Recruitment Privacy Notice
When you apply for a job role with Iceland, we will need to collect and use information about you (“personal information”) so that we can process your application. This notice provides you with further information about how we use your details.
Who collects the information?
Iceland Foods Limited (“Iceland”) is a “data controller” for the purposes of data protection legislation. This means that we collect and use information about you (“personal information”) which is given to us during the application process.
Information we collect, use and store
We need to collect information about applicants so that we can put you through our job application process and, if you are successful, so you can start employment with us. We collect and use information with your consent, to comply with our legal obligations and also for our legitimate interests, to enable us to assess and manage our risk and ensure that we recruit the right candidates for our roles.
Our online job application system
We manage our recruitment through a dedicated website which is operated by a third party. When applying for a job with us, you will create a profile where you will find details of the progress of the applications you have made. You can activate or disable your profile at any time, by managing your settings through the online dashboard or contact us directly by email at recruitment@iceland.co.uk. You will be prompted periodically via email to maintain your profile and consent to the continued holding of your information.
To progress through our online application, you must answer compulsory and optional questions regarding:
- Your contact details
- Your right to work in the UK
- Whether you have any unspent criminal convictions
- Any special requirements to assist you through our application process
- National Insurance number and date of birth
- Type of work you are seeking
- Skills, qualifications and experience for the role you are applying for
- Results of criminal record or background checks (if applicable to your role)
- Information contained in your CV or on any application form you complete
- Your driving license status (if applying for a driving role)
Our online job application system makes some automated decisions based on the answers that you give and by submitting a job application you consent to this. For example, if you are not able to confirm that you have the right to work in the UK, your application will not progress further.
In addition, for certain roles, we may use an SMS initial interview process, which uses artificial intelligence and automated decision making in order to create a shortlist of candidates to be considered by the recruitment team. Further details about how your information will be used during this process can be found at https://www.predictivehire.com/privacy-policy/.
Whilst we are confident in the fairness of the decision-making processes, you are entitled to have any decision made by the automated method reviewed, and should contact recruitment@iceland.co.uk if you wish to do so. You should also contact this email address if you are unable to undertake the SMS interview for any reason.
For certain roles, we may undertake an enhanced vetting process in order to verify the information you have provided and inform our decision on your suitability for the role. This may include checks to verify your identity, employment history and qualifications, credit reference and criminal records checks and company directorship, media and social media searches. You will be advised if any of these checks are required for the relevant role and any offers of employment made in relation to these roles are conditional on the checks being passed to the satisfaction of Iceland, in accordance with our applicable policies. Some roles may also require the candidate to complete a psychometric assessment to the satisfaction of Iceland before commencement of employment and any offer of employment for such roles is subject to this.
Speculative applications
All jobs should be applied for through our dedicated website. Should you provide a CV or speculative application outside of this process, we may not process it. We may scan your documents into our systems and they will be stored securely. If you are successful and secure a new job with us, we may upload those documents to your personnel file. Third parties
We need to share some information about job applicants with third parties, such as our right to work and driving licence mandate verification companies and, where applicable, our psychometric assessment company. Where you have provided the contact details of your last employer, we may need to contact them to confirm your employment history.
By accepting our recruitment privacy notice or proceeding with an application, you will consent to us sharing your contact information with these third parties, as applicable, for the purpose of completing the application process.
We have security measures in place to protect the personal information we hold and share, and we require that any party we share your personal information with applies appropriate security measures and keeps the information confidential.
Details
The table below sets out which personal information we collect and hold, how and why we use it, and whether we share this information. If you do not provide the information, it will not be possible for us to continue with the application process.
| What we collect | How we collect it | Why we collect it | How we use and share it |
|
Name, address, contact details, National Insurance number |
We will ask you for this | We need this information so that we can progress you through our recruitment process, to prevent criminal activity and to comply with our legal obligations |
We use this information to contact you about the status of your application We share your contact information with our third party right to work verification company and if applicable, our psychometric assessment company. We may verify this information with third parties, such as the electoral role or other ID verification services. We may also share this information where required, or permitted, by law. If you do not provide this information we cannot proceed with your application. |
|
Skills, experience and qualifications for the job you are applying for, your employment history, or information about the type of role you are seeking |
We will ask you for this | We need this information so that we can progress you through our recruitment process |
We use the information about your skills, experience, qualifications and employment history to enable us to make decisions about your suitability for a role. We may verify this information with third parties, such as the educational institution or professional body. We use information about the type of role you are seeking so that we may contact you if a vacancy arises. We may share this information where required, or permitted, by law. |
| Nationality, immigration status, passport and identification documents | We will ask you on application if you have the right to work in the UK. If you are offered a job with us, we will refer you to a third party which verifies your right to work | We need this information so that you can commence employment with us, comply with our legal obligations in respect of immigration and so that we can maintain employment records | We use this information to carry out right to work checks, ensuring that employees are legally entitled to work in the UK.
We will ask you to provide evidence of your right to work to a third party verification company who carries out the check on our behalf and shares the result with us. We may share this information with the Home Office, service providers and as required, or permitted, by law. If you do not provide this information we will not be able to employ you. |
| Driving licence and associated details (if you are offered a driving role or company car) | We will ask you for this and, if necessary, we will verify information with the DVLA | We need this information to enable us to make you a job offer, comply with our fleet insurance obligations and comply with our legal obligations in respect of drivers | We use this information to check that you have a valid driving licence and meet the criteria required to drive a company vehicle.
