Job Applicant Privacy Notice – Sarova Hotels Privacy

Data controller: One or more of The Abbey Limited, The Bull Hotel Limited, Rembrandt Hotel Limited, The Sir Christopher Wren Hotel Limited & Sarova Hotels Limited (“Sarova Hotels”)

As part of our recruitment process, Sarova Hotels collects and processes personal data relating to job applicants. Sarova Hotels is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does Sarova Hotels collect?

Sarova Hotels 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 Sarova Hotels needs to make reasonable adjustments during the recruitment process; and
information about your entitlement to work in the UK.

Sarova Hotels 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 including online tests.

Sarova Hotels may also collect personal data about you from third parties, such as references supplied by former employers or by viewing your professional media profiles.

Why does Sarova Hotels process personal data?

Sarova Hotels needs to process data to take steps at your request prior to considering whether to enter into an employment contract with you. It may also need to process your data to enter into such a contract with you.

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

Sarova Hotels 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 Sarova Hotels, among other matters, to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. Sarova Hotels may also need to process data from job applicants to respond to and defend against legal claims.

Sarova Hotels may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability.

If your application is unsuccessful, Sarova Hotels may keep your personal data on file in case there are future employment opportunities for which you may be suited. Sarova Hotels will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time. However, we may also retain some or all of your data for other reasons where we have a legitimate interest in doing so.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the Human Resources team, interviewers involved in the recruitment process, managers in the department with a vacancy, directors and IT staff.

Sarova Hotels will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Sarova Hotels will then share your data with former employers to obtain references for you.

Sarova Hotels does not transfer your data outside the United Kingdom and European Economic Area.

How does Sarova Hotels protect data?

Sarova Hotels takes the security of your data seriously. It has appropriate 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 or as otherwise required for the proper running of the business.

For how long does Sarova Hotels keep data?

If your application for employment is unsuccessful, Sarova Hotels will hold your data on file for six months after the end of the relevant recruitment process. If you agree to allow Sarova Hotels to keep your personal data on file, Sarova Hotels will hold your data on file for consideration for future employment opportunities unless or until you withdraw your consent.

We will only hold your data for longer than stated in the previous paragraph where Sarova Hotels has a legitimate interest to do so.

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 period for which your data will be held will be as stated in Sarova Hotels’ Employee Privacy Notice which will be made available to you.

Your rights

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

make a “subject access request” which is a request to access and obtain a copy of your data on request;
require Sarova Hotels to change incorrect or incomplete data or where appropriate to erase that data;
exercise your “right to be forgotten” where appropriate;
object to the processing of your data where appropriate; and
exercise your right to complain to the Office of the Information Commissioner.

What if you do not provide personal data?

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

Automated decision-making

Sarova Hotels does not make decisions relating to your potential recruitment based solely on automated decision-making. However, for some senior positions within Sarova Hotels you may be required to complete a behavioural profile and ability test, either in paper format or on-line, the results of which are taken into consideration when making recruitment decisions.

Notes:

- The examples included in this notice should not be taken as restricting the interpretation of the general statement in which they are given.
- The headings in this notice are for convenience only and should not be taken into account in the interpretation of this notice.