Candidate Privacy Notice
1 - WHAT IS THE PURPOSE OF THIS DOCUMENT?
The Royal Mint Limited, its group companies and its websites www.royalmint.com (“The Royal Mint”), is committed to protecting the privacy and security of your Personal Data.
The Royal Mint consists of the below listed companies.
Any Personal Data provided to, or gathered by, The Royal Mint Limited (this includes customers of www.royalmint.com and our mobile applications) is controlled by The Royal Mint Limited incorporated and registered in England and Wales with company number 06964873 whose registered office is at Llantrisant, Pontyclun, Mid Glamorgan, South Wales, United Kingdom CF72 8YT.
Information Commissioner’s Office Registration Number: Z2075700.
Any Personal Data provided to, or gathered by, RM Assets Limited is controlled by RM Assets Limited incorporated and registered in England and Wales with company number 09058416 whose registered office is at Llantrisant, Pontyclun, Mid Glamorgan, South Wales, United Kingdom CF72 8YT.
Information Commissioner’s Office Registration Number: ZA320379.
Any Personal Data provided to, or gathered by, RM Experience Limited is controlled by RM Experience Limited incorporated and registered in England and Wales with company number 10953110 whose registered office is at Llantrisant, Pontyclun, Mid Glamorgan, South Wales, United Kingdom CF72 8YT.
Information Commissioner’s Office Registration Number: ZA324165.
This privacy notice describes how we collect and use Personal Data about you during and after the application and recruitment process, in accordance with the General Data Protection Regulation (GDPR).
The Royal Mint is a “data controller”. This means that we are responsible for deciding how we hold and use Personal Data about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This notice applies to candidates applying for opportunities to work at The Royal Mint or any of The Royal Mint group of companies.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing Personal Data about you, so that you are aware of how and why we are using such information.
This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.
2 - DATA PROTECTION PRINCIPLES
3 - THE KIND OF INFORMATION WE HOLD ABOUT YOU
We may collect, store, and use the following categories of Personal Data about you:
We may also collect, store and use the following “special categories” of more sensitive Personal Data:
4 - HOW IS YOUR PERSONAL DATA COLLECTED?
We collect Personal Data about candidates through the application and recruitment process, either directly from candidates or sometimes from an employment agency. We may sometimes collect additional information from third parties including former employers, other background check agencies.
5 - HOW WE WILL USE INFORMATION ABOUT YOU
We need all the categories of information in the list above (see The kind of information we hold about you) primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases we may use your Personal Data to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your Personal Data are listed below.
If you fail to provide certain information when requested, we may not be able to make you an offer of employment or may have to withdraw an offer if it has already been made.
We will only use your Personal Data 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 Data 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 Data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
6 - HOW WE USE PARTICULARLY SENSITIVE PERSONAL DATA
We will use your particularly sensitive Personal Data in the following ways:
We will use information about your disability status in order to make appropriate adjustments and to ensure health and safety in respect of the application and recruitment process.
After an offer has been made we will use information about your disability status, physical or mental health, to ensure your health and safety in the workplace and to assess your fitness to work, to assess and provide appropriate workplace adjustments.
We do not need your consent if we use special categories of your Personal Data in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
We envisage that we will hold information about criminal convictions.
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.
We will usually use information about criminal convictions and offences in the following ways:
We use information about criminal convictions in order to maintain a safe and secure working environment, and to maintain the security of the site.
We only use information about criminal convictions where we have your explicit consent. We reserve the right to refuse to issue an offer of employment or may have to withdraw an offer of employment, where consent is refused.
7 - AUTOMATED DECISION-MAKING
We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
8 - DATA SHARING
We do not sell, rent or otherwise trade your Personal Data with others. While most of our work is done by our employees who access your Personal Data directly from our systems which are under our direct control, we do use third-party service providers to perform certain functions on our behalf. We may also be required to share your Personal Data with third parties where required by law or where we have another legitimate interest in doing so. Please note that if we are requested by the police, government, regulatory, or other body investigating suspected illegal activities to provide your Personal Data, we are entitled to do so.
We have listed below examples of the kind of third-party service providers that we work with. We have also listed examples of the types of information that they may have access to and the reasons that we may need to share your Personal Data with them.
Professional Services would have access to your Personal Data including contact information. The purpose for this type of transfer being to ensure our compliance with our legal obligations (including anti-money laundering and counter-terrorist financing verification).
IT Support would have access to the Personal Data in our custody with which we require support. The purpose for this type of transfer being to resolve IT issues in order to administer the working relationship with you.
Data Storage would have access to all the Personal Data in our custody. The purpose for this type of transfer being to provide us with secure data storage and back-up.
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your Personal Data 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 will share your Personal Data with other entities in our group from time to time including as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data.
We may share your Personal Data with other third parties, for example in the event of any future restructuring of the business. We may also need to share your Personal Data with a regulator or to otherwise comply with the law.
We will not transfer your information outside of the EEA.
9 - DATA SECURITY
We have put in place appropriate security measures to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Data 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.
10 - DATA RETENTION
We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Normally this will be for 6 months after a recruitment decision for unsuccessful candidates. However if you have signed up and created a candidate profile, we will retain your data for the duration that you hold a candidate profile and up to 12 months after you have closed this. You are able to create or delete job alerts at any time by signing into your candidate profile.
To determine the appropriate retention period for Personal Data, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your Personal Data so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Once you are no longer a candidate of the company, and have not consented to us retaining your data to inform you of new opportunities, we will retain and securely destroy your Personal Data in accordance with our Data Retention Policy and also any applicable laws and regulations.
Personal Data for successful candidates will be transferred to their employee file, and held in accordance with our Data Retention Policy.
11 - RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
It is important that the Personal Data we hold about you is accurate and current. Please keep us informed if your Personal Data changes during your working relationship with us.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your Personal Data, object to the processing of your Personal Data, or request that we transfer a copy of your Personal Data to another party, please contact the Data Protection Officer in writing.
You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it.
12 - RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your Personal Data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
13 - DATA PROTECTION OFFICER
We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your Personal Data, please contact the DPO.
Mail: The Royal Mint, Llantrisant, Pontyclun, Mid Glamorgan, South Wales, United Kingdom CF72 8YT.
If you are dissatisfied with the handling of your Personal Data or how we have responded to a request to exercise your data subject rights, you have the right to ask for an internal review. An internal review will consider whether or not your Personal Data and/or request were handled appropriately, in line with applicable data protection laws and regulations.
Internal review requests should be submitted to the Data Protection Officer by using the contact information above. Internal reviews will be carried out by the Finance Director. We aim to respond within 20 working days of the receipt of the request for an internal review.
If you are dissatisfied with the outcome of the review, then you may seek a review by the Information Commissioner’s Office (ICO), which has the powers to uphold or overturn the decision. Please see ICO contact information below. The Royal Mint will abide by the decisions of the ICO, unless it considered itself to have grounds for an appeal to the First-Tier Tribunal (Information Rights).
Mail: Information Commissioner’s Officer, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
14 - CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your Personal Data.
Last Updated: 10/06/2020
If you have any questions about this privacy notice, please contact the Data Protection Officer.