Terms & Conditions

Privacy Notice for Job Applicants – OAKBERRY Ireland (Last Updated 02/05/2024)

Welcome to our privacy notice for job applicants.

About us and our contact details

This document outlines how we collect and utilise your personal data in accordance with data protection laws, as a job applicant for OAKBERRY Ireland. For the purposes of data protection laws, PromoScore Insights are the controllers of the personal data collected during the job application process. Our contact details are provided on our website: https://promoscore.ie/contact-us

What data we collect and use

We collect and use various types of personal data for several reasons. Further details regarding the types of personal data we collect and the reasons for using it are provided in the appendices below.

We collect and use your personal data based on the following grounds:

- To fulfil any legal requirements associated with the recruitment process.

- For our legitimate interests in conducting our business, provided that your interests and rights do not override our business needs.

- With your explicit consent, where we have specifically requested it and you have granted permission.

If we seek your consent to use your personal data, you have the freedom to give, refuse, or withdraw it at any time without facing negative consequences.

If you are successfully hired for a position, the information collected during the recruitment process will be included in your HR file. Any voluntarily provided Equal Opportunities information will be kept separate from your HR file.

Data you must provide

Certain personal data is required from you to meet legal, pre-contractual, or other obligations. Failure to provide such information may impact our ability to proceed with your recruitment process or fulfil our legal obligations. Any optional personal data will be clearly identified as such.

Source of your data

We collect your personal data through our recruitment process, including information provided directly by you, recruitment agencies, background check providers, test providers (such as psychometric testing organisations), and your references. We may also collect additional information from third parties, including business partners, networking websites, social media platforms, and public websites, within the bounds of legality and relevance to the recruitment process.

Sharing of your data

Your personal data may be shared with individuals involved in the recruitment process within OAKBERRY Ireland, including HR administrators, recruiting managers, shortlisting personnel, and interview panel members. Additionally, we may share personal data with other entities within the OAKBERRY Ireland group, service providers (such as recruitment agencies, referees, testing providers, and venue providers), external advisors, and other necessary parties, in accordance with the purposes for which it was collected. Where applicable, we or third parties will provide information about their processing of your personal data through relevant privacy notices.

International data sharing

Depending on the requirements of your job application or our recruitment process, or the location of our service providers, we may share personal data with individuals or entities outside of the UK and European Economic Area. We ensure that any international transfer of personal data is conducted securely and in compliance with data protection laws.

Data retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, as well as to meet any legal, accounting, business, or reporting requirements. In some cases, we may anonymise your personal data for continued use. Personal data of unsuccessful candidates is typically retained for 12 months following the decision date, after which it is securely deleted or destroyed.

Your rights

You have certain rights regarding your personal data, subject to certain conditions, including the right to:

- Access your data

- Rectify inaccurate data

- Erase your data

- Restrict processing of your data

- Obtain your data in a portable format

- Withdraw consent, where applicable

We honour all requests related to your personal data and endeavour to fulfil them promptly. However, in cases where requests are excessive or unreasonable, we may need to charge a fee or decline the request.

If you have concerns or complaints about our use of your personal data, we encourage you to contact us. 

General

This privacy notice is not a contractual document and may be updated periodically. We will notify you of any changes that may affect you. For further information or enquiries, please feel free to contact us via https://promoscore.ie/contact-us

Appendix 1: Types of personal data captured and used for job applicants

The personal data we collect and use includes:

- Personal details: such as name, title, contact information, and, if necessary for reasonable adjustments, disability or health status information.

- Immigration-related documents: Required to verify your eligibility to work, such as citizenship and passport details, residency information, or work permits.

- Application information: Details provided in application letters and CVs, employment history, educational background, professional qualifications, language proficiency, and other relevant skills, as well as information provided during interviews or assessments.

- Background information: Necessary for background checks, including references and details of unspent criminal convictions.

- Other information: Such as CCTV footage, on-site attendance records, and bank details for recruitment-related expenses claims.

Appendix 2: Reasons for using your personal data

We may use your personal data for various purposes, including:

- Evaluating job applications, including assessments and interviews.

- Verifying your right to work.

- Extending formal job offers.

- Conducting background and reference checks.

- Preventing fraud.

- Monitoring equal opportunities.

- Managing recruitment-related activities and communications.

- Record-keeping related to the recruitment process.

We primarily rely on our legitimate interests to use your personal data for these purposes, with exceptions for legal obligations and contractual obligations marked with ‘*’ and ‘**’ respectively.

Appendix 2 continued

Use of Special Categories of personal data: Certain information, such as equal opportunities data, is optional and will not affect your application if not provided. Disability or health data is used to consider necessary adjustments for the recruitment process. With your permission, religious or health information may be used to accommodate dietary requirements for recruitment-related activities. We ensure the safeguarding of your personal data in all instances of its use.