BAKO Group Limited, 74 Roman Way Industrial Estate, Longridge Road, Preston, PR2 5BE, Registered number 0832602, together with any trading subsidiaries, (“BAKO”) are committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to BAKO, will be processed by us in connection with our recruitment processes. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (“GDPR”) and the version of the GDPR retained in UK law (the “UK GDPR”) the Data Controller is BAKO Group Limited.

We use Success Factors, an online application portal provided by SAP (UK) Limited, to assist with our recruitment process. SAP (UK) Limited, Clockhouse Place, Bedfont Road, Feltham, Middlesex, TW14 8HD process personal information as a data processor on our behalf. Success Factors is only entitled to process your personal data in accordance with our instructions.

Where you apply for a job opening posted by us, these Privacy Notice provisions will apply to our processing of your personal information in addition to our other Privacy Notice which has been provided to you separately or is available on our Website.

Where you apply for a job opening via the application function on a job site or similar online service provider (“Partner”), you should note that the relevant Partner may retain your personal data and may also collect data from us in respect of the progress of your application. Any use by the Partner of your data will be in accordance with the Partner’s Privacy Notice.

Your Personal Information
Information BAKO collects from you:
We collect and process some or all of the following types of information from you:

• Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.
• In particular, we process personal details such as name, email address, address, telephone number, date of birth, qualifications, experience, information relating to your employment history and skills experience that you provide to us,
• If you contact us, we may keep a record of that correspondence.
• A record of your progress through any hiring process that we may conduct.
• Details of your visits to Success Factor’s website including, but not limited to, traffic data, location data, weblogs and other communication data, the site that referred you to Success Factor’s website and the resources that you access.

Information We Collect from Other Sources
We may receive your personal data from a third party who recommends you as a candidate for a specific job opening or for our business more generally.

How we use your information

• Lawful basis for processing
• We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.
• Where you apply for a job opening through the Indeed Apply functionality, we rely on your consent, which is freely given by you during the application process, to disclose your personal data to Indeed on the basis described below.

Purposes of processing
We use information held about you in the following ways:

• To consider your application in respect of a role for which you have applied.
• To consider your application in respect of other roles.
• To communicate with you in respect of the recruitment process.
• To enhance any information that we receive from you with information obtained from third party data providers.
• To find appropriate candidates to fill our job openings.
• To help our service providers (such as Success Factor’s and its processors and data providers) and Partners (such as the job sites through which you may have applied) improve their services.

Automated decision making/profiling
We may use Success Factor’s technology to select appropriate candidates for us to consider based on criteria expressly identified by us, or typical in relation to the role for which you have applied. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our staff.

Registration Data
Applicants should register on our careers website in order to use the full range of functions available (“Registration Data”). We have highlighted the data which you are obliged to supply by designating them as compulsory fields. These comprise of your e-mail address and creation of a password. If these data fields are not completed, you will be unable to complete registration.

You can sign up to receive information about relevant roles called “Vacancy Bullitins”, you can opt out of this service at any time by updating your preferences.

Disclosure of Your Information
As set out above, we pass your information to our third party service providers, including Success Factor’s, who use it only in accordance with our instructions and as otherwise required by law.

Some of our roles require the applicant to undergo further security, criminal and medical applications, by continuing with and submitting your application, you agree to us sharing your details with our third party service providers.

Where you have applied to a job opening through another service provider, we may disclose data similar to the Disposition Data defined above to such service providers. The service provider shall be the data controller of this data and shall therefore be responsible for complying with all applicable law in respect of the use of that data following its transfer by us.

In the event of a legal obligation, we reserve the right to disclose information about you if we are required to surrender it to competent authorities or law enforcement bodies such as Police, HMRC, UK Border Force and The Crown Prosecution Service.

How We store your Personal Data
 

Security
We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data 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.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where We are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

Where We store your Personal Data
Where we store your personal data in our own systems, it is stored on our secure servers within the EEA.

The data that we collect from you and process using Success Factor’s services is transferred and stored on SAP (UK) Limited’s secure servers in Frankfurt, Germany inside the EEA. By submitting your personal data, you agree to this transfer, storing or processing.

If your application is successful we will store your personal data within our system in compliance with the applicable legal regulations. More information can be found in the Data Retention Policy for employees that we will provide to you on acceptance of the job.

If you would like further information please contact us (see ‘Contact’ below). We will not transfer your personal data outside of the United Kingdom OR EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

How long we keep your Personal Data
We will hold all the data for 12 months if you are unsuccessful in your application.  If you are employed by us, we will hold your data in accordance with our Data Retention Policy, a copy of which you will be furnished with during the induction process.

Your personal information will be deleted on one of the following occurrences:

• deletion of your personal information by you (or by another person engaged by you); or
• receipt of a written request by you (or another person engaged by you) to us.

Your rights
Under the General Data Protection Regulation and the UK GDPR, you have a number of important rights free of charge. In summary, those include rights to:

• access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address
• require us to correct any mistakes in your information which we hold
• require the erasure of personal data concerning you in certain situations
• receive the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• object at any time to processing of personal data concerning you for direct marketing
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
• object in certain other situations to our continued processing of your personal data
• otherwise restrict our processing of your personal data in certain circumstances
• claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the UK GDPR.

If you would like to exercise any of those rights, please:

• contact us using our contact details below
• let us have enough information to identify you,
• let us have proof of your identity and address, and
• let us know the information to which your request relates.

How to complain
We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation and the UK GDPR also gives you right to lodge a complaint with a supervisory authority, in particular (under the GDPR) in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

Contact
All questions, comments and requests regarding this Privacy Notice should be addressed to recruitment@bako.co.uk

Changes to this privacy notice
We may change this privacy notice. When we make changes to this notice, the ‘Issue Date’ will be displayed at the bottom of this page. Any changes to this privacy notice will apply to you and your data immediately. If these changes affect how your personal data is processed, we will take reasonable steps to let you know

Document Number:

GRP-ADM-009

Revision Number:

Rev 0

Document Type:

 Group Policy

Issue Date:

July 2022