Rye Street Coachworks Ltd and subsidiaries have some personal details about you, this document explains why we have that information, how we use and handle it and your rights to that information. This statement has been issued through Rye Street’s compliance with the General Data Protection Regulation (GDPR) which is enforced on 25th May 2018.
Rye Street collects a range of personal information about you, these are:
Rye Street collects this information in a variety of ways. This includes data that was contained in any application form or CV you submitted to us for consideration. Data may also be obtained from documents you provide to us to demonstrate your eligibility to work within the United Kingdom. The organisation also collects personal data about you from third parties, including references supplied by former employers, however this information will only be sought once a job offer to you has been made and we will inform you that we are doing so. Further information may be supplied to us by recruitment agencies acting on your behalf.
What is the legal basis and purpose for our holding your personal data?
Rye Street needs 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, Rye Street needs to process data to ensure that it is complying with its legal obligations. This includes our requirement to check successful applicant’s eligibility to work in the United Kingdom before employment starts.
Rye Street 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 Rye Street to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.
Rye Street 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.
For some roles, Rye Street is obliged to seek information about criminal convictions and offences. Where Rye Street 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.
Your information will be shared internally for the purposes of the recruitment exercise. This includes Group HR, immediate managers and accounts individuals.
Rye Street does not have any intention to share your data with third parties, unless your application for employment is successful and we make you an offer of employment. In this sense Rye Street will then only share your data with former employers to obtain relevant references and depending on your role with employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks. We will inform you prior to taking any action that this is the intent.
Should your application be successful then you are then advised to consult the Privacy Statement for Employees for future data processing activities of your personal data.
What we don’t do with your personal information
How do we protect your information?
The personal information we hold has been assessed using a Data Protection Impact Analysis (DPIA). The DPIA is used to measure the potential risk to the personal information we hold in relation to your freedoms and rights as individuals and any potential impact, if the information were breached or lost. By carrying out the DPIA Rye Street have implemented appropriate and proportionate measures to mitigate, lower or contain those risks.
Your Personal data is processed in a manner that ensures appropriate security and confidentiality of the personal data, including preventing unauthorised access to or use of personal data and the equipment used for the processing.
How long do we keep your personal data?
If your application for employment is unsuccessful, Rye Street will hold your data on file for 1 year after the end of the relevant recruitment process. At the end of this retention period, 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 the Privacy Statement for Employees.
If at any point you believe the personal information we hold on you is incorrect, you want us to correct or delete that information, or you no longer want us to hold that information or contact you, you can exercise your rights under the current Data Protection laws. These rights include:
For more information about your personal data rights please visit the Information Commissioner Office website at: https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/individuals-rights/
Please note, we will not be able to delete information that is required to maintain our business purpose or that is required to facilitate your contract of employment.
Who do I contact if I have an issue with my personal information that you hold?
Please contact Vincent Tice on 01279 715512 or send him a message at firstname.lastname@example.org. Vincent fulfils the role of Data Protection Officer for Rye Street
How do I make a complaint about how my personal data is being held or processed?
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.
If you are not satisfied with the Data Protection Officers response or believe we are processing your personal data not in accordance with current Data Protection regulations, you can contact the Information Commissioner’s Office (ICO). Their Helpdesk number is 0303 123 1113.