Applicant Privacy Notice

Introduction

Freshleaf understands that your privacy is important and that you care about how your personal data is used. We respect and value the privacy of everyone who applies for a role with Freshleaf and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Information About Us

Freshleaf Media Ltd, registered in England under company number 6427490, registered address: 1st Floor, 2 The Square, Wimborne, Dorset.

What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

What is meant by Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out below.

What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
The right to access the personal data we hold about you. Part 10 will tell you how to do this.
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.

  • The right to restrict (i.e. prevent) the processing of your personal data.
  • The right to object to us using your personal data for a particular purpose or purposes.
  • The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
  • The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  • Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided at the bottom of the page.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

What Personal Data Do You Collect?

We may collect some or all of the following personal data on you as an applicant:

  • Address
  • Career history
  • CV
  • Date of application
  • Name
  • Notes relating to your application (e.g. introduction made by a recruiter, notes from an interview)
  • Personal email address
  • Qualifications
  • References
  • Salary expectations
  • Telephone number
  • Work examples/portfolio/code samples

How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for the following purposes:

  • To assess your suitability against the role requirements and job description when you apply
  • To assess your suitability against that of any other candidates
  • To help conduct an interview if offered
     

How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Type of Data

Data will be retained

Notes

Address, personal email address, telephone number

For up to six months after your application

 

Career history/CV

For up to six months after your application

We may – at your request -  keep a CV on file after this time to assess against future requirements.

Date of application

For up to five years after your application

To assist with our recruitment process, we keep a record of name and date of application for a reasonable period

Name

For up to five years after your application

To assist with our recruitment process, we keep a record of name and date of application for a reasonable period

Notes relating to your application

For up to five years after your application

A simple reason that an application was not successful will be added to the recruitment record with  your name and date of application (as above)

Personal email address

For up to six months after your application

 

Qualifications

For up to six months after your application

 

References

For up to six months after your application

 

Salary expectations

For up to six months after your application

 

Telephone number

For up to six months after your application

 

Work examples /portfolio/code samples

For up to six months after your application

 

 

How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR. The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • If it is kept, hard copy information will be kept in filing cabinets in a locked office. The Office Manager and General Manager are key-holders.
  • Where a hard copy CV or other information is required for interview it will be handed to the interviewer suitably marked as ‘confidential’ and if it is stored for a short time (e.g. for a day prior to an interview) it will be kept in a suitable location (e.g. a locked drawer).
  • Digital information – usually in the form of emails and attachments to emails – will be transmitted and stored only as required, and securely deleted when it is no longer required.

Do You Share My Personal Data?

We may receive your personal data from recruitment agencies, and we may on occasion share your personal data with our external HR advisor, to enable them to assist with the recruitment process.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown at the end of this page.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within two weeks and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please us as below.

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. You should check back on this policy from time to time to understand how your personal data may be used.

 

Get in touch

T: 01202 847160

E: hello@freshleafmedia.co.uk

Contact us