What is the purpose of this document?
Stellar Global Ltd (referred to as “Stellar”, “we”, “us”, “our”) is committed to protecting the privacy and security of your personal information when you apply for work with us.
Stellar Global is a “controller” in relation to your personal data. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, agency or temporary worker).
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 also provides you with certain information that must be provided under the UK General Data Protection Regulation (“UK GDPR”).
Data protection principles
We will comply with data protection law and principles, which means that your data will 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 will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter.
- The information you have provided to us on our HR system, including, desired pay, address, telephone number and email address.
- The information you have provided on an application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, and qualifications.
- The information you have provided in a video you submit alongside your application (where we ask you to do so).
- Any copies of documents that confirm qualifications or right to work (including passport) or driving license..
- Any information you provide to us during an interview (including any information provided through psychometric or other testing that you may undertake during the recruitment process), or notes taken during the interview.
We may also collect, store and use the following “special categories” of more sensitive personal information:
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences (if the role for which you have applied requires such information).
How is your personal information collected?
We collect personal information about candidates from the following sources:
- You, the candidate.
- Where necessary for the role or to fulfil our legal obligation (for example, if the job involves working with vulnerable adults or children or requires a high degree of integrity and trust), information about criminal convictions and offences through the Disclosure and Barring Service.
- Your named referees, from whom we collect the following categories of data: name, address, employment history and details, and qualifications.
- Your LinkedIn profile.
- Third-party job boards, such as Indeed or Retail Choice, where either you have applied through a job advert on such job board, or we have found your CV using the search function on such job board.
How we will use information about you
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role with us or an assignment with our clients.
- Carry out background and reference checks, where applicable (once you have been offered a role with us).
- 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 or assignment, since it would be beneficial to our business to appoint someone to that role or assignment.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your CV and application form and any information provided through behavioural and aptitude testing or other testing that you may undertake during the recruitment process, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role, or for ongoing registration with us. 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 or sign you up with us. If we do, we will then take up references and we may carry out a criminal record check and a Disclosure and Barring Service check if required 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 may 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 may 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 criminal convictions and offences as set out in paragraph 7 below.
Information about criminal convictions
We may collect information about your criminal convictions if we would like to offer you the work (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular, where the role requires a high degree of integrity and trust (for example, high value retail work or if you are handling large amounts of client money) or requires you to work with children or vulnerable adults, we may ask you to seek a basic disclosure of your criminal records history.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application:
- Bamboo (HR system);
- Thomas International (if we invite you to complete behaviour and aptitude tests); and
- Our clients (where they request to be part of the recruitment process).
All our clients, third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information 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 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.
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.
How long will you use my information for?
If you have been unsuccessful with your application for work with us (or you decide to withdraw your application), we will retain your personal information for a period of 6 months after we have communicated our decision to you about whether to appoint you to the role or you withdraw your application. We retain your personal information for that period 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
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.
Where you have been successful with your application, your personal data will be retained and processed in accordance with our Employee Privacy Notice, which will be provided to you as part of your induction.
Rights of access, correction, erasure, and restriction
Your 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 our data compliance manager (see details below), in writing.
Data compliance manager
We have appointed a data compliance manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact our data compliance manager, whose details are set out below. You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
- Data compliance manager: Lynn Booth, Head of HR
- Email address: email@example.com
- Telephone number: 0207 939 7670