
Smethwick
West Midlands
B66 1BY

DPD UK is registered with the ICO as a 'Data Controller' at:

Postal address:

DPDgroup UK Limited
Roebuck Lane
Smethwick
West Midlands
B66 1BY

ICO Ref: Z6834529

24. Right to make a complaint

If you are not satisfied with the way in which we have handled your personal information, please contact us in the first instance. We will ensure that every effort is made to investigate and resolve any concerns you may have.

You also have the right to lodge a complaint with the ICO, if you are not satisfied with the way in which we handle your personal information. The ICO can be contacted at the following address:

Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire
SK9 5AF

or:

Helpline number: 0303 123 1113
Email: www.ico.org.uk/global/contact-us/email
Website: http://www.ico.org.uk/

25. Changes to this Privacy Notice

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 dpo@dpdgroup.co.uk.

 

June 2023

Service Update

View the latest postcodes affected for UK deliveries here

© DPDgroup UK Ltd. All rights reserved. Registered in England and Wales: company no. 00732993. Registered office: Roebuck Lane, Smethwick, B66 1BY.