We may ask you to provide details of your driving licence to a third party verification company who carries out the check with DVLA on our behalf and shares the result with us. If you do not provide this information we may not be able to employ you or offer you a company car. |
| Criminal records information | We will collect information about criminal records from job applicants in respect of unspent convictions. For certain roles, we may, with your consent, undertake a basic criminal records check with the relevant authorities. | We need this information to ensure compliance with staff policies and to comply with legal obligations. | We use this information to follow our recruitment policies. We may share this information where required, or permitted, by law. |
| Proof of Employment | We will ask you for proof to verify your employment history | We need this information so that we can enter into a contract of employment with you | We use this information to enable us to proceed with your employment and comply with our policies. We may verify this information with third parties, such as previous employers, and may share this information where required, or permitted, by law. |
| Credit reference, company directorship, media and social media searches | For certain roles, we will ask you for information and may undertake searches with third party companies using the information you have provided | We need this information to ensure compliance with staff policies, to comply with legal obligations and to prevent fraud and criminal activity
|
We use this information to follow our recruitment policies and assess your suitability for the role. |
| Psychometric and behavioural assessment testing and reports | For certain roles, we may ask you to undertake an assessment | We need this information to follow our recruitment policies |
We use this to assess your suitability for a role with our business. |
Where we hold the information
Information held by Iceland will be held at our offices, and on our servers (and back-up servers) located within the European Economic Area (EEA). We have security measures in place so that your personal information is protected. Access to your personal information is limited, so that it is not widely available. If we are concerned about a security breach, we will make the appropriate notifications. Occasionally, due to the location of some of our providers and their IT systems, we may need to share your personal information with third parties and suppliers outside the EEA. We have procedures in place to ensure your information receives the same standard of protection it gets inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times. This means any transfer of your personal information will follow applicable laws, and we’ll treat the information in accordance with the principles of this Privacy Policy.
Information held by our third party online recruitment service, will be held at UK based data centres. We are assured by our third party partner than appropriate security measures are in place so that your personal information is protected and remains secure.
Details of information collected and used in the SMS interview process can be found at https://www.predictivehire.com/privacy-policy.
How long we will keep the information about you
We will keep your personal information during your application process and for as long as necessary to fulfil the purposes we collected it for. If your application is successful, your information will be kept on your Iceland personnel file and will be subject to the Employee Privacy Notice, which will be made available to you.
If you apply for a specific role via our online job application system, the information you provide in respect of this role will be held for two years before we delete it.
You can manage your profile via the online settings and if you wish to deactivate your account at any time, you may do so on the recruitment website or you can contact us by email at recruitment@iceland.co.uk.
Your rights
You have rights surrounding your personal information. If you make a request to exercise your rights, then you will need to provide appropriate information to verify your identity and may need to provide other details or evidence in relation to your request.
Access to your personal information – a Data Subject Access Request (DSAR)
You may make a request to the Data Protection Officer in writing for a copy of some or all of the information we process about you. There may be some information that we are not entitled or required to disclose for legal reasons.
Right to rectification
You will provide the information to us in the first instance when you apply for a job with us, however if you find that the information we hold about you is incorrect, you are entitled to ask us to correct it or complete any missing information with a supplementary statement. You may be asked to provide evidence to confirm the correct information. You can update your job profile yourself via the careers dashboard.
Right to erasure (“right to be forgotten”)
In some circumstances you are entitled to ask us to delete personal information. You can ask us in the following circumstances:
- If the data is no longer necessary in relation to the purpose for which we collected or processed the information;
- If there is no legal ground or legitimate ground for the processing of the data;
- If the data has been unlawfully processed; or
- If the data must be deleted for compliance with the law.
We are not always required to delete the information. If we receive a request and are unable to delete the information, the Data Protection Officer, or a member of their team, will confirm why.
Right to object
If we are using your personal information for a reason that is not to do with your job application, or a legal obligation, or because we believe it is within our legitimate business interests to do so, then in certain circumstances, you can ask us to stop doing this, or ‘object’.
We will stop using your personal information in this way, if we cannot evidence that we have important, legitimate reasons for continuing, or that we are using the personal information in a legal claim.
Right of restriction
In some circumstances, you are entitled to ask us to limit or restrict the way we use your personal information. You can ask us in the following circumstances:
- Where the information is inaccurate, you may ask us to stop using the information until it is corrected;
- Where the processing is unlawful and rather than deletion, you would prefer us to restrict the processing;
- Where you object to us using your personal information, you can ask us to restrict our use, while we consider whether we are entitled to continue to use it;
- Where you believe that Iceland no longer needs the information for our own purposes, but you would like us to keep hold of it, for your own legal reasons.
Queries or concerns
If you have any queries, please raise these with our Recruitment Team in the first instance:
Email: recruitment@iceland.co.uk
Tel: 01244 830100.
You may also speak to our Data Protection Officer whose contact details are:
Email: dataprotection@iceland.co.uk
Tel: 01244 843610
Data Protection Officer, Legal Services Department, Second Avenue, Deeside Industrial Park, Deeside, Flintshire, CH5 2NW.
If our Data Protection Officer, or a member of their team, cannot resolve your query or concern, you may contact the Information Commissioner’s Office, at ico.org.uk/concerns or telephone 0303 123 1113.
Last updated: 22 November 2021