Job Application Candidate Privacy Notice

We want you to be confident about the way we handle your data.

As part of any recruitment process, HF Holidays will 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 meeting our data protection obligations.

WHAT INFORMATION DO WE COLLECT?

During the recruitment process, we will 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 collect this information in a variety of ways. For example, data might be collected through application forms, CVs, online platforms such as LinkedIn, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

In some cases, we will also collect personal data about you from third parties, such as recruitment agencies, references supplied by former employers, information from employment background check providers and information from criminal records checks.

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 DOES HF HOLIDAYS PROCESS PERSONAL DATA?

We need to process data to take steps at your request prior to entering into a contract with you. We also need to process your data to enter into a contract with you.

In some cases, we need to process data to ensure we are complying with our legal obligations. For example, it is 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.

We may need to process health information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.

Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes as permitted by the Data Protection Act 2018.

For some roles, we may be 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/comply with a regulatory requirement to establish whether or not an individual has committed an unlawful act or been involved in dishonesty or other improper conduct.

If your application is unsuccessful, we will keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose, and you are free to withdraw your consent at any time.

WHO HAS ACCESS TO DATA?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment 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 unless your application for employment is successful and we make you an offer of employment. We may 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.

HOW DOES HF HOLIDAYS 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.

FOR HOW LONG DOES THE HF HOLIDAYS KEEP DATA?

If your application for employment is unsuccessful, we will hold your data on file for 12 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 12 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data will be anonymised, 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 and obtain a copy of your data on request.

Require us to change incorrect or incomplete data.

Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.

Object to the processing of your data where we are is relying on our legitimate interests as the legal basis for processing.

Ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact us in writing to: The Master Data Manager, HF Holidays Ltd, First Floor, Unit 1, Imperial Place, Maxwell Road, Borehamwood, Hertfordshire, WD6 1JN, or by email to datarequest@hfholidays.co.uk, or by telephone at 020 3961 8066.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

WHAT IF YOU DO NOT PROVIDE PERSONAL DATA?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

AUTOMATED DECISION-MAKING

Recruitment processes and decisions are not based solely on automated decision-making.

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