Updated January 2021
This notice complies with the EU General Data Protection Regulation ((EU) 2016/679) (GDPR). It serves as a notice for individuals applying for jobs or assignments with us. It notifies prospective employees, workers and contractors about the personal data that we hold relating to them, how they can expect their personal data to be used and for what purposes.
WHAT IS THE PURPOSE OF THIS DOCUMENT?
Rootz Ltd, (the Company, our, we us) is a “data controller”. This means that we are responsible for deciding how the Company holds and uses personal information about you. You are being sent/given a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the 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). It is pertinent to note that if you are successful in the recruitment process this privacy notice ceases to apply and that you will be then expected to read and understand our privacy notice for employees, workers and contractors.
DATA PROTECTION PRINCIPLES
The Company will comply with data protection law and principles, which means that your data will be:
THE KIND OF INFORMATION WE HOLD ABOUT YOU
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We collect personal information about candidates from the following sources:
HOW WE WILL USE INFORMATION ABOUT YOU
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 work. We also need to process your personal information to decide whether to enter into a Contract of Employment OR Service with you.
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 references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION
We will use your particularly sensitive personal information in the following ways:
INFORMATION ABOUT CRIMINAL CONVICTIONS
We do not envisage that we will process information about criminal convictions during the recruitment stage. If we would like to offer you the role we might ask you to show us a recent police conduct certificate before signing the contract. In that case we will hand the certificate back once seen. We might also offer you the role conditional on checks and any other conditions, such as references, being satisfactory. Depending on the nature of the role, we might be required to carry out a background check to satisfy ourselves that there is nothing in your history which makes you unsuitable for the role.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
We will only share your personal information with the respective hiring managers that are employees of the Company.
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 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 you use my information for?
We will retain your personal information for a period of one  year after we have communicated to you our decision about whether to appoint you to the role. 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 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.
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
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 write to HR on email@example.com.
RIGHT TO WITHDRAW CONSENT
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 HR on firstname.lastname@example.org. Once we have received notification that you have withdrawn your consent, we will no longer process your application. We will dispose of your personal data securely unless there are other legal obligation.