Recruitment Privacy Notice

What will we do with your information?

The information that applicants provide during the recruitment and selection process will only be used for the purpose of progressing their application, or to fulfil legal or regulatory requirements if necessary. The information provided will be held securely by us in an electronic and/or physical format.

THE ROALD DAHL STORY COMPANY LTD will not share any of the information provided during the recruitment process with any third parties for marketing purposes or store any of your information outside of the United Kingdom or the European Economic Area, albeit certain equal opportunities personal data you choose to provide may be stored by Survey Monkey Inc. outside the European Union.

We will use the contact details provided to us to contact applicants in order to progress their application. We will use the other information provided to assess their suitability for the role that they have applied for.

We will use any equal opportunities data that you choose to provide to monitor our progress as an employer committed to equal opportunities.

What information do we ask for, and why?

The information that we ask for (whether from the applicant or from the applicant’s referees) is used to assess the applicant’s suitability for employment and progress their application. We do not collect more information than we need to fulfil our stated purposes and will retain it for the period of time set out below.

Application Stage

At the application stage, we collect the following personal information about you:

What we collect	Reason for collection (lawful basis)
Information we collect at the application stage
Application form (name, address, email, contact number, source, education, qualifications, employment, referee contact details) CV and/or portfolio of work (as above) Cover letter (name, address, contact details) Interview forms Reference (feedback on employee suitability for role)	Legitimate interest: to carry out a fair recruitment process Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages
Details of your previous experience, including academic and professional qualifications, education, work history, referees and answers to questions in relation to the role that you have applied for	Legitimate interest: to carry out a fair recruitment process Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit
Equal opportunities data (gender, marital status, age, ethnic background, disability / health conditions, sexual orientation, religion / belief)	To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment)
Information we collect before making a final offer
Details of your referees	Legitimate interest: to carry out a fair recruitment process
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information	You are required (by law or in order to enter into your contract of employment) to provide such information to us to enable us to verify your right to work and suitability for the position

 

We may request for the above details to be provided to us in the form of a CV, cover letter, examples of work and/or a portfolio. Our HR team and recruiting team members will have access to all of this information as part of the application process.

Applicants may be asked to provide equal opportunities information (much of which will constitute sensitive personal information), as noted in the table above. This information is not mandatory and if applicants choose not to provide it, it will not affect their application. This information will not be made available to any staff outside of our HR team in a way which can identify the applicant.

We will use such special category 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 a test or interview;
• We will use information about your gender, marital status, age, race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual orientation, to ensure meaningful equal opportunity monitoring and reporting as part of our recruitment processes.

Please note that the collection of all equal opportunities data will be facilitated through (and therefore accessible by) Survey Monkey Inc., who are required to adopt appropriate security measures to protect your personal information in line with data protection laws. 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.

Selection Stage

After you have submitted an application, our recruiting team members will shortlist applications for interview in conjunction with the HR team.

We may ask the applicant to take part in a telephone screening call, attend an interview and/or complete tests – or a combination of these. Information will be generated by the applicant and by us. As an example, the applicant might complete a written test, or we might take interview notes. This information is held by us.

Our legal basis for using your information

Under data protection law, we can only use your personal information if we have a lawful basis to do so. Our lawful basis will depend on the reasons for which your personal information was collected, and these include:

• where you have given your consent;
• to comply with our legal and regulatory obligations relating to recruitment;
• to take steps before entering into a contract with you;
• for our legitimate interests of those of a third party;
• for reasons of substantial public interest (i.e. equality of opportunity or treatment, promoting or retaining racial and ethnic diversity at senior level, preventing or detecting unlawful acts); and
• to establish, exercise and/or defend any legal claims that may be brought by or against us in connection with your recruitment.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.

How long is the information retained for?

If an applicant is unsuccessful at any stage of the process, the information provided until the point that you were unsuccessful will be retained by us for 18 months from the date on which the vacancy is filled (or, if applicable, the date on which the job advertised is no longer necessary) (other than data provided through our equal opportunities survey (further details of which is set out below)). 

Information from successful applicants will be retained in accordance with our internal Privacy Notice.

Personal data supplied through any equal opportunities survey will be kept by us for no more than 30 days from the date on which the vacancy is filled (or, if applicable, the date on which the job advertised is no longer necessary), and shall be kept by Survey Monkey Inc. for no more than 120 days from the date on which the vacancy is filled (or, if applicable, the date on which the job advertised is no longer necessary). After this time, we may anonymise your personal data so that it can no longer identify you and retain such anonymised information for analysis and other business purposes. 

Data Security

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 your personal information. 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, where applicable and required by data protection laws, we will notify you and any applicable regulator of a personal data breach where we are legally required to do so.

Rights of access, correction, erasure and restriction

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.
• 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 email contact@roalddahl.com, with the subject “Candidate – GDPR request”.

Any queries about how THE ROALD DAHL STORY COMPANY LTD handles applicant information should be made to: 

GDPR Owner
The Roald Dahl Story Company Ltd
5 Berkeley Mews
London
W1H 7PB

Applicants who have any concerns regarding our processing of their personal data, or are not satisfied with our handling of any request made by themselves in relation to their rights, also have the right to make a complaint to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/