Privacy Policy
Privacy Policy
1. Introduction
1.1. Onecom Limited and its group companies (Onecom, we, us, our) are committed to protecting the privacy and security of your personal data.
1.2. Onecom is a "controller" in relation to your personal data. This means that we are responsible for deciding how we hold and use personal information about you.
1.3. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor).
1.4. It is important that you read and retain this notice so that you are aware of how and why we are using that information and what your rights are under the data protection legislation.
2. Data Protection Principles
We will comply with data protection law and principles, which means that your data will be:
2.1 used lawfully, fairly and in a transparent way;
2.2 collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
2.3relevant to the purposes we have told you about and limited only to those purposes;
2.4 accurate and kept up to date;
2.5 kept only as long as necessary for the purposes we have told you about; and
2.6 kept securely.
3. Personal data we collect
3.1 We will collect, store and use the following categories of personal data about you for the purposes listed below.
| Category | Purpose |
| Contact and other information | Personal contact details such as name, title, addresses, telephone numbers, personal email addresses, date of birth, sex, marital status, nationality, dietary requirements and dependents, next of kin and emergency contact information |
| Criminal Convictions | If you work in certain areas/job roles, we may apply for a criminal record check |
| Education | Details of your qualifications and education received |
| Employment History | Details of previous employers and references |
| Official ID | Your passport, driving licence, birth certificate etc. |
| Recruitment information | Copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process |
| Special Category Personal Data | Including information about your race or ethnicity, religious beliefs, sexual orientation, health data, gender identity, political opinions and trade union membership |
3.2 We collect your personal data from the following sources:
3.2.1 you, the applicant;
3.2.2 recruitment agencies;
3.2.3 background check providers;
3.2.4 credit reference agencies;
3.2.5 the Disclosure and Barring Service in respect of criminal convictions (only for certain roles); and
3.2.6 your named referees.
4 How we will use your personal data
4.1 We will use your personal data primarily to assess your suitability for the role you have applied for and to enable us to comply with our legal obligations. We will also use your personal data to communicate with you about the recruitment process and to keep records related to our hiring processes.
4.2 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 will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
5 Use of special category personal data
5.1 “Special categories” of personal data require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.
5.2 We will use your special category personal data in the following ways.
5.2.1 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.
5.2.2 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.
6 Information about criminal convictions
We will only collect information about criminal convictions during the recruitment process where we are legally able to do so. This will usually be where such processing is necessary in order to determine your fitness for employment and provided we do so in line with our data protection policy.
7 Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
8 Disclosure
8.1 We will not pass on your personal data to third parties unless it is a legal requirement or it is necessary for the purposes of processing your application.
8.2 We require third parties to take appropriate security measures to protect your data in accordance with data protection legislation. We do not allow third party service providers to use your personal data for their own purposes, and only permit them to process your personal data for specified purposes and in accordance with our instructions.
9 Retention period
9.1 In the event we decide not to appoint you to the role, we may retain your personal data for a period of six months after we have communicated our decision to you.
9.2 In the event we appoint you to the role, we shall retain your personal data for such period as detailed in our staff privacy notice.
9.3 We retain your personal information for that period so that we can show, in the event of a legal claim, 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 data.
10 Your rights as a data subject
10.1 Under certain circumstances, you have the following rights:
10.1.1 Right of access – you have the right to request a copy of the information that we hold about you.
10.1.2 Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
10.1.3 Right to be forgotten – you can ask for the data we hold about you to be erased from our records.
10.1.4 Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
10.1.5 Right of portability – you have the right to have the data we hold about you transferred to another organisation.
10.1.6 Right to object – you have the right to object to certain types of processing such as direct marketing.
10.2 If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our data protection officer in writing.
11 Data Protection Officer
11.1 We have appointed a data protection officer to oversee compliance with this privacy notice.
11.2 If you have any questions about this privacy notice or how we handle your personal information, please contact the data protection officer.
11.3 You have the right to make a complaint at any time to the Information Commissioner's Office who is responsible for data protection issues in the UK.
12 Document owner and approval
| Issue | Description of Change | Document Owner | Approval | Issue Date |
| 1 | Initial issue | Data Protection Officer | General Counsel |
