As part of any recruitment process at Tchibo Coffee International Ltd, we collect 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 its data protection obligations.
What information do we collect?
Tchibo Coffee International Ltd collects a range of information about you.
● 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; and
● information about your entitlement to work in the UK.
Tchibo Coffee International Ltd may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.
Data will be stored in a range of different places, including on your application record, in HR management
systems and on other IT systems (including email).
Why does Tchibo Coffee International Ltd process personal data?
We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you.
In some cases, we need to process data to ensure that we are complying with legal obligations. For example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.
Tchibo Coffee International Ltd 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 us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
Where Tchibo Coffee International Ltd may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics we will always obtain your explicit consent to those activities. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Tchibo Coffee International Ltd may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time. This data will be stored for one year.
Who has access to data?
Your information may 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.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks. In addition, if applicable to your role, we will also share your data with our DBS (Data Barring Service) provider to obtain details on criminal records.
How does Tchibo Coffee International Ltd protect data?
We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
For how long does Tchibo Coffee International Ltd keep data?
If your application for employment is unsuccessful, the organisation will hold your data on file for one year after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further year (12 months) for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You will be asked when you submit your CV whether you give us consent to hold your details for the full 12 months in order to be considered for other positions or not. If you are unsuccessful after interview, the notes from the interview will be destroyed following feedback to the candidate, the remaining data is stored as detailed above.
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; and
● object to the processing of your data where Tchibo Coffee International Ltd is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the HR Department on firstname.lastname@example.org.
Alternatively you can contact us by writing to us at:
Tchibo Coffee International Ltd
Tchibo House, 7-8 Blenheim Road,
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 (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Tchibo Coffee International during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.
If you would have any questions in relation this document, please contact the HR Department on email@example.com