Introduction

The General Data Protection Regulation (GDPR) came into force in May 2018 and was given effect in UK law by the Data Protection Act 2018. The GDPR regulates the processing of personal data and protects the rights and privacy of all living individuals. It provides individuals whose personal data is processed with rights, including the right of access to personal data held about them.

Redemption Roasters is committed to safeguarding the privacy of our employees and job applicants. This policy explains what personal data Redemption Roasters collects, how that data is used for the operation of the organisation, and the steps we take to ensure that personal data remains secure.

Applicability

This policy applies to interactions between Redemption Roasters and:

• Employees of Redemption Roasters
• Job applicant

Responsibilities

Everyone who works for or with Redemption Roasters has responsibility for ensuring that personal data is collected, stored and handled appropriately.

Each team that handles personal data must ensure it is processed in line with this policy and data protection principles.

The Board of Directors is ultimately responsible for ensuring that Redemption Roasters meets its legal obligations.

Data Protection Officer

Redemption Roasters has appointed the Head of Human Resources as Data Protection Officer (DPO) with responsibility for data protection compliance within the organisation.

Any data protection queries should be directed to:DPO@redemptionroasters.com

What Information Do We Collect?

Job Applicants

During the course of your application for an employed position at Redemption Roasters, we will usually collect and process data such as:

• Personal data including name, address(es) and contact details
• Information about your personal and career history
• Information provided in your CV, application form or covering letter
• Interview notes, assessment outcomes and hiring manager feedback
• Right to work information and supporting documentation
• Special category data, including data collected for the purposes of Equality and Diversity monitoring where provided

Right to work documentation is processed to enable Redemption Roasters to meet its legal obligations under UK immigration legislation.

Equality, diversity and inclusion data is collected on a voluntary basis and is used in anonymised or aggregated form wherever possible.

We use an Applicant Tracking System (ATS) to manage recruitment activities and securely store candidate information.

Employees

During the course of your employment with Redemption Roasters we will usually collect and process:

• Personal data including name, address(es) and contact details
• Special category data, including data collected for the purposes of Equality and Diversity monitoring
• Financial information including bank account details
• Images of you or your likeness
• Time and attendance records, including clocking-in and clocking-out data for shift management and payroll purposes

Time and attendance data is processed to support workforce management, payroll accuracy and operational planning.

Purpose of Processing

Job Applicants

Redemption Roasters and its staff will use your data as appropriate to:

• Process and assess your application for employment
• Communicate with you regarding the status of your application
• Arrange and conduct interviews and assessments
• Verify your right to work in the United Kingdom
• Maintain recruitment records and internal hiring analytics
• Meet our legal obligations, including equality and diversity monitoring
• Investigate and address complaints

Employees

Redemption Roasters and its staff will use employee data as appropriate to:

• Administer the employment relationship
• Process payroll and benefits
• Manage workforce planning and shift scheduling
• Monitor time and attendance
• Meet legal and regulatory obligations
• Maintain equality, diversity and inclusion monitoring
• Investigate and address complaints

Lawful Basis for Processing

Redemption Roasters processes personal data on the following lawful bases under UK GDPR:

• Legitimate interests in managing recruitment and employment
• Performance of a contract or steps prior to entering into a contract
• Compliance with legal obligations, including right to work checks
• Explicit consent where special category data is collected on a voluntary basis

Data Security

Redemption Roasters takes the security of personal data seriously and has internal policies and controls in place to protect personal data against loss, accidental destruction, misuse or disclosure.

Access to personal data is limited to those who have a legitimate business need. Where third parties process personal data on our behalf, they do so under written instructions, confidentiality obligations and appropriate security measures.

Data Retention

Personal data will be retained only for as long as necessary for the purposes for which it was collected.

• Unsuccessful candidate data is normally retained for up to 12 months following the end of the recruitment process
• Successful candidate data will form part of the employee record and be retained in line with employment data retention requirements

Data will be securely deleted or anonymised when no longer required.

Your Rights

Under UK data protection law, you have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request erasure of your data
• Object to processing in certain circumstances
• Request restriction of processing
• Request data portability where applicable
• Withdraw consent where consent is relied upon

Subject Access Requests should be sent to:DPO@redemptionroasters.com

Complaints

If you have concerns about how your data is handled, please contact the Data Protection Officer in the first instance.

You also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk.

Changes to This Policy

Redemption Roasters reserves the right to update this policy from time to time. The latest version will be made available to employees and job applicants.