This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation.
Please ensure that you read this notice and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
Who collects the information
Startline Motor Finance Limited ("Company") is a "data controller" and gathers and uses certain information about you.
Data protection principles
We will comply with the data protection principles when gathering and using personal information, as set out in our Employment Privacy Policy, available on request.
About the information we collect and hold
The table set out in Part A of the Schedule below summarises the information we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.
The table in Part B of the Schedule below summarises the additional information we collect before making a final decision to recruit, i.e. before making an offer of employment unconditional, how and why we do so, how we use it and with whom it may be shared.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
Where information may be held
Information may be held at our offices, third-party agencies, service providers, representatives and agents as described above.
How long we keep your information
We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful, and you become employed by us, the nature of the information concerned and the purposes for which it is processed.
We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the time limits for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed.
If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment. For further information, see our Employment Privacy Notice.
Further details on our approach to information retention and destruction are available in our Employment Data Retention Policy, which is available on request.
Your rights to correct and access your information and to ask for it to be erased
Please contact the Recruitment team, who can be contacted via email: [email protected] if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask for some but not all of the information we hold and process to be erased (the "right to be forgotten") in certain circumstances. You will be provided you with further information about the right to be forgotten, if you ask for it.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will 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. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
If you have any queries or concerns about this notice or about our use of your personal information, please contact us:
By post: Startline Motor Finance Ltd, Suite 4/5, Skypark 1, 8 Elliot Place, Glasgow, G3 8EP
By email: [email protected]
By phone: 0141 220 2951
If we are not able to address your query or concern, you can contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
The Schedule
About the information we collect and hold
Part A: Up to and including the shortlisting stage
|
The information we collect |
How we collect the information |
Why we collect the information |
How we use and may share the information |
|
Your name and contact details (i.e. address, home and mobile phone numbers, email address) |
From you |
Legitimate interest: Legitimate interest: |
To enable HR personnel to contact you to progress your application, arrange interviews and inform you of the outcome To inform the relevant manager or department of your application |
|
Details of your qualifications, experience, employment history (including job titles and working hours) and interests |
From you, in the completed application form and interview notes (if relevant) |
Legitimate interest: Legitimate interest: |
To make an informed recruitment decision The person making the shortlisting decision and the interviewer will receive non-anonymised details |
|
Details of your referees |
From your completed application form |
Legitimate interest: [In the regulated sector, to comply with our legal obligations to obtain regulatory references] |
To carry out a fair recruitment process To comply with legal/regulatory obligations Information shared with relevant managers, HR personnel and the referee |
Part B: Before making a final decision to recruit
|
The information we collect |
How we collect the information |
Why we collect the information |
How we use and may share the information
|
|
Information about your previous academic and/or employment history obtained about you from previous employers and/or education providers ☐ |
From your referees (details of whom you will have provided) |
Legitimate interest: to make an informed decision to recruit
To comply with our legal obligations
Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice
|
To obtain the relevant reference about you
To comply with legal/regulatory obligations
Information shared with relevant managers and HR personnel |
|
Information regarding your criminal record and adverse financial check ☐ |
When a job offer is made individuals are asked to consent to a check by Experian that will include them carrying out a check as to your identity, adverse financial check and basic criminal record check (via Disclosure Scotland and/or the Disclosure and Barring Service (DBS)) with Experian providing to us confirmation of there being no issues or brief details of any adverse findings |
To perform the employment contract
To comply with our legal obligations
Legitimate interest: to ensure your suitability for employment with us
For reasons of substantial public interest (preventing or detecting unlawful acts, and protecting the public against dishonesty)
|
To make an informed recruitment decision
Information disclosed to us by Experian which may include information disclosed by Disclosure Scotland, the DBS and other regulatory authorities as required
We would follow up any adverse information disclosed to us with you directly, For further information, see * below |
|
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information ☐
|
From you and, where necessary, the Home Office
|
To enter into/perform the employment contract
To comply with our legal obligations
Legitimate interest:
|
To carry out right to work checks
Information may be shared with the Home Office
|
|
A copy of your driving licence ☐ |
From you |
To enter into/perform the employment contract
|
To make an informed recruitment decision
|
You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked "☐" above to us to enable us to verify your right to work and suitability for the position.
How we handle criminal record information
We are committed to handling the disclosure of any criminal offence information to us in a way which is fair, transparent and complies with data protection legislation. Our reasons for obtaining such information are set out within the table above. We recognise the sensitivity of the information and as such we strictly apply the following safeguards:
We will be transparent with all job applicants as to the requirement for a criminal record check to be carried out and our purposes in doing do.
The check will only be carried out by Experian with your consent (which provides a legal basis for processing) and at the stage of a job offer having been made to you and not before.
* Any criminal offence information disclosed to us will be used by us strictly for the limited purpose of considering your suitability to employment.
An adverse disclosure is not an automatic barrier to employment with us and we are committed to the fair use of such information, providing you with an opportunity to comment on any adverse disclosure which may affect your suitability for employment and thereafter taking into account all the relevant facts and circumstances, including the relevance of the offence having regard to the position in question, the seriousness of the offence, the circumstances and age of the offence, any pattern of offending and any change in circumstances since then.
We will keep such information securely and confidentially at all times and shall retain it for no longer than necessary and strictly in accordance with our Employment Data Retention Policy.