Candidate privacy notice (UK & Ireland)

WHAT IS THE PURPOSE OF THIS DOCUMENT?  

The NSG Group is committed to protecting the privacy and security of your personal information.  This notice applies to all candidates applying for a position within the UK and Ireland operations of Pilkington Group Limited, Pilkington United Kingdom Limited, Pilkington Automotive Limited, Pilkington Technology Management Limited, NGF Europe Limited and Nippon Sheet Glass Ireland Limited.

The recruiting company (Company) is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. This information is also used by our group companies, namely Pilkington Group Limited (who provide central assistance) and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies.  You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee or worker). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

DATA PROTECTION PRINCIPLES  

We will comply with data protection law and principles, which means that your data will be:

 Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

THE KIND OF INFORMATION WE HOLD ABOUT YOU  

 In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your curriculum vitae and covering letter.
• The information you have provided on our application form, including name, title, address, telephone number, personal email address, gender, employment history, qualifications.
• Any information you provide to us during an interview.
• Information provided as part of job related tests conducted as part of the recruitment process.
• Information providing confirmation of your right to work in the UK or Ireland.

We may also collect, store and use the following “special categories” of more sensitive personal information:

•  Information about your health, including any medical condition, health and sickness records.

ABOUT THE INFORMATION WE COLLECT AND HOLD?  

The table set out in Part A of the Schedule summarises the information we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.

The table set out in Part B of the Schedule summarises the additional information we collect before making a final decision to recruit, how and why we do so, how we use it and with whom it may be shared.

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

 If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications, work history or right to work in the UK and/or Ireland), we will not be able to process your application successfully.  For example if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION  

 We will use your particularly sensitive 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 race or national or ethnic origin to ensure meaningful equal opportunity monitoring and reporting and to establish an individual’s right to work in the UK.

INFORMATION ABOUT CRIMINAL CONVICTIONS  

We do not envisage that we will process information about criminal convictions.

AUTOMATED DECISION-MAKING  

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

DATA SHARING  

Why might you share my personal information with third parties?

We will only share your personal information with Pilkington Group Limited who provides central assistance as part of the recruitment process.  We may share your information with a consultant to assist us with the recruitment process.  All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information 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.

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. 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 will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

DATA RETENTION  

How long will you use my information for?

We will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to work. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION  

Your rights in connection with personal information

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.
• 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 (see below).
• 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.
• 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 contact NGFHRADMIN@NSG.COM in writing.

COMPLAINT

If you have any questions about this privacy notice or how we handle your personal information, please contact NSGDataProtect@nsg.com. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.