Our commitment to your privacy during the recruitment process
Mangoletsi is committed to protecting and respecting your privacy and take the security of information we have collected seriously. We need to gather and use information or ‘data’ about you as part of our business and to manage our relationship with you. We intend to comply with our legal obligations under the Data Protection Act 2018 (the ‘2018 Act’) and the EU General Data Protection Regulation (‘GDPR’) in respect of data privacy and security.
This policy explains what personal data (information) we will hold about you, how we collect it, and how we will use the information about you during the application process. We are required to inform you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you when we collect or process personal information about you.
Who collects the information?
Mangoletsi (Holdings) Ltd is a ‘data controller’ and gathers and uses certain information about you.
What we will do with the information you provide to us and where it is held
All
the information you provide during the application process will only be
used for the purpose of progressing your application, or to fulfil
legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside the European Economic Area. The information will be shared with our department Managers for shortlisting purposes but it will be anonymised. The information you provide will be held securely by Mangoletsi whether the information is in electronic or physical format.
Data protection principles
We will comply with the data protection principles when gathering and using personal information. OR About the information we collect and hold (Option 2)
What information do we ask for and why?
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
The table set out in Part A of the Schedule below summarises the information we collect and hold, up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.
The table in Part B of the Schedule below summarises the additional information we collect before making a final decision to recruit, i.e. before making a conditional offer of employment, how and why we do so, how we use it and with whom it may be shared.
How long we keep your information?
We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.
We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.
If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment.
Your rights to correct and access information we hold on you and to ask for it to be erased (Subject Access Request)
Please email compliance@mangoletsi.com if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
THE SCHEDULE
ABOUT THE INFORMATION WE COLLECT AND HOLD
Part A
Up to and including the shortlisting stage
The information we collect | How we collect the information | Why we collect the information | How we use and may share the information |
Your name and contact details (ie address, home and mobile phone numbers, email address) | From you | Legitimate interest: to carry out a fair recruitment process Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages | To enable HR to contact you to progress your application, arrange interviews and inform you of the outcome To inform the relevant manager or department of your application (at this stage your application will be Anonymised) |
Details of your qualifications, experience, employment history including job titles and interests | From you, in your CV and interview notes | Legitimate interest: to carry out a fair recruitment process Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit | To make an informed recruitment decision The person making the shortlisting decision will receive anonymised details only; if you are invited for interview, the interviewer will receive non-anonymised details |
| Part B Before making a final decision to recruit | |||
| The information we collect | How we collect the information | Why we collect the information | How we use and may share the information |
Information regarding your academic and any professional qualifications you may hold, dependent on role applied for ☐ | From you, from your education provider, from the relevant professional body or certificates you may hold | Legitimate interest: to verify the qualifications information provided by you | To make an informed recruitment decision |
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information ☐ | From you and, where necessary, the Home Office | To enter into/perform the employment contract To comply with our legal obligations Legitimate interest: to maintain employment records | To carry out right to work checks Information may be shared with the Home Office |
A copy of your driving licence ☐ | From you | To enter into/perform the employment contract To comply with our legal obligations To comply with the terms of our insurance | To make an informed recruitment decision To ensure that you have a clean driving licence Information may be shared with our insurer |
You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked ‘☐’ above to us to enable us to verify your right to work and suitability for the position.
How to complain
We hope that in the first instance Mangoletsi can resolve any query or concern you raise about our use of your information by emailing compliance@mangoletsi.com outlining the issue, If not, contact the Information Commissioner at https://ico.org.uk/concerns or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
