Privacy Policy
Privacy Notice – Job Applicants
This Privacy Notice tells you what to expect us to do with your personal information when you apply to work for us.
Contact details
If you have any questions about our processing of your personal information, please contact our Chief Privacy Officer:
- Email: [email protected]
- Mail:
Dye & Durham
Global Head Office
1100-25 York Street
Toronto, Canada M5J 2V5
Identity of Data Controller
Dye & Durham Corporation is the “data controller,” where applicable under the data protection laws.
What information we collect and use, and why
Staff recruitment
We collect or use the following personal information as part of staff recruitment, including establishing an employment relationship (where applicable):
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Gender
- Photographs (eg staff ID card)
- Copies of passports or other photo ID
- Copies of proof of address documents (eg bank statements or bills)
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg DBS checks)
- Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
- Training history and development needs
Our lawful bases for collecting or using personal information as part of staff recruitment are:
- Consent
- Legal obligation
- Legitimate interest: Our legitimate interest for collecting personal information as part of recruitment is to contact the individual job applicant and to assess their suitability for a role with the organization.
Where we get personal information from
We collect your information from the following places:
- From job applicants directly
- Employment agency
- Schools, colleges, universities or other education organisations
- Referees (external or internal)
- Security clearance providers
- Public sources (eg LinkedIn or other websites)
How long we keep personal information
We will keep your personal information for 1 year from the date of collection, unless we are required by applicable law to retain the information for a longer period.
Who we share personal information with
In some circumstances, we may share personal information with the following organisations:
- Employee benefit schemes
- Health and benefit suppliers
- External auditors
- Government authorities and other third parties, where required by applicable law.
Data Processors
We use the following data processors for the following reasons:
- The Infuse Group (Pinpoint Software): To advertise open roles and track the applicant’s progress through the recruitment process.
- Cronofy Limited: To schedule meetings with the applicant throughout the recruitment process.
- Microsoft: To correspond and host meetings with the applicant.
Sharing personal information outside of the local jurisdiction
Where necessary, we (including our data processors) may transfer personal information outside of the local jurisdiction, including to the United Kingdom, Ireland, Canada, Australia, and South Africa. When doing so, we comply with the applicable data protection laws, making sure appropriate safeguards are in place. Please contact us for more information.
Data Protection Rights
Depending on your local jurisdiction and the applicable data protection law, you may have data protection rights, including:
Right of Access - the right to ask us for copies of your personal information.
Right to Rectification - the right to ask us to rectify personal information you think is inaccurate and to ask us to complete information you think is incomplete.
Right to Erasure - the right to ask us to erase your personal information in certain circumstances.
Right to Restriction of Processing - the right to ask us to restrict the processing of your personal information in certain circumstances.
Right to Object to Processing - the right to object to the processing of your personal information in certain circumstances.
Right to Data Portability - the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
Right to Withdraw Consent - the right to withdraw your consent (when we use consent as our lawful basis).
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this Privacy Notice.
To make a right to erasure request in relation to your personal information processed by Pinpoint Software, please visit Manage Your Personal Data.
How to Complain
If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the top of this Privacy Notice.
If you remain unhappy with how we’ve used your personal information after raising a complaint with us, you can also complain to the local supervisory authority, as follows:
Canada:
- Federal – Office of the Privacy Commissioner of Canada
- Alberta - Office of the Information and Privacy Commissioner of Alberta
- British Columbia - Office of the Information & Privacy Commissioner for British Columbia
- Québec - La Commission d’accès à l’information du Québec
Last updated
17 July 2024