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Smyths Toys HQ UC is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. You are reading this Privacy Notice because you are applying for work with us or with one of our group companies Smyths Toys UC, Smyths Toys UK Ltd or Smyths Toys NI Ltd. This privacy notice makes you aware of how and why your personal data will be used, namely for the purposes of a recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
We will comply with data protection law and principles, which means that your data will be:
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
We may also collect, store and use the following “special categories” of more sensitive personal information, if applicable:
We collect personal information about candidates from the following sources, if applicable:
We will use the personal information we collect about you to:
It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role. We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your CV and covering letter or your application form and the results from the test which you took (if applicable), we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and carry out a background check (if applicable) before confirming your appointment.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
We will use your particularly sensitive personal information in the following ways, if applicable:
We envisage that we may collect information about criminal convictions. We are entitled to enquire about your criminal record in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. Any customer facing role in Smyths Toys requires a high degree of trust and integrity since it involves dealing with children and cash handling and so we may ask you to disclose your criminal records history. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
Why might we share your personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application: HR Consultants, Applicant Management Partners, Candidate and Employee Assessment Partners. All our third-party service providers and other entities in the Group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Transferring information outside the EU
In the event that we transfer your personal data out of the EEA, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Please contact us at firstname.lastname@example.org if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will we use your information for?
We will retain your personal information for a period of 12 months (Ireland) or 6 months (UK) if you have been unsuccessful in your application for employment. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with the applicable laws and regulations. If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact email@example.com in writing.
When you applied for this role, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact firstname.lastname@example.org. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
If you have any questions about this privacy notice or how we handle your personal information, please contact email@example.com. You have the right to make a complaint at any time to the Data Protection Commissioner (Ireland) or the Information Commissioner’s Office (UK/Northern Ireland), the supervisory authorities for data protection issues.