Privacy Policy - Applicants

Data Controller: Weatherbys (“the organisation”)

to include all companies within the Weatherbys Group of companies viz:

Weatherbys Ltd; Weatherbys Bank Ltd, Weatherbys GSB Ltd; Weatherbys Ireland GSB Ltd; Weatherbys Ireland Ltd; Arkle Finance Ltd; The Point to Point Racing Company Ltd; Weatherbys Hamilton LLP.

Data Protection Officer: Adrian McGlynn

As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting all its data protection obligations.

1.   What information does the organisation collect?

The organisation collects a range of information about you. This includes:

    • your name, address and contact details, including email address and telephone number;
    • details of your qualifications, skills, experience and employment history;
    • information about your current level of remuneration, including benefit entitlements;
    • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
    • information about your entitlement to work in the UK; and
    • optional equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.

Data will be stored in a range of different, secure places, including on your application record, in HR management systems and on other IT systems (including email).

2.   Why does the organisation process personal data?

The organisation needs to process data to take steps at your request prior to entering into a contract of employment with you. It also needs to process your data to enter into a contract with you.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

The organisation will not use your personal data for any purpose other than the recruitment exercise for which you have applied. Your data will not be used for marketing purposes.

3.   Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

The organisation will share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

4.   How does the organisation protect data?

The organisation takes the security of your data seriously. It has internal policies and procedural controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except and only by the organisation’s employees in the proper performance of their duties.

5.   For how long does the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for six months, after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, your data is deleted or destroyed from all modes of storage.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in the organisation’s employee privacy notice.

6.   Your rights

As a data subject, you have a number of rights. You can:

    • access and obtain a copy of your data on request;
    • require the organisation to change incorrect or incomplete data;
    • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
    • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
    • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact the Data Protection Officer at Sanders Road, Wellingborough, NN8 4BX or

If you believe that the organisation has not complied with your data protection rights, you can complain to the UK Information Commissioner (ICO).

7.   What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.

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