Re: Activate Group Limited opportunity

Activate Group Recruitment Privacy Notice

We are Activate Group (Activate Group Limited) and this privacy policy is adopted on behalf of our Group so when we mention “Activate”, “we”, “us”, or “our”, we are referring to the relevant company in our Group who is responsible for processing your personal data. Our Group is made up of the following entities:

Motor Repair Network Limited

Sopp & Sopp Limited

Activate Accident Repair Limited

Activate Parts Limited

You may contact us at:

Activate Group Limited

F4 (West) F Mill Dean Clough

West Yorkshire, United Kingdom

0330 058 6937

dpo@activate-group.com

As part of any recruitment process, we collect and process personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meet our data protection obligations.

What information do we collect?

We 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;

• 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; and

• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment which may include online tests.

We use Breezy HR, a web-based hiring platform, to assist in our recruiting process. As part of that process Breezy HR will be processing the personal information you've shared in accordance with our instructions.

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 seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why do we process personal data?

We need to process data to:

· assess your skills, qualifications, and suitability for the role;

· carry out background and reference checks, where applicable;

· communicate with you about the recruitment process;

· keep records related to our hiring processes;

· comply with legal or regulatory requirements: for example, we are 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. We may also need to process data from job applicants to respond to and defend against legal claims.

Having received your 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 . If we decide to offer you the role , we will then take up references and/or carry out a criminal record and/or carry out any other checks required by us or law before confirming your appointment].

How we use particularly sensitive personal information

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

• we will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview;

• 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.

Information about criminal convictions

For some roles, we are obliged to seek information about criminal convictions and offences. Where 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 are also required to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:

We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

What happens if you do not share personal information with us?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.

Who 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, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties (other than Breezy HR), 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.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to use your personal data under our specific instructions.

Transferring your personal data out of the UK

No personal data collected by us will be transferred outside of the United Kingdom.

How do we 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 employees in the proper performance of their duties. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

How long do we keep data?

We will not keep your personal data for longer than we need it for the purpose for which it is used, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further 6 months for consideration for future employment opportunities. You are free to withdraw your consent at any time.

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, 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.

Your rights

As a data subject, you have a number of rights. You can:

• Access to a copy of your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you.

• Correction (also known as rectification). This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Erasure (also known as the right to be forgotten). In certain circumstances, this enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• Restriction of use. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

o If you want us to establish the data's accuracy;

o Where our use of the data is unlawful but you do not want us to erase it;

o Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

o You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

• Data portability (request the transfer of your personal data to you or to a third party). We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

• To object to use where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

• Not to be subject to decisions without human involvement (automated decision-making).

• The right to withdraw consent any time where we are relying on consent to process your personal data. When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact us. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us. You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you accordingly.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

How to complain

Please contact us if you have any queries or concerns about our use of your personal data (dpo@activate-group.com). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner in the UK.

The Information Commissioner may be contacted using the details at https://ico.org.uk/make-a-comp... or by telephone: 0303 123 1113.