Privacy Notice - Candidates

This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information?

Fuller, Smith and Turner PLC (Fuller’s) is a ‘data controller’ and gathers and uses certain information about you. This information is also used by our affiliated entities and group companies and so, in this notice, references to ‘we’ or ‘us’ mean Fuller’s and our group companies.

About the information we collect and hold

What information

    We collect the following information up to and including the shortlisting stage of the recruitment process:
  • Your name and contact details (i.e. address, home and mobile phone numbers, email address);
  • Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests;
  • Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;
  • Details of your referees.
    We may collect the following information after the shortlisting stage, and before making a final decision to recruit:
  • Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers;
  • Information regarding your academic and professional qualifications;
  • Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information - you are required (in order to enter into your contract of employment) to provide this category of information to enable us to verify your right to work;
  • Copies of interview notes obtained during the recruitment process.

How we collect the information

We collect this information from you, your referees (details of whom you will have provided), your education provider, the relevant professional body and the Home Office.

This information is collected when you apply through our careers website and/or if you submit your CV directly to one of our pubs or hotels.

We publish job vacancies on numerous job websites, including (but not limited to) Indeed, Gumtree and Caterer, so we may receive your details through these external companies. We recommend that you read the Privacy Policies on any websites which you use to find a Fuller’s vacancy.

Why we collect the information and how we use it

The information we collect throughout the application process is used only to determine your suitability for a role with Fuller’s.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to the purposes for which we collect and process your information.

The table below provides further detail on our purposes for collecting your information and the legal grounds on which we rely for doing so.

What we use your personal information for

To identify and verify you as a potential candidate

Details of your previous employment

To manage our relationship with you, including notifying you about changes to our terms or privacy notices

To verify your right to work

To ensure you are appropriately qualified to do your job

What personal information we collect

  • Name
  • Address
  • Contact Number
  • Email Address
  • Your previous qualifications
  • Your employment history, including job titles, salary and working hours
  • Name
  • Address
  • Contact Number
  • Immigration Status
  • Nationality
  • Your right to work
  • Information regarding your academic and professional qualifications

Our legal grounds for processing

  • To take steps to enter into a contract
  • Legal Obligation
  • To take steps to enter into a contract
  • Legitimate interests
  • To take steps to enter into a contract
  • Necessary to comply with a legal obligation
  • Legitimate interests
  • To take steps to enter into a contract
  • Legal Obligation
  • To take steps to enter into a contract

Our legitimate interests (if applicable)

  • To ensure you are a suitable employee for the company
  • To keep our records up to date

Failing to provide any of the information above may result in Fuller’s being unable to offer you a contract of employment.

How we may share the information

We may also need to share some of the above categories of personal information with other parties, such as HR consultants and professional advisers. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information with our regulators or as required to comply with the law.

    Apprenticeships:
  • If you are applying to Fuller’s Apprenticeship, we will share details of your application and employment with external education providers.

Where information may be held

Information may be transferred internationally to other countries around the world, including countries that do not have data protection laws equivalent to those in the UK, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold.

How long we keep your information

We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed or engaged by us, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or gender discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.

If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment/ engagement.

Your rights to correct and access your information and to ask for it to be erased

If you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice, please contact the Privacy Team at privacy@fullers.co.uk and they will be happy to help.

You also have the right to ask the Privacy Team for some but not all of the information we hold and process to be erased in certain circumstances.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

How to complain

We hope that the Privacy Team can resolve any query or concern you raise about our use of your information. If not, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.