Food & AgTech Recruitment Privacy Notice

Introduction

This Privacy Notice sets out how Grosvenor obtains, uses and protects your personal information when you apply for a job with us. For the purpose of this Privacy Notice, ‘we’, ‘us’ and ‘our’ refers to the recruiting Grosvenor company (which are listed in the Annex) and ‘you’ refers to you (the job applicant).

This Privacy Notice explains the following:

what personal information we may collect from you;
how we store your personal information;
what we may use your personal information for;
who we may share your personal information with; and
your rights regarding your personal information.

Personal information we may process about you

How do we collect personal information about you?

We collect personal information from the Application that you, or a recruitment agent on your behalf, submit to us. You do not have to provide the personal information we request from you as part of your Application, but it may result in a delay in us processing your Application (or us not being any to process your Application at all) if that personal information is not provided.

If accessing our recruitment site, our recruitment software provider may also set cookies on your device and capture certain device/network information (such as IP address) which our provider believes are necessary for its operation and for which our provider is solely responsible.

What types of personal information may we process about you?

As part of your Application you may provide us with your name, gender, email address, postal address, telephone, mobile numbers, work history, references, professional and education history, remuneration details, and/or CV details, as well as the name, telephone, mobile numbers and/or email address of any referee(s) (which we will only use for the purpose of obtaining a reference).

You may also provide us with personal information when you respond to questions we may ask as part of the wider job application process (for instance as part of any test you carry out prior to or during any interview you attend). This may include interview feedback, passport or identify information and performance on recruitment assessment tests.

We may also collect information as part of the recruitment process from third party background screening companies and social media, where such assessments are considered necessary for the role.

Storing your personal information

Where the personal information is held

We store personal information relating to your job application on our recruitment software system (if you are using it) and in our electronic and paper files. Direct access to this information is generally limited members of the HR recruitment team, the hiring manager(s) relevant to your application and their respective supporting teams. However, see also section 5 for information on how we share your personal information.

Retention of your personal information

The length of time that we hold your personal information on our systems is detailed below.

If you applied via our recruitment software system (Workday): One year after either (a) the date your Workday account was created or (b) the date that you last signed into your Workday account, whichever is the later
If you applied via email: one year after the date of your application
if your job application is successful and you accept the role, your recruitment information may be included as part of company records relating to your employment and retained in accordance with our employee privacy notices and policies.

Why we process your personal information

We process your personal information for the following purposes:

to screen your job application and assess your suitability for the role you have applied for;
to send you an invite to an interview;
to request that you perform a test in connection with your assessment for the role that you have applied for;
for recording internal notes about your interview;
to notify you about the outcome of your interview;
to notify you about alternative roles that we believe you may be suitable for, where you have given us permission to do so;
if your job application is successful and we offer you the role, to prepare you for our job induction process;
complying with any applicable present or future law, rule, regulation, guidance or directive, and c omplying with any applicable industry or professional rules and regulations or any applicable voluntary codes;
complying with demands or requests made by local and foreign regulators, governments and law enforcement authorities, and complying with any subpoena or court process, or in connection with any litigation; and
activities connected with any sale, merger, acquisition, disposal, recognition or similar change of our business

How we share your personal information

We may share your personal information with any of the following recipients as may be necessary or desirable for the purposes described in section 4:

our HR recruitment teams;
our hiring manager(s) for the role that you have applied for;
the interview panel for the role you have applied for;
other persons supporting employment, administrative, management and legal matters in Grosvenor companies in the UK, Europe, Asia and/or America;
third party recruitment agencies managing your application;
third party service providers that assist us with the screening of job applications;
third party service providers that provide our recruitment systems and host information relating to job applications on our behalf;
third parties that provide us with advice or professional services, including insurers, auditors, lawyers, accountants and tax advisors;
local and foreign regulators, governments and law enforcement authorities;
local and foreign courts, tribunals and arbitrators, other judicial committees and enactments of laws; and
persons connected with any sale, merger, acquisition, disposal, reorganisation or similar change to our business (including any potential or actual purchaser or that business and that purchaser’s advisors).

In connection the transfers referred to in a., we may transfer your personal data outside of your country of residence. We will ensure that the transfer is lawful and that there are appropriate safeguards in place to the extent required by law (where applicable, additional regional information is set out in the Annex).

All third parties to whom we transfer personal information relating to you will be under an obligation to protect the confidentiality and security of that personal information.

Your rights regarding the personal information you provide to us

Depending on the job you are applying for and your location, you may have rights concerning your personal information under applicable data protection and privacy laws. These may include:

A right to receive information about our processing of your personal information, such as what is collected, where it is obtained from, what it is used for, whether it is disclosed and to whom.
A right to receive a copy of the personal information we hold on you in a structured, commonly-used and machine-readable format.
A right to correct inaccurate or incomplete personal information we hold on you.
A right to require us to stop or to restrict our processing (including transfer to third parties) of your personal information (particularly where unlawfully used or obtained).
A right to require the erasure of personal information we hold on you once it is no longer necessary in relation to the purposes for which the personal information was collected or is being processed.

If you wish to exercise any of these rights, or if you have a complaint about how we manage your personal information, please contact us using the details in section 7. If you are not satisfied with our response, please note that you may also be able to complain to your local government agency which regulates the protection of personal information (see the Annex).

Contact details

If you have any questions, comments or requests regarding any aspect of this Privacy Notice, please do not hesitate to contact the recruiting Grosvenor company using the details in the Annex or you can contact Grosvenor’s Group Data Protection and Compliance Officer by email at: dataprotectionGGL@grosvenor.com.