Candidate Privacy Policy

What Is The Purpose Of This Document?

Monmouth is a “data controller”.  This means that we are responsible for deciding how we hold and use personal information about you.  You are probably reading 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”).

Monmouth is made up of several different legal entities, specifically Monmouth Scientific Ltd, Monmouth Plastics Ltd, LabHUB Ltd, DuctHUB Ltd and Monmouth Filters.  This privacy notice is issued on behalf of the Monmouth Group of Companies, so when we mention “Monmouth”, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in the Monmouth Group responsible for processing your data.  We will let you know which entity will be the controller for your data when you purchase a product or service with us.  Predominantly, Monmouth Scientific Ltd (along with Monmouth Plastics Ltd) is the controller and responsible for your personal data, irrespective of which Monmouth site you purchase our goods or services from.

Data Protection Principles

We will comply with data protection law and principles, which means that your data will be:

  • used lawfully, fairly and in a transparent way
  • collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • relevant to the purposes we have told you about and limited only to those purposes
  • accurate and kept up to date
  • kept only as long as necessary for the purposes we have told you about
  • kept securely

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:

  • the information you have provided to us in your curriculum vitae and covering letter
  • the information you have provided on your application form, including name, title, address, telephone number, personal e-mail address, date of birth, gender, employment history, qualifications or otherwise
  • any information you provide to us during an interview
  • the results of any ‘tests’ or ‘exercises’ that might be part of the application, interview and selection process

We may also collect, store and use special categories of more sensitive personal information if relevant to the application and position, such as health or medical status in line with ability to perform the role applied for.

How Is Your Personal Information Collected?

We collect personal information about candidates from the following sources:

  • you, the candidate.
  • any recruitment agency we might use to recruit for more specialised positions
  • any background check provider, if relevant to the position being applied for, if security vetting is needed, for example, to enter certain Customer sites
  • ‘Disclosure & Barring Service’ in respect of criminal convictions regarding the above vetting checks
  • any named referees on your application, from whom we collect basic information about previous employment with them or otherwise

How We Will Use Information About You

We will use the personal information we collect about you to:

  • assess your skills, qualifications, and suitability for the work or role
  • carry out background and reference checks, where applicable
  • communicate with you about the recruitment process
  • keep records related to our hiring processes
  • comply with legal or regulatory requirements

Having received your CV and cover letter and/or application form, we will 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 this first interview (or in some cases a telephone interview) together with the results from any test(s) taken as part of the interview process, to decide whether or not to offer you a second interview for the role or work.

It is in our legitimate interests to decide whether or not to appoint you to the role or work applied for, and we reserve the absolute right to do so.  This would be in our sole judgement, in line with our business interests of taking on the most suitable candidate for the role or work, who would be of the greatest overall benefit to our business.  For this reason, therefore, we process your personal information to decide whether or not to enter into such a ‘contract of employment’ with you.

If we do make you an offer, we will then potentially take up references, and/or carry out a criminal record check if applicable to the needs of certain roles (such as those needing security vetting ongoing to enter Customer sites), and/or any other such checks 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, security 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, and reserve the absolute right in such circumstances to rescind the original offer for the above reasons.

How We Use Particularly Sensitive Personal Information

We will use your particularly sensitive personal information in the following ways:

  • we will use information about any disability status you may have to consider whether we need to provide appropriate adjustments during the recruitment process, such as accessing the building, or if any adjustments need to be made during a particular test or otherwise
  • we might use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting

Information About Criminal Convictions

Currently, Monmouth do not collect information on the above.  We do not envisage that we will process, in general, information about criminal convictions in the future.

As mentioned previously, however, the only time we might need to do so would be instances where the position, role or work being applied for involved being ‘security vetted’ to enter certain Customers sites or perform certain tasks.  In these cases, we would need to collect information about your criminal convictions history to be able to offer you the work or role, conditional on such checks and other conditions, such as references, being satisfactory. We might in these instances, therefore, be required and entitled, for legitimate business reasons, to carry out criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.  This would happen, in particular, where:

  • we are legally required by a specific regulatory body to carry out criminal record checks for Monmouth employees carrying out specific work on specific sites, such as working with children and vulnerable adults or on secure Customer sites
  • the role is listed on the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (SI 1975/1023), and is also specified in the Police Act 1997 (Criminal Records) Regulations (SI 2002/233), making it therefore eligible for a standard or enhanced ‘DBS’ check
  • the role requires a high degree of trust and integrity, such as working on Customer sites dealing with, for example, high value Customer products or money, where the Customer might ask us to seek a basic disclosure of 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.

Automated Decision-Making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data Sharing

Why Might You Share My Personal Information With Third Parties?

We will only share your personal information with third parties for the purposes of processing your application, such as specific recruitment or job agencies working with us to full a particular role or position.  All such 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.

Data Security

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 also 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.

Data Retention

How Long Will You Use My Information For?

We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether or not to appoint you to the role or position you have applied for.  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 our data retention policy and applicable laws and regulations.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in the 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

Your Rights In Connection With Personal Information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below)
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it
  • Request the transfer of your personal information to another party

If you would like 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 our HR Director formally in writing with the details of your request.

Right To Withdraw Consent

When you apply for this role, you are providing 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 our HR Director formally in writing with the details of your request.  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.

Data Protection Officer

We have appointed a data privacy manager (DPM) who is responsible for overseeing compliance in relation to this privacy notice.  If you have any such questions about how we handle your personal information, or you would like to request to exercise your legal rights, please use the details below.

Contact Details

You have the right to make a complaint at any time to the ’Information Commissioner’s Office’ (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).  We would, however, appreciate the chance to deal with your concerns in the first instance, so please contact us using the details below:

Data Privacy Manager

Monmouth Scientific Ltd

Units 5 & 6 Kilnside Industrial Estate

East Quay

Bridgwater

Somerset

TA6 4DB

pbrookes@monmouthscientific.co.uk

01278 458090