PRIVACY POLICY FOR CANDIDATES

Data controller: JJH Fashion Recruitment Ltd

As part of any recruitment process, JJH Fashion Recruitment Ltd collects and processes personal data relating to job applicants. JJH Fashion Recruitment Ltd is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does JJH Fashion Recruitment Ltd collect?

JJH Fashion Recruitment Ltd collects a range of information about you. This includes:

• Name, address and contact details, including email address and telephone number;
• Details of your qualifications, skills, experience and employment history; this is to help us identify suitable positions for you
• Information about your current level of remuneration, including benefit entitlements, so as to be able to represent you correctly.
• Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
• Information about your entitlement to work in the UK (we may request to see a copy of your passport and work visa where applicable)
• Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief, only where it becomes relevant

JJH Fashion Recruitment Ltd, collects this information in a variety of ways. For example, data might be contained in application forms or CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessments.

JJH Fashion Recruitment may also collect personal data about you from third parties, such as references supplied by former employers. JJH Fashion Recruitment Ltd will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. We may require you to contact your referees to obtain permission for us to contact them.

Data will be stored in a range of different places, including on your application record on our recruitment database (cloud based) and on other IT systems (including email).

Why does the JJH Fashion Recruitment Ltd process personal data?

JJH Fashion Recruitment needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, JJH Fashion Recruitment Ltd, needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

JJH Fashion Recruitment has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows JJH Fashion Recruitment to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. JJH Fashion Recruitment may also need to process data from job applicants to respond to and defend against legal claims.

JJH Fashion Recruitment processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where JJH Fashion Recruitment Ltd processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time.
For some roles, JJH Fashion Recruitment Ltd is obliged to seek information about criminal convictions and offences. Where JJH Fashion Recruitment Ltd seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, JJH Fashion Recruitment Ltd will keep your personal data on file in case there are future employment opportunities for which you may be suited. JJH Fashion Recruitment Ltd will ask for your consent before it keeps 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 and interviewers involved in the recruitment process.

JJH Fashion Recruitment Ltd will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. JJH Fashion Recruitment Ltd 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 if and when necessary.

Your data may be transferred outside the European Economic Area (EEA) to help us in the process of finding you a suitable position, will not be done without prior consent from you. Data is transferred outside the EEA on the basis of the Legitimate Interest of finding you a new position for which you have applied.

How does JJH Fashion Recruitment Ltd protect data?

JJH Fashion Recruitment Ltd takes the security of your data seriously. It has 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. We use Office 365 Pro which supplies full encryption of all data kept. All computers are password protected with each individuals own password and the database we use Zoho Recruit, is cloud based as each user has their own password.

For how long does JJH Fashion Recruitment Ltd keep data?

If your application for employment is unsuccessful, JJH Fashion Recruitment Ltd will hold your data on file for a period of 5 years after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed, unless further contact has been made and we are working on your details again.

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.

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 the JJH Fashion Recruitment Ltd to change incorrect or incomplete data;
• require JJH Fashion Recruitment Ltd 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 JJH Fashion Recruitment Ltd is relying on its legitimate interests as the legal ground for processing; and
• ask JJH Fashion Recruitment Ltd to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override JJH Fashion Recruitment Ltd’s legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact Jodie Howell at info@jjhfr.com

If you believe that JJH Fashion Recruitment Ltd has not complied with your data protection rights, you can complain to the Information Commissioner, but we would appreciate the opportunity to put any issues right before you contact the ICO.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to JJH Fashion Recruitment Ltd during the recruitment process. However, if you do not provide the information, JJH Fashion Recruitment Ltd may not be able to process your application properly or at all.

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 are not based solely on automated decision-making.

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