Job Applicant Privacy Notice

IMPORTANT INFORMATION AND WHO WE ARE

We at Nidec Control Techniques Ltd knows and cares about how your personal data is used and shared, as we take privacy seriously.

WHAT IS THE PURPOSE OF THIS PRIVACY NOTICE?

The purpose of this privacy notice is to make you aware of how and why your personal data will be used, 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).

CONTROLLER

Nidec Control Techniques Limited is registered in the United Kingdom with a registered address at The Gro, Newtown, Powys, SY16 3BE.

Telephone number: + 44 01686612000

If you have any questions about this privacy notice, please contact us at privacypolicy@mail.nidec.com

INFORMATION WE COLLECT AND HOW IT IS COLLECTED

We collect personal data about job applicants through the application and recruitment process, either directly or indirectly from the job applicants, from employment agencies, third-party service providers and sometimes from background check provider. We may sometimes collect additional personal data from third parties including former employers, credit reference agencies or other background check agencies. We may also collect personal data about employees of our affiliated companies directly from our affiliated companies.

We will collect, store and use the following categories of personal data about you:

• Personal contact details such as name, title and address, telephone numbers and personal email addresses.
• Copies of personal I.D., passport and driving licence.
• Photographs included on CVs or otherwise on supplementary document(s) submitted as part of the application and recruitment process.
• Date of birth.
• Gender.
• Copies of right of work documentation.
• References or other information that you may have included in your CV or cover letter or application form.
• Records of your previous employment (including job titles, work history, working hours, training records and professional memberships and salary details)

HOW WE PROCESS YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• 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 recruitment process.
• Where we need to comply with legal or regulatory requirements.
• Where it is necessary for our legitimate interests (or those of a third-party) and your interests and fundamental rights do not override those interests.
• Facilitate personality, ability and occupational assessments by a third-party provider.

We may also use your personal data in the following situations, which are likely to be rare:

• Where we need to protect your interests (or someone else’s interests).
• Where it is needed in the public interest or for official purposes.

We may process your personal data for the following purposes:

• Checking you are legally entitled to work in the country you are applying for the job.
• Making a decision about your recruitment or appointment.
• National Security Vetting and BPSS checking.
• To prevent and detect fraud.
• To conduct data analytics studies (such as recruitment trends) to review and better understand the profile of candidates who apply to us; and who amongst them are successful.
• Equality and diversity monitoring.

Some of the above grounds for processing will overlap and there may be several grounds which to justify our use of your personal data.

HOW WE PROCESS SPECIAL CATEGORIES OF MORE SENSITIVE PERSONAL DATA

We may also collect, store and use the following special categories of more sensitive personal data:

• Information about your health, including any medical condition, health and sickness including pre-employment screening.
• Information about criminal convictions and offences.

These special categories of particularly sensitive personal data require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data. Our data protection policy contains details of the safeguards which we are required by law to maintain when processing such information.

We may process special categories of personal data in the following circumstances:

• When we need to carry out our legal obligations or to exercise rights in connection with your application. For example, we will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits; or
• Where it is needed in the public interest: for example, we will 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 equality and diversity monitoring and reporting.
• In limited circumstances, with your explicit written consent. However, we do not need your consent to use special categories of your personal data in accordance with our written policy to carry out our legal obligations or to exercise specific rights in the field of employment law. In In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of any offer of employment with us that you agree to any request for consent from us.
• Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the rules mentioned above, where this is required or permitted by law.

WHO IS THE INFORMATION SHARED WITH?

We may share your personal data with our affiliated companies. We do so in accordance with the requirements of the General Data Protection Regulation 2016/679 (“GDPR”).

We may also share your personal data with third parties, including third-party service providers. We require all third parties and service providers to respect the security of your personal data and to treat it in accordance with the GDPR. We do not allow third parties and service providers who act as data processors on our behalf to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. Where we transfer your personal data to a third- party or service provider based outside the European Economic Area, we take steps to ensure your personal data is adequately protected.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected. Unsuccessful applicants’ personal data will usually not be stored for longer than twelve (12) months from the date of application.

In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you. Records will be retained and destroyed in accordance with our records retention policy.

YOUR RIGHTS

You also have the following rights when it comes to our handling of your personal data:

• Right to request access – you may have the right to request a copy of the personal data we have on you and to request supporting information explaining how the personal data is used
• Right to request correction or rectification – you may have the right to obtain from us the rectification of inaccurate personal data concerning you. Depending on the purposes of the processing, you may have the right to have incomplete personal data completed.
• Right to request erasure (right to be forgotten) – under certain circumstances, you may have the right to obtain from us the erasure of personal data concerning you and we may be obliged to erase such personal data.
• Right to request restriction of processing – under certain circumstances, you may have the right to obtain from us restriction of processing your personal data. In such case, the respective data will be marked and may only be processed by us for certain purposes. 
• Right to object – under certain circumstances, you may have the right to object, on grounds relating to your particular situation, at any time to the processing of your personal data by us and we can be required to no longer process your personal data. If you have a right to object and you exercise this right, your personal data will no longer be processed for such purposes by us. However, such a right to object may in particular not exist if the processing of your personal data is necessary to take steps prior to entering into a contract or to perform a contract already concluded. 
• Right to request data portability – you can request that your personal data is transferred to a third- party directly in a readable format.

If you would like to exercise any of these rights, please contact privacypolicy@mail.nidec.com

If you believe that the data controller has not complied with your data protection rights, you can complain to the Information Commissioner (“ICO”). Contact details for the ICO can be found at https://ico.org.uk/ 

AUTOMATED PROCESSING

We do not make any recruitment decision based on automated decision-making.