The following policy details the personal data we collect from you, the purpose it is collected for and which third parties your details may be passed to. This policy applies to all potential job candidates as well as our employees, temporary or agency workers and self-employed contractors both current and former.
Arnold Clark Automobiles Limited (SC036386) takes the issue of security and data protection very seriously and will strictly adheres to the General Data Protection Regulation (EU) 2016/679 (“GDPR”) which is applicable from the 25th May 2018 and all UK data protection legislation. Arnold Clark Automobiles Limited is notified as a Data Controller with the Office of the Information Commissioner under registration number Z6369745, and we are the data controller of any personal data that you provide to us.
All candidate and employee data is held by Arnold Clark Automobiles Limited regardless of which subsidiary you are employed by. We may disclose your personal information to another member of our group where we have a legitimate business interest to do so, which means – Arnold Clark Finance Limited (SC039597) (Z580926X), Arnold Clark Insurance Services Limited (SC192797) (Z7717844), GTG Training Limited (SC290157) (Z5430075), Harry Fairbairn Limited (SC043023) (Z6051177), Assure Alarms Limited (SC139217) (Z6465740) and Towquest Limited (02299882) (Z5554521).
Any questions relating to this policy and our privacy practices should be sent to firstname.lastname@example.org.
This policy amounts to a privacy notice for the purposes of the GDPR and contains all of the information which we are required to provide to you under data protection legislation
The law says that the personal information we hold about you must be:
We obtain information about you when we employ you. We need this information to carry out the full terms of your application and potential subsequent employment. This section sets out in more detail what information we collect.
During our recruitment process we will collect the following information
If you are unsuccessful in your application then your information will be removed from our system within three months. If you are successful then you will be required to provide Arnold Clark with further information as detailed below.
At the start of your employment we will collect the following information;
Also, if applicable, the following information will be added to your Human Resources file during your employment;
We may also collect the following “special categories” of more sensitive personal information:
We review our data retention periods regularly and will only hold your personal data for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Further information can be found in the Company’s Retention Policy.
If you make a public liability claim then Arnold Clark Insurance Services Limited will have to keep a record of your full name, contact information, DOB, medical information, witness information and 3rd party information. This must be kept for 30 years – in line with regulatory laws.
Finally, we still require to keep a record of your name, date of birth, NI number, and where and when you worked for the Arnold Clark Group, for 25 years.
We will only use your personal information when the law allows us to.
When you are applying for a position with Arnold Clark we will use your details for the application and interview process, if you are unsuccessful then your details will no longer be used. If you are successful your details will be used in the following ways.
Most commonly, we will use your personal information in the following circumstances:
In particular, the situations in which we may process your personal information are as follows:
The “special categories” of particularly sensitive personal information listed above require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
We will use your particularly sensitive personal information in the following ways:
While employee with Arnold Clark we may disclose your personal information to third parties under the following circumstances:
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).Any failure may result in a contract with you being terminated or the taking of disciplinary action.
You may request, at any time, a copy of the personal information the Company holds about you, at no cost. Should you wish to access or update the personal information that we hold, please contact us by sending a written request to The Human Resources Department, 454 Hillington Road, Hillington Park, Glasgow, G52 4FH or HR.Mailbox@arnoldclark.com.
If you wish to have the information the Company holds on you restricted, corrected, transferred or deleted, please request this in writing to The Human Resources Department, 454 Hillington Road, Hillington Park, Glasgow, G52 4FH or HR.Mailbox@arnoldclark.com - as long as your information is not pertinent to the completion of a contract or required for any legal reason it will be removed.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).
If you are concerned that we are not using your information in accordance with the law, or are not satisfied with our response to a request made above, then you can complain to the Information Commissioner’s Office.
The Information Commissioner in Scotland can be reached by the following means;
The Information Commissioner's Office - Scotland
45 Melville Street
0303 123 1115
The Information Commissioner in England can be reached by the following means;
Information Commissioner's Office
0303 123 1113
We store your data on secure servers inside the European Economic Area (EEA).
Once we have received your information, we will use strict procedures and security features to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees and third parties who have a business need to know.
We store your data on secure servers inside the European Economic Area (EEA.
Some of our third party contractors are based outside of the EEA. However, we have strict control over how and why your data can be accessed. All of the processing is necessary for all the functions detailed above. If we transfer your data outside the EEA we will take steps to ensure that appropriate security measures are put in place with the aim that your rights continue to be protected as set out in this policy.
We are required to notify the ICO in the event of the loss or unauthorised access, disclosure or acquisition of the personal information we hold.
As a company we allow our employees to align their social media pages with the company. However, staff may not create their own posts concerning deals and competitions, they may only share posts created by the Arnold Clark social media team.
We offer this functionality in order to generate interest in us, the website and our services among the members of your social networks, and to permit you to share and follow opinions, news and recommendations about us with your friends. However, you should be aware that sharing personal or non-personal information with a social network may result in that information being collected by the social network provider or result in that information being made publicly-available, including through Internet search engines.
Once employed with us you are responsible for helping the Company to keep your personal data up to date. You should let HR.Mailbox@arnoldclark.com know if personal information you have provided to the organisation changes, for example if you move house or change bank details.
You may have access to the personal information of other individuals, customers and clients in the course of your working relationship with us. Where this is the case, we rely on you to help us meet our data protection obligations to staff, customers and clients
In particular, if you have access to the personal information of others, you are required:
Failure to observe these requirements may amount to a disciplinary offence, which will be dealt with under the Company’s disciplinary procedure.
This policy was last updated: 15th May 2018