Privacy Policies

Privacy Policy

1. Introduction

1.1 This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

1.2 We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes.

1.3 Any questions regarding this Policy and our privacy practices should be sent in writing to: Data Controller, SMH Fleet Solutions, Church Lane, Norton, Worcester, WR5 2PR.

2. What information does the organisation collect?

2.1 You may use our websites without submitting any personal data.

2.2 If you wish to apply for a job, become a contractor or use one of our services as a customer, we will need to collect and process a range of information about you. This includes but not limited to: your name, address and contact details, including email address and telephone number, date of birth and gender details of your qualifications, skills, experience and employment history, including start and end dates with previous employers information about your nationality and entitlement to work in the UK Driving licence information to obtain DVLA checks Contractor invoices Vehicle information such as VIN number, make, model, model year, lease and service history.

2.3 We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

2.4 More specific information on privacy for job applicants is available in our separate Job Applicant Privacy Policy.

3. Who will it be shared with?

3.1 We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

3.2 We may pass your information to our third party service providers, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure.

3.3 We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or re-organisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

4. How you can access and update your information

4.1 The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please contact us at the address outlined in section 1.3

4.2 You have the right to ask for a copy of the information we hold about you. We may charge £10 for information requests to cover our costs in providing you with details of the information we hold about you.

5. How does the organisation protect data?

5.1 The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

5.2 Your details are transmitted over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

6. Links to other websites

6.1 Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

6.2 In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

Job Applicant Privacy Policy

1. Introduction

1.1 As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

2. What information does the organisation collect?

2.1 The organisation collects a range of information about you. This includes but not limited to:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
  • information about your entitlement to work in the UK; and
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

2.2 The organisation may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

2.3 Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

3. Why does the organisation process personal data?

3.1 The organisation needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you.

3.2 In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

3.3 The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

3.4 The organisation may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

3.5 The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.

3.6 If your application is unsuccessful, the organisation may keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

4. Who has access to data?

4.1 Your information may be shared internally for the purposes of the recruitment exercise. This includes: members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

4.2 The organisation will not share your data with third parties

4.3 The organisation will not transfer your data outside the European Economic Area.

5. How does the organisation protect data?

5.1 The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

6. For how long does the organisation keep data?

6.1 If your application for employment is unsuccessful, the organisation will hold your data on file for 1 month after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisations will hold your data on file for a further 6 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

6.2 If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in the Employee Privacy Policy.

7. Your rights

7.1 As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.

7.2 If you would like to exercise any of these rights, please contact:

Data Controller, SMH Fleet Solutions Ltd, Church Lane, Norton, Worcester, WR5 2PR

7.3 If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

8. What if you do not provide personal data?

8.1 You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.

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