SANTIO LTD T/A Domino's Pizza Applicant Privacy Policy

Respecting the privacy rights of our applicants and future employees is very important to us. We are committed to complying with data protection laws whenever we collect, use and store personal information.

As part of the recruitment process, SANTIO LTD collects and processes personal data relating to job applicants. SANTIO LTD is committed to being transparent about how it collects and uses that data in accordance with our data protection obligations.

This privacy notice explains how we collect, store and use personal data about you when you apply for a role at SK Group.

Please read this applicant privacy notice carefully before you apply for a role, as this notice will apply to your application.

Who are we?

SANTIO LTD (“we”, “us” or “our”) of Crabtree Office Village, Egham, TW20 8RY is the data controller of any personal data you provide or which we collect about you as part of our recruitment process.

If you have any questions about how we treat your personal data, please contact GDPR (DOMINOS), SANTIO LTD, PAYROLL DEPARTMENT, KENNICOTT HOUSE, WELL LANE, WEDNESFIELD, WEST MIDLANDS, WV11 1XT or via email to GDPR@dominos.co.uk

What information do we collect and why do we collect it?

To decide whether to shortlist you as an applicant and to contact you in relation to your application, we will need to collect the following information about you up to and including the shortlisting stage of the recruitment process:

your name, address and contact details, including email address and telephone number;
details of the position applied for, associated details and interview notes;
details of your qualifications, skills, experience and employment history (including references, job titles, current level of remuneration, including benefit entitlements);
your curriculum vitae/resume;
details of your referees; and
If applying in northern Ireland- religion and sex where we are obliged to gather this data for the equality commission

We will not be able to process your application without this information.

After the shortlisting stage, we may need to collect the following information about you to allow us to make our final decision as to whether to recruit you:

information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers;
information regarding your academic and (where relevant) professional qualifications;
whether you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;
information about your entitlement to work in the UK and driving license details (to the extent required for the role) such as nationality and immigration status and information from related documents such as your passport or other identification and immigration information and a copy of your driving licence, to comply with our legal obligations;
information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs); and
equal opportunities monitoring information, including information about your gender, ethnic origin, sexual orientation, health and religion or belief.

We 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.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties (if required) only once a job offer to you has been made.

If your application is successful, we will use the information provided above to the extent necessary to complete our onboarding process and to administer your employment.

Why do we process personal data?

We only process your personal data for the purposes of processing your application, and where you are successful, to complete our onboarding process and to administer your employment, and we only do so where the processing can be legally justified under data protection laws.

SANTIO LTD 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 us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

Where we rely on legitimate interests as a reason for processing applicant’s personal data, we have considered whether those interests are overridden by the rights and freedoms of applicants and have concluded that they are not. [For further information, please contact us using the details at the end of this notice.]

If your application is successful, SANTIO LTD will need to process your personal data to enter into an employment contract with you. In some cases, we need to process data to comply with our legal obligations. For example, where we are required to check a successful applicant's eligibility to work in the UK before employment starts.

For some roles, we are obliged to seek information about criminal convictions and offences. Where we seek this information, we do this because it is necessary for us to carry out our obligations and in relation to employment and because the checks we carry out are necessary and proportionate to the role applied for. If we intend to perform a criminal records check, we will inform you in advance and provide you with further information, for example, about the type of offences we need to know about.

We may use special categories of personal data in the following ways:

if SANTIO LTD needs to make reasonable adjustments to the recruitment process for candidates who have a disability or if you are subsequently offered employment with us. This is to carry out our obligations and exercise specific rights in relation to employment; and
where we process information about ethnic origin, sexual orientation, health or religion or belief, this to fulfil legal obligations under equal opportunities regulations.

Who has access to data?

Your personal information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

Your application information will be stored on third party job boards or with recruitment agents for the duration of the recruitment process for the role to which you are applying.

We will not transfer your data outside the European Economic Area.

We will also disclose your personal information to third parties:

if we sell or buy any business assets, in which case we will disclose your personal data to the prospective seller or buyer or such business or assets;
if we or substantially all our assets are acquired by a third party, in which case personal data held by us about our applicants and employees will be one of the transferred assets; and/or
if we are under a duty to disclose or share your personal data to comply with any legal obligation, or in order to enforce or apply our agreements; or to protect the rights, property, or safety of us, our applications, employees, customers and providers.

We will not share your data with third parties (other than those listed above), unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, to create and administer your record on the HR/payroll system and create contracts. We may also share information such as address & identity, education and employment history with employment background checking providers to obtain background and criminal records checks, should the role require it, however you will be notified in advance if this is required. The results of these checks may affect our decision to employ you.

How do we protect your data?

Applicants’ data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

We take the security of your data very seriously. There are 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.

We use the below methods to secure your personal data;

Secure application mechanism (website)
Secure method for transferring applicant personal data (including CV’s) to hiring managers
Secure storage mechanism for interview notes
Secure mechanism for saving and transferring successful applicant data to third party Northgate to create employment contracts.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk.

How long do we keep your data?

We will keep the personal information that we obtain about you when you apply for a role for as long as we need to, to complete our recruitment process. If your application is unsuccessful, we will hold your curriculum vitae/resume on file for no longer than 13 months after the end of the relevant recruitment process, unless you have agreed to us retaining your details so that we can inform you of any suitable vacancies that arise in which case we will retain your curriculum vitae/resume for up to two (2) years. At the end of the relevant period (or once you withdraw your consent) your data will be deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will (where relevant) be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in an employee privacy notice.

Your rights

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

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;
require us to change incorrect or incomplete data we hold about you;
request erasure of your personal information. This enables you to require us to delete your data, for example where the data is no longer necessary for the purposes of processing. 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);
in certain circumstances to request the transfer of your personal information to another party; and
request the restriction of processing of your personal information, for example if you want to establish its accuracy or the reason for processing it.

You also have the right to object to the 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.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights above). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Where we rely on your consent to process your personal data, you have the right to withdraw your consent for that specific processing at any time.

If you would like to exercise any of these rights, or If you would like a copy of the information held on you, please contact us at GDPR@dominosfr.com or write to us at GDPR (DOMINOS), SANTIO LTD, PAYROLL DEPARTMENT, KENNICOTT HOUSE, WELL LANE, WEDNESFIELD, WEST MIDLANDS, WV11 1XT.

If you think any information we have about you is incorrect or incomplete, please write to us or email us and we will correct or update any information as soon as possible.

If you believe we have not complied with your data protection rights, you can complain to the Information Commissioner, but we would welcome the opportunity to try to resolve the issue before you take that step.

Decision making process

Recruitment processes are not based solely on automated decision-making.

How to contact us?

If you have any questions about our Applicant Privacy Policy, please contact us at GDPR@dominosfr.com or alternatively you can write to us at: GDPR (DOMINOS), SANTIO LTD, PAYROLL DEPARTMENT, KENNICOTT HOUSE, WELL LANE, WEDNESFIELD, WEST MIDLANDS, WV11 1XT