🔎 Recruitment Privacy Policy
Before you dive in, let's talk about privacy in a language that doesn't need a decoder or degree to understand. Here's our Privacy Policy - made simple 👇
Our Privacy Guide in a Nutshell
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Your data is your data
Your data will only be used to benefit you and your shopping experience.
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Our promise to you
We will treat and protect your data like it's our own.
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The choice is yours
You are in control - you decide what services you sign up to and what information you share, and you can change your preferences at any time as well as your personal information if it needs a tweak.
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You are protected
Your personal information is protected under data protection law, and you have a number of rights which you can action.
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Get in touch
If you ever have any questions on how we use your personal data just get in touch.
1. We're the Boss (Data Controller, actually):
We are the ones in charge of your data, not third parties. We're here to make sure your data is handled with care whilst you navigate the hiring process with us. Our job is to make sure your data is treated like VIP and used for only the required recruitment, or any associated job offer processes.
If your application is successful and you accept a job offer, we will be required to gather further data to help us create your employment record and get set up on Payroll. When you join us you’ll be introduced to our Data Protection Policy for Colleagues. (Please see Your rights, you choose below for more information).
The level of information shared or collected during the recruitment process will depend on how you engage with us.
2. How We Get Your Info:
We're not stalking you; we're just trying to get to know you better! Whether you apply through our career’s website, social media (such as LinkedIn, Facebook, Glassdoor), job boards, our online chat box function, chatting with us directly, or having friends on the inside recommending you, we're collecting bits and pieces with your permission, of course.
- When visiting our website.
- When applying for a job.
- When registering to ‘Connect’ with us for job alerts or to track application progress.
- When you provide us with any personal information as part of the recruitment process.
- When engaging with us on social media.
- When responding to a survey.
- When clicking, opening and/or viewing and email, or links contained within an email, from The Works.
- When speaking with the recruitment team or a hiring manager to share personal details when exploring job opportunities.
- When using the Chat Box feature on our careers website.
- If you’re recommended to us by an employee, with your permission, of course.
3. What We Collect:
We're not prying into your personal diary. We scoop up only the essentials as part of the application and recruitment process —names, emails, pics and videos (which you may share with us a part of a particular recruitment process), and other recruitment-related stuff. No secrets here!
What sort of personal information do we collect?
- If you’re creating a job application: your name, email address, CV, home address, telephone number.
- If you’re successful in your recruitment process, we will collect information such as: Right to Work identification, National Insurance number, Bank Details etc. - We want to get you paid, right?!
- Details of any previous applications you have made to The Works, including notes and feedback.
- Details of any correspondence (including written, verbal communication and any images you may provide us with) that you may have with our hiring managers or recruitment team.
- Details of your ‘job alert’ preferences.
- Details of your social media usernames and links to your profiles if you interact and share them with us.
- Information gathered by use of cookies in your web browser.
- Details of your responses in any our surveys.
- Details of visits to our websites including pages browsed, time spent on a page, your IP address, type of device used (mobile, desktop/laptop), and which site you came from to get to ours.
If you’re asked to complete any anonymous surveys – that data is completely anonymous and used only for bigger picture reporting overviews – we promise!
If you’ve been successful and accepted a position with us, some further information gathering will be necessary for us to collect in order to get you set up on our People Systems and Payroll (Please see Your rights, you choose below).
4. Why We Do It:
Think of us as matchmakers for jobs. We collect the required details to streamline the hiring process and make it a breeze for everyone involved - Cupid, but for careers! The essential information we gather, helps us to make sure we’re contacting the right person and hiring against the correct legal requirements (this includes age when considering the type of contract offered, depending on whether you’re under or over 18).
- To improve our careers website experience.
- To improve your recruitment process experience.
- To protect our business and you from fraud or any other illegal activities.
- To ensure the correct job-offer contracts are being provided.
- To gather survey information that helps us make better decisions for the recruitment experience and careers website user experience.
But please remember that if you choose not to share some of your personal information with us, you might not receive some of the services that you have asked for and may not be able to complete a recruitment process.
5. Your Consent is Key:
By using our service, you're giving us the thumbs up to collect and process your info for recruiting purposes.
We reserve the right to share any data, which has been anonymised and/or aggregated with third parties to analyse and help improve the performance of our careers website and the recruitment services we provide to our candidates.
We take the necessary steps to ensure that any third parties we use are fully compliant with the UK GDPR regulations and legislation for the safeguarding and protection of your information.
Remember, you are always in control of your personal information and where we ask for your consent you are free to refuse our use of your information for those purposes and you may withdraw your consent at any time. But don't worry; it's all in the name of finding you the perfect gig.
