This notice is provided by Rentokil Initial 1927 plc whose registered office is Compass House, Manor Royal, Crawley, West Sussex, RH10 9PY("we", "us" or "our") and is addressed to individuals who are applying for a job with us ("you"). It applies during the employment application process and for the period specified in the notice after the end of the application process.
This notice relates to personal information about you from which you can be identified. We refer to this information throughout this notice as “personal data”. There are also “special categories” of more sensitive personal data, such as relating to health or ethnic origin, which require a higher level of protection. Personal data does not include data where the identity has been removed (anonymous data). Section 3 of this notice sets out examples of your personal data that we use.
This notice sets out how we collect and process your personal data. It also provides certain information that is legally required and lists your rights in relation to your personal data. Please read this notice carefully, so that you are aware of how and why we are using your personal data.
We are a controller of your personal data. This means that we are responsible for deciding how we hold and use personal data about you. As a controller we use (or "process") the personal data we hold on you in accordance with this notice.
We take our data protection responsibilities seriously and as a UK headquartered business our notice is based on obligations derived from the EU General Data Protection Regulation (EU Regulation 2016/679) (GDPR).
If you need to contact us in connection with our processing of your personal data, then you can do so by contacting our Data Protection Officer by email at [email protected] or by post to: Data Protection Officer, Rentokil Initial 1927 plc, Compass House, Manor Royal, Crawley, West Sussex, RH10 9HY.
Your personal data belongs to you and it is your choice whether you provide us with your personal data. However, if you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for the role you are applying for and you fail to provide us with relevant details, we will not be able to take your application further.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.
This notice may be amended or updated from time to time and we would recommend that you regularly check it to review and remind yourself of the contents of it.
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, date of birth, gender, employment history, qualifications and your preferred language;
Any information you provide to us or gathered during an interview;
Recommendations provided on your behalf by others.
Where permitted by law we may also collect, store and use the following "special categories" of more sensitive personal information:
Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions for purposes of government reporting where required, as well as to understand the diversity characteristics of the Rentokil Initial workforce;
Information about your health, including any medical condition, health and sickness records where it is relevant to your ability or availability to work or to a workplace accommodation, subject to legal limits on the timing of collection of such data and other applicable limitations;
Where applicable, information about your credit history, criminal convictions and offences.
We will use the personal information we collect about you to:
Assess your skills, qualifications, and suitability for the role;
Carry out background and reference checks, where applicable;
Communicate with you about the recruitment process;
Keep records related to our hiring processes;
Comply with legal or regulatory requirements.
When you apply for a role, we process your data on the basis of our legitimate interests for ensuring that we recruit appropriate employees to our business and to decide whether to enter into a contract of employment with you.
Having received your application and where applicable your CV, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will then decide whether to invite you for an interview based on the contents of your CV and the skills and experience needed for the role. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and where required will carry out a criminal record and / or credit reference check before confirming your appointment.
Where we process special categories of data, we shall do so on only in accordance with the law and 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, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
We will only collect and hold information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.
We will only use data relating to criminal convictions where the law allows us to - this will usually be where processing is necessary in order to carry out our obligations in connection with your employment. Less commonly, we may use data relating to criminal convictions:
where it is necessary in relation to legal claims;
where you have already made the information public; or
to protect your vital interests (or someone else’s interests) and you are not capable of giving your consent or we cannot reasonably be expected to obtain your consent.
We choose our service providers carefully and require them to take appropriate security measures to protect your personal data. As part of the recruitment process we may share your personal data with the following recipients:
Internal people for review purposes including but not limited to HR managers;
Cloud based service providers such as Workable, ICIMS, Talentry and OTYS;
Medical insurance provider;
Cloud based email partner currently Google;
Legal and regulatory authorities, on request, or for the purposes of reporting any actual or suspected breach of law or regulation;
Any relevant party, law enforcement agency, tribunal or court, to the extent necessary for the establishment, exercise or defence of legal rights;
Any relevant party for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties; and
Any relevant third party acquirer(s), in the event that we sell or transfer all or any portion of our business or assets (including in the event of a reorganisation, dissolution or liquidation).
In addition, we may disclose the personal data you provide to us to our group companies and affiliates or third party data processors who may process data on our behalf to enable us to carry out our usual business practices. Any such disclosure will only be so that we can process your personal data for the purposes set out in this notice.
We may transfer the personal data we collect about you to other countries outside the UK/EU. In most cases those countries will have been confirmed by the European Commission to provide an adequate level of protection for your personal data.
Where this is not the case, we will only send your personal data to countries where other appropriate measures have been put in place to ensure that your personal data is treated in a way that is consistent with and which respects the EU and UK laws on data protection, such as using Standard Contractual Clauses already approved by the UK Regulator or European Commission or by requesting your explicit consent. You can request further information by contacting us as specified in section 1.6.
For the purposes of evidencing that we have not discriminated against you on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way, for a period of 6 months after the end of the application process;
So that we can notify you of future jobs, for a period of 12 months after the end of the application process unless you request otherwise, in which case we shall only retain your data in accordance with section 10.1(a) of this notice.
For extended periods, in the event you request we hold your details talent pooling purposes. We will then retain for as long as is necessary, notwithstanding that your details can always be removed when requested.
If your application is successful the information which is gathered during the application process will be retained by us as part of your employee file for the duration of your employment and then for as long as the relevant limitation period or as required by the law in the country you are employed.
Where we no longer need to process your personal data for the purposes set out in this notice then we will delete your personal data from our systems or anonymise it.
Automated decision-making takes place when an electronic system uses personal data to make a decision without human intervention. We carry out Data Protection Impact Assessments whenever we use any form of automation or profiling tools, to ensure that steps exist to prevent errors, bias and discrimination.
You can challenge any automated decisions and request human intervention to obtain an explanation of the decision.
We use automation and profiling tool, where it is necessary to perform a contract with you and appropriate measures are in place to safeguard your rights.
Where required by law or if processing any particularly sensitive personal data, then we will obtain your explicit written consent and ensure appropriate measures are in place to safeguard your rights prior to using automation and profiling tools.
Occasionally processing your personal data using automation or profiling tools will be justified in the public interest, and in these circumstances we must also put in place appropriate measures to safeguard your rights.
You will not be subject to any decisions about you using automated means unless we explicitly tell you otherwise.
You have a number of rights in connection with the processing of your personal data, subject to certain conditions set out in the GDPR and in local law, including the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it;
Request the correction of the personal data that we hold about you. This enables you to have incomplete or inaccurate data we hold about you corrected;
Request the erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no further legitimate reason for us continuing to process it;
Ask us to stop processing personal data where we are relying on a legitimate interest and where we do not have compelling reasons to override your rights 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 data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it
Request the transfer of personal data that you have provided to us to another party;
Refer any complaints to the Group Data Protection officer to investigate and action via [email protected].
If you are not satisfied that appropriate action has been taken by us then you can lodge a complaint regarding the processing of your data with the local data protection regulatory body. In the UK, this is the Information Commissioner’s Office and please see https://ico.org.uk/concerns/ for how to do this. Please see https://edpb.europa.eu/about-edpb/board/members_en for how to do this within the European Economic Area.