This privacy notice explains how we use any personal information that we collect about you when you make a job application.
Content
1. What information do we collect about you and why
2. How does Juddmonte use your personal information?
3. Lawful bases for processing your data
4. Who will receive your personal data?
5. Transfers of data outside the EEA (European Economic Area)
6. How we protect your personal data
7. Data retention policy
8. What do you need to provide if you are selected for a role?
9. Access to your personal information and how to remove or correct it
10. If you have a complaint
11. Changes to our privacy notice
12. How to contact us
1. What information do we collect about you and why?
As part of your application, we collect and process the following categories of personal data:
Personal Data
• Name
• Contact details
• CV/Employment history
• Right to work in the UK
• References
If you are selected for a position with Juddmonte we also collect:
Sensitive Personal Data
• Passport
The processing of data for a job application will be necessary for the purposes of a legitimate interest (i.e. reviewing your application against a job/vacancy criteria for selection purposes) by us as a potential employer and in order to enter into a contract with you, the data subject, if successful. If you, as an applicant, fail to provide certain information when requested, we may not be able to enter into a contract with you.
2. How does Juddmonte use your personal information?
Your details (i.e. name, contact details, CV/employment history, right to work in the UK, references) are forwarded directly to us by you, the applicant, or via an agency, in response to a specific job vacancy or speculatively.
3. Lawful bases for processing your data
The processing of your data for a job application will be necessary for the purposes of a legitimate interest (i.e. reviewing your application against a job/vacancy criteria for selection purposes) by us as a potential employer and in order to enter into a contract with you, the data subject, if successful. If you, as an applicant, fail to provide certain information when requested, we may not be able to enter into a contract with you.
4. Who will receive your personal data?
The personal details in your application will be held on file and shared with the relevant Recruiting Manager/Interviewers/HR representative and the Agency (if applicable) for interview and selection purposes only.
5. Transfers of your data outside the EEA (European Economic Area)
Where you have specifically asked to be considered for a role in Ireland or the USA, or where your details meet the criteria for a role in Ireland or the USA, your application will be forwarded by email to the relevant HR representative in Ireland or the USA, with your express consent.
6. How we protect your personal data
We hold your data on our secure server or in locked filing cabinets.
We will not share your personal details with any third parties without your permission.
7. Data retention policy
How long do we hold your data for?
Job applicants’ details will be kept on file for review should anything suitable arise in the next 12 months. This time period may be extended subject to your express consent.
We keep your personal data for no longer than is necessary for the purposes for which it is being processed. This is to reduce the risk that it will become inaccurate, out of date or irrelevant.
We ensure that your personal data is securely disposed of when no longer needed.
8. What do you need to provide if you are selected for a role?
If your application is successful and you are selected for a role, you will be required to complete an employee personnel record form.
The detail provided forms part of the employment contract as follows:
• accommodation agreement, where relevant;
• nationality and passport details are used to check the right to work in the UK;
• driving licence details are for insurance purposes;
• bank details are to ensure you will be paid;
• next of kin and health details are for emergency purposes.
This data would enable a contract between Juddmonte Farms Limited and you to be formed, if your application is successful.
9. Access to your personal information and how to remove or correct it
How do you find out what information we hold about you?
You have the right to request a copy of the personal information that we hold about you. If you would like a copy of some or all of your personal information, please email us at dataprotectionofficer@juddmonte.co.uk or write to us at the following address:
Juddmonte Farms Ltd., Banstead Manor Stud, Cheveley, Newmarket CB8 9RD
Please include your name, phone number and postcode to validate your request. We will provide the information to you within 30 days.
There is no charge for this service.
How do I correct any details that you hold about me that are incorrect?
We want to make sure that your personal information which we hold is accurate and up to date. You may ask us to correct or remove any information you think is inaccurate. Please email us at dataprotectionofficer@juddmonte.co.uk and include your name, phone number and postcode to validate your request. We will action the requested correction without delay.
How do I remove my details from your database?
To remove your information from our files, just send an email along with your name, phone number and postcode to dataprotectionofficer@juddmonte.co.uk. If we no longer need to hold your personal information for legal, contractual or vital interests’ purposes, we will action this without delay and erase all your information. An email confirmation will be sent to you.
How do I restrict or object to the processing of my details?
To restrict the personal data we hold in relation to you or to object to its processing, please email us at dataprotectionofficer@juddmonte.co.uk and include your name, phone number and postcode to validate your request. We will action the request without delay.
Automated decision making
No automated decision making is used in the recruitment process.
10. If you have a complaint
You have a right to lodge a complaint with the Information Commissioners Office if you are not satisfied with how we are handling any concerns that you have with your data. You can contact them here https://ico.org.uk/concerns/
11. Changes to our privacy notice
We keep our Job Applicants’ Privacy Notice under regular review and any updates will appear on our web page. This privacy notice was last updated in May 2018.
12. How to contact us
Please contact us if you have any questions about our privacy notice or information we hold about you by emailing dataprotectionofficer@juddmonte.co.uk or write to our Data Protection Officer: Data Protection Officer, Juddmonte Farms Ltd., Banstead Manor Stud, Cheveley, Newmarket CB8 9RD