Privacy Notice for Candidates
The service for handling recruitments and simplifying the hiring process (the "Service") is powered by Teamtailor on behalf of Huel. This notice describes how Huel collects and uses personal information about you in accordance with the General Data Protection Regulation (GDPR). You are being sent 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 GDPR.
This notice applies to candidates based at the following locations:
- United Kingdom
- United States
Huel is a "controller" in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. For candidates based in the United Kingdom, the data controller of your personal information is Huel Limited. For candidates based in the United States, the data controller of your personal information is Huel Inc. For candidates based in the Germany, the data controller of your personal information is Huel GmbH.
If you have any questions about this notice, please contact the Data Protection Officer at email@example.com.
We will comply with data protection law. This says that the personal information we hold about you must 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 may collect, store, and use the following categories of personal information about you:
- Full name, maiden name, title.
- Personal email address.
- Telephone number.
- Date of birth.
- Employment history.
- Any information that you provide to us in your application form, curriculum vitae and covering letter.
Any information that you provide to us during an interview.
We may also collect, store and use the following special categories of more sensitive personal information:
- Medical history and information.
- Racial or ethnic origin.
- Trade union membership.
How your personal information is collected
We collect personal data about users of the Service when users:
- make an application through the Service or otherwise, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn;
- use the Service to connect with our staff, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn; and
- provide identifiable data in the chat (provided through the website that uses the Service) and such data is of relevance to the application procedure.
We collect data from third parties, such as Facebook, Linkedin and through other public sources. This is referred to as “sourcing” and be manually performed by our employees or automatically in the Service.
In some cases, existing employees can make recommendations about potential applicants. Such employees will provide personal data relating to such potential applicants. In the cases where this is made, the potential applicant is considered a user in the context of this privacy notice and will be informed about the processing.
How we will use information about you
We may use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the 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.
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 application form, curriculum vitae and covering letter, 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 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.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
- We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.
- We will use information about your race, nationality or ethnic origin to ensure meaningful equal opportunity monitoring and reporting.
Information about criminal convictions
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with this privacy notice.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Sharing Personal Data
We may transfer your personal data to:
- our contractors and sub-contractors, acting as our processors and sub-processors in accordance with our instructions for the provision of the Service;
- authorities or legal advisers in the case that criminal or improper behaviour is suspected; and
- authorities, legal advisers or other actors if required by us according to law or an authority’s injunction.
Any third parties that we transfer your personal data to are required to take appropriate security measures to protect your personal data 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.
We may share aggregated data with third parties. The aggregated data has in such instances been compiled from information that has been collected through the Service and can, for example, consist of internet traffic statistics or users’ geographical locations. The aggregated data does not contain any information that can be used to identify individual persons and is therefore not ‘personal data’.
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. Further details of these measures are available upon request.
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.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We will retain your personal information for a period of 12 months. We retain your personal information 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 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.
Candidates’ 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 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 the Data Protection Officer at firstname.lastname@example.org.
Right to withdraw consent
When you applied for this role, you consented 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 the Head of HR. 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.
You have the right to make a complaint at any time to the relevant data protection authority in your territory, though we would appreciate the opportunity to address your concerns first.
Last updated: 26 July 2021