Terms & Conditions

Warburtons Limited – Privacy Information Notice for Potential Employees – Issued May 2018

Introduction

This Privacy Notice explains what personal data we collect about you and how we use it. We have put a lot of information in this notice to be as open and transparent as possible about our use of personal data. If you have any questions about our use of your personal data, please contact us.

Who are we?

Warburtons Limited is the largest bakery brand in the UK, manufacturing and distributing products to a wide range of retail customers. We don’t currently sell products directly to consumers. We are committed to protecting your personal data and respecting your privacy and it is important to us that you understand how and why we use your data.

What is Personal Data?

Personal data is information that relates to an identified or identifiable living individual. For example, this includes names, addresses, date of birth or more indirect information like post code, job title, age-range, IP addressed of a person.

When do we collect your personal data, what personal data do we collect and how and why do we use it?

We collect personal data about:

  • Our Workforce – current and former employees and agency workers
  • Potential Employees – people who apply for jobs, people we find through talent searches, and people who request notice of job vacancies
  • People we deal with for business or charitable purposes – customers, suppliers, contractors and service providers, regulatory, trade and industry bodies, charities and schools
  • Our Consumers – individuals who we send marketing material to, individuals who submit complaints and queries and visitors to our website
  • Others who visit us – visitors to our sites


  • As a Potential Employee the following details apply to you

    Potential employees - by this we mean people who apply for jobs, people we find through talent searches, and people who request notice of job vacancies. We do not collect more information than we need to fulfil our purposes.

    What kind of personal data we hold about potential employees?

    We collect a variety of information about potential employees, including:

  • Personal contact details such as name, title, addresses, telephone numbers, personal email addresses
  • Details of your qualifications, skills, experience and employment history
  • Date of birth
  • Gender
  • Your current Salary package, annual leave, benefits information and notice period
  • Recruitment information (including references and other information included in a CV or cover letter or as part of the application process)
  • CCTV footage if you visit our site (s) for an interview
  • Data you include in your CV or other information you provide to us
  • Information about you generated by interviewers and recruiters
  • Video interviews, if these are used
  • Psychometric and testing data


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

  • Information about your age range, race or ethnicity, religious beliefs, sexual orientation and political opinions
  • Trade union membership
  • Information about your health and any disability, including any medical condition, health and sickness records
  • Information about unspent criminal convictions and offences


  • How is your personal data collected?

    We collect personal information about potential employees, through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We collect information through our application management and tracking system which can be accessed via our careers page of our company website or from various online jobs boards. We also find information through publicly available sources. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

    By submitting your information to us you acknowledge that you have read and understood this privacy notice. You are not required to provide information to us but if you don’t then we may not be able to continue your application.

    How we use the personal data we collect about potential employees?

    The situations in which we will process your personal information are listed below.
  • Making a decision about your recruitment or appointment
  • For administration purposes
  • Analysis of our applicant pool
  • Creating, monitoring and maintaining a talent pool
  • Considering you for future positions
  • Sending you job notifications, if you have registered for this service
  • For reporting purposes
  • Dealing with disputes involving you
  • If you make your professional details available on a networking site or job board such as Linked In we may record your details for our talent searching activities


  • What is our lawful basis for processing this personal data about potential employees?

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

    1. 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. Our legitimate interests include but are not limited to managing the recruitment process and keeping records of this, assessing your suitability for a job and dealing with and responding to claims;
    2. In some circumstances, we may need your consent to process your personal data, this will be explained to you when required;
    3. Where we need to perform the contract we have entered into with you;
    4. Where we need to comply with a legal obligation.

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

    5. Where we need to protect your interests (or someone else’s interests).
    6. Where it is needed in the public interest.

    We will only use your personal information 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 information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

    Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

    Who do we share your personal data with?

    We do use some third parties under contract who collect, store and process personal data on our behalf. Such providers are only allowed to process your personal data to the extent necessary for them to provide the service we have requested from them. We will require all these third parties to:

  • Comply with all applicable data protection legislation
  • Ensure personal data is held securely
  • Enter into and comply with data processing terms or agreements
  • Use your data only for the purposes of providing services to us


  • We do not intend to transfer your personal data to a third country. Where we transfer data to a third party we will require them to keep your data in the European Economic Area.

    We limit access to your information to minimise the number of people who need it in order to evaluate your suitability for a position.

    Third-party service providers we use for services related to potential employees include the following: on-line job application management and tracking system provider, IT services, IT system providers, psychometric test providers, video interviewing providers, recruitment services, agency labour service providers, legal advisers, insurers, other relevant professional advisers.

    How long do we keep your personal data?

    If you are successful, your personal data will become part of your employment record with us and will be retained in line with our current retention guidelines.

    If you are unsuccessful for a post, we will keep your details in our application and management tracking system and will potentially consider you for new positions. Your details will remain on the system as long as you are actively using the system. If you are inactive on this system for 12 months we will contact you to ask if you would like to be removed from the system.

    How is your personal data protected?

    We use measures to protect the personal data we hold. These include internal policies, procedures and controls which limit access to and use of personal data. You can obtain further information on our personal data security arrangements by contacting our Company Secretary (address and contact details below) .

    What are your rights?

    In certain circumstances, you have the right to

  • Request access to and a copy of your personal data (known as “subject access request”). Please refer to our contact below for further information
  • Request correction of the personal data we hold about you so that you can have any incomplete or inaccurate information about you corrected
  • Request erasure of your personal data, which means you can ask us to delete or remove your personal information where there is no good reason for us to continue to use it
  • Object to processing of your personal information if we are relying on a legitimate interest (or those of third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object if we are using your personal information for direct marketing purposes
  • Tell us to stop using your personal data for direct marketing purposes (either through specific channels or all channels)
  • Request that we stop any consent-based processing of your personal data after you have withdrawn consent


  • Changes to this Privacy Notice

    We reserve the right to update this privacy notice at any time. This privacy notice was last updated in May 2018

    How to make a complaint

    You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory body for data protection matters.

    How to contact us with your queries about your personal data

    If you want further information, a copy of our privacy policy or to exercise any of your rights in relation to your personal data please email us at gdpr@warburtons.co.uk or write to us at:

    Company Secretary – Data Protection Queries

    Warburtons Limited, Back’o’th Bank House, Hereford Street, Bolton, BL1 8HJ