There may be rare circumstances where we may be required to transfer users Personal Data to authorities, legal advisors, or other parties, if required to do so by law or authority rulings, or if improper behaviour is suspected. So long as you’re well behaved, this is extremely unlikely. 👮♀️
6. Where We Keep Your Data:
Your info stays safe within the EU/EEA or other approved spots. If you're curious about our security dance, hit us up for the backstage pass!
7. How Long We Keep Your Info:
If you're cool with it, we'll hang onto your info for a bit (12 months) just in case there’s another role that crops up and might be a better fit for you. After all, you might be the next big thing in our team! But if you're ready to part ways, just let us know, and we'll respect your decision – no hard feelings!
If you accept a job offer and become an employee, we'll show you our Data Protection Policy for Colleagues which explains what data we'll need to keep old of whilst you work with us, and for a little while after as required by law.
8. Your Rights, You Choose - Because You're the Star:
You've got the power! Want to know what we've got on you? Need a tweak or two? Want to back out? Your wish is our command. Either change your preferences or give us a shout!
- If the personal information we hold about you is inaccurate or incomplete, you have the right to have this information corrected.
- You can access the personal information that we hold about you by making a Subject Access Request.
- You can request to delete personal information we have about you as part of the recruitment process. (Please note that this right is not absolute, and it may not be possible for us to delete some information we hold about you, for example, if we have an ongoing contractual employment relationship or are required to retain information to comply with our legal obligations by law).
We do require some further necessary information later down the line, should you accept a job offer, for us to get your employment records created and set up with Payroll. We don’t not ask for this as part of the recruitment process, but only after you’ve accepted a job offer. This ensures there is no discrimination in your application process, and we’re only collecting what we need, when we need it.
This required data includes:
- Date of birth
- Legal name
- Title
- Emergency contact details
- Marital status and family details
- Bank details and information regarding tax status and National Insurance or Social Security number
- Right to Work identification documents, such as, Passport/Driving License/Immigration Status
- Racial or ethnic origin
- Religious or philosophical beliefs
- Trade union membership
- Your health
- Sexual orientation; and
- Any criminal convictions and offences
Once you’ve accepted a job offer with us, you’ll be introduced to our Data Protection Policy for Colleagues
9. We've Got Your Back (Security):
Privacy is our middle name. We're do everything we can to keep your info safe. But remember, the internet can be a risky place at times, so keep your smart-hat on and remember to safeguard your own log-in passwords at your end too.
- Your access to all transactional areas of our websites are secured via 'https' technology.
- We regularly monitor our systems for vulnerabilities or attacks.
- We do not transfer your personal information outside the European Economic Area.
- We respect your rights and choices about your personal information.
- Your personal information is protected under data protection law, and you have a number of rights (see ‘Your Rights, You Choose’ section) which you can seek to exercise.
10. No Sneaky Business with Your Data:
We never sell your data to third parties or the highest bidder – we’re not in that business! We may share your personal information with our trusted business partners to process information through the course of completing a recruitment process, such as Right to Work checks.
11. Crunching Numbers - Aggregated Data:
Sometimes, we share aggregated stats and data with our third parties, such as internet traffic, geographical location heatmaps etc, without revealing personal secrets. Information like this doesn’t contain any personal data and cannot be used to identify a individual person.
12. Cookies - Not the Yummy Kind:
We use cookies to spice up your experience. Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet, when using the Service. We use cookies to improve the User’s usage of the Service and to gather information about, for example, statistics about the usage of the Service, and what information or jobs are most relevant to you. This is done to secure, maintain and improve the Service.
By using and browsing theworks.jobs website, you consent to cookies being used in accordance with our policy. If you do not consent, you must disable cookies or refrain from using the site.
You can turn them off if you're not a fan, but it might be like ordering pizza without the cheese. Your call.
13. Changes Happen:
If we update our Privacy Policy, the latest version is always available on our careers website, and we'll give you a heads up by e-mail if there's any new amends.
14. Need to Chat? Hit us Up:
If you have any questions about how we treat your personal data and protect your privacy, if you have any comments or wish to seek to exercise any of your rights as outlined above or to complain, please contact us. We're here to make your job search a walk in the park, not a maze!
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In the UK by post to: Data Protection Officer, The Works Stores Ltd, Boldmere House, Faraday Avenue, Hams Hall Distribution Park, Coleshill, Birmingham, B46 1AL
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In the Republic of Ireland by post to: Data Protection Officer, The Works Stores Ltd, Unit 11 & 12 Athlone Town Centre Shopping Centre, Athlone, County Westmeath N37 NN79
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By email: dataprotection@theworks.co.uk
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By phone: 0121 313 6050
