Blue Motor Finance Limited Recruitment Fair Processing Notice

Introduction

Blue Motor Finance (“Blue” “We”, “Us”, “Our”) have prepared this privacy notice to explain how we use any personal data we collect about you. We are a data controller of the data we collect about any person who applies for any job vacancies in Blue. You are being provided a copy of this privacy notice because you are applying for work with us (whether as an employee or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It also provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).

For the purposes of this notice, Data Protection Legislation means the Data Protection Act 2018 (DPA2018), United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with the aforementioned legislation.

Data Protection principles 

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date
• Kept only as long as necessary for the purposes we have told you about
• Kept securely.

What information we may process about you 

In connection with your application for work with us, we may collect, store, and use the following categories of personal information about you:

• name
• current and former addresses
• email address
• gender
• phone numbers
• date of birth
• marital prefix
• education information
• government ID numbers and document numbers including National Insurance number (NI)
• passport or similar photographic identification
• information including references, job titles, employment history, training records, professional memberships and/or vocational qualifications
• information about you from publicly available social media sites including but not limited to Facebook, X (Twitter), LinkedIn, TikTok and YouTube
• eligibility to work in the UK including nationality
• personal interests
• information surrounding any grievance raised around the recruitment process
• the information you have provided to us in any curriculum vitae and covering letter
• any other information you provide to us during an interview.

We may also collect, store and use the following types of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation, health including any medical condition or disability, physical and mental health and special requirements requested at interview stage.

How your information is collected 

We collect personal information about candidates from the following sources:

• You, the candidate
• Recruitment Agencies
• DVLA

How we will use the information about you 

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the role
• Administering and processing your application
• Make a decision about your recruitment or appointment
• Check you are legally entitled to work in the UK
• Provide reasonable adjustments relating to health or disability during the recruitment process
• Communicate with you about the recruitment process
• Keep records related to our hiring processes
• To reach out regarding alternative job vacancies which you may for suitable for
• Comply with legal or regulatory requirements.

Our legal basis for processing your data 

We will only use your personal information when the law allows us to do so. Most commonly we will use your personal information in accordance with the following conditions for processing:

• Contract (Article 6 (1) (b)) – We process your personal data based on our proposed contractual employment relationship and the necessary steps to enter into such a relationship
• Legal obligation (Article 6 (1) (c)) – We process your personal data based on a law such as conducting right to work in the UK checks on you
• Legitimate interests (Article 6 (1) (f)) – It is in our legitimate interests to decide whether to appoint you to the role since it would be beneficial to our business to appoint someone to that role.

If you fail to provide personal information

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 may not be able to process your application successfully.

How we use particularly sensitive personal information

We will use your particularly sensitive personal information (special category data) 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 in accordance with any governing legislation.

Information about Driving Convictions

If you are applying for a sales role, we may collect information about your driving history with the Driver and Vehicle Licensing Agency (DVLA) to determine whether you have any unspent convictions and whether you have any relevant convictions or points on your license. We are an equal opportunity employer, including the rehabilitation of offenders who can demonstrate their ability to undertake the role. We ensure that applicants who have relevant criminal convictions to declare are treated consistently and equitably and in accordance with the Rehabilitation of Offenders Act 1974. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

Automated Decision-Making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Sharing your data

Why might you share my personal information with third parties?

We will only share your personal information with third parties for the purposes of processing your application. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

With whom will we share your information?

Legal, Governmental, and Regulatory Bodies

We may share your information with legal, governmental, and regulatory bodies to meet our legal and regulatory obligations. These may include the Financial Conduct Authority, the Financial Ombudsman Service, the Information Commissioner’s Office, Her Majesty’s Revenue & Customs, or any other legal, governmental, or regulatory body.

Service Providers

We may share your information with professional advisers (including legal advisers), outsourcing providers (such as IT service providers), financial institutions (such as banks), or with any other type of organisation or person that we use to help us conduct our business and internal administration.

Data Security

We have in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Additionally, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data Retention

How long will you use my information for?

Any unsuccessful job applications and CVs are retained for 1 year after you apply or following your interview. We retain your personal information for that period so we can reach out regarding any alternative job vacancies which we feel you may be suitable for and , in the event of a legal claim we can show, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy and/or applicable laws and regulations.

Your rights

It is important that the personal information we hold about you is accurate and up to date. Please keep us informed if your personal information changes during your working relationship with us.

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a data subject access request). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

If you want to review, verify, correct or request erasure of your personal information, or object to the processing of your personal data please contact the Data Protection Officer by emailing dpo@bluemotorfinance.co.uk

What should you do if you have any questions or complaints?

We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact us at dpo@bluemotorfinance.co.uk

If you have complaints about the recruitment process please contact us at hr@bluemotorfinance.co.uk

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO). You can do this by contacting them on their helpline 0303 123 1113 or by visiting their website at https://ico.org.uk/