Atom Supplies Limited Job Applicants’ Privacy & Data Protection Notice

Atom Supplies Limited t/a Atom Group, Master of Malt, Maverick Drinks and Atom Brands (we, us, our) is committed to protecting and respecting your privacy rights. This policy sets out how we collect and use personal information about our job applicants (you, your) during our recruitment process.  It is important that you are familiar with this policy so that you are aware of how and why we are using your information and your legal rights.

1. DATA PROTECTION PRINCIPLES

Under the law, everybody has rights in relation to how their personal information is handled. In particular, personal data must 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; and

  • kept securely.

We take these rights very seriously and are dedicated to ensuring that we only collect, store and process information in a fair and lawful manner. 

2. INFORMATION WE HOLD ABOUT YOU

We will only collect, store and process personal information which is required for us to assess your suitability for the specific vacancy that you have applied for or for any future roles that we may have that could be of interest to you. Below are the types of personal information which we may collect, store and process about you:

  • general identification information including your first name, last name, address, telephone number, email address and other relevant contact details, date of birth, civil status and photography; 

  • details included in your CV, such as details of your employment and educational history;

  • other information about your current level of remuneration, including benefits and entitlements; 

  • information about your entitlement to work in the UK;

  • health and medical data for the purpose of determining whether or not you have a disability for which we need to make reasonable adjustments for during the recruitment process;

  • details of any unspent convictions that you disclose to us. We will only ask you to disclose unspent convictions if we offer you a trial for the role you have applied for or if we make an offer of employment to you which you accept; 

  • a record of your progress through the hiring process including any interview notes; and

  • information about your access to our systems or any third party systems used by us.

3. HOW YOUR PERSONAL INFORMATION COLLECTED

We will mainly collect personal information directly from you when you submit an application to us for a job vacancy. We will also sometimes collect personal information about you from third parties including employment agencies (such as, in instances, where the employment agency makes an application on your behalf), former employers and any references that you may provide to us as part of your application.

We use third party software to assist us with our recruitment process, which is provided to us by Greenhouse Software, Inc (Greenhouse). Please rest assured that Greenhouse will only process your personal information in accordance with our instructions and solely for the purposes of providing their recruitment services to us.

4. HOW WE WILL USE YOUR INFORMATION

We will only use your personal information in accordance with the law for the purposes listed below. 

  • Recruitment: We have a legitimate interest and your freely given consent upon your submission of a job application to us to process your personal information in order to assess your suitability for the role that you have applied for, to consider your application in respect of other potentially relevant roles and to communicate with you in respect of the recruitment process. We may also process personal information to determine if we need to make any reasonable adjustments for a disability that a job applicant has, where required.

  • Ensuring compliance: We have a legitimate interest to process your personal information in order to comply with our internal policies and with legal and regulatory requirements such as verifying your right to work, record keeping, complying with requests from law enforcement or other public authorities, defending litigation and managing any internal complaints or claims.

5. HOW WE STORE AND SHARE YOUR INFORMATION

We will store your personal data electronically in Greenhouse and in our internal systems including our human resources management systems and our email system. Any physical documents that you submit to us will immediately be destroyed once they have been scanned and stored electronically on our internal systems.

We may share your personal information with our affiliated companies and with service providers that assist us with our recruitment process. We won’t otherwise disclose your personal data unless we have your permission or are required by law to do so.

Below are only some examples of who we might share your personal information with and for what purpose:

  • with companies that provide us with human resources management systems (like Greenhouse or any similar companies which we may use to replace Greenhouse in the future); and

  • with any authorities that we are legally required to share the information with, including, as part of a criminal and tax investigation.

6. SHARING INFORMATION OVERSEAS

We may transfer your personal information to service providers located in countries outside the EEA, only to the extent that it is necessary to fulfill the purposes outlined above. Don’t worry, we will always take appropriate steps to provide an adequate level of protection using the standards set within the EEA as minimum. We won’t work with or use anyone who can’t offer us the assurances we need regarding security of your data. 

7. SECURITY OF DATA

We adopt technical and organisational measures to protect your data as comprehensively as possible. In addition to the commitment of our employees to secrecy and a careful selection and monitoring of our service providers, we also secure our operating environment adequately.

8. DATA RETENTION

We will only retain your personal information for a maximum period of 24 months from the date of your job application, unless you request us to delete your personal information earlier in accordance with your rights detailed in paragraph 10 below. After 24 months, your personal information will be automatically deleted from Greenhouse and manually deleted from our internal systems. If you are successful in your application and you accept an offer of employment with us, how we process, store, and retain your personal information will be in accordance with our employee privacy notice, which will be made available to you prior to the commencement of your employment. 

9. YOUR DUTY TO INFORM US OF CHANGES

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes throughout the recruitment process.

10. YOUR RIGHTS (AND HOW TO EXERCISE THEM)

Any job applicant can make a formal request for information which we hold about them. 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 for a 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 continuing 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 particular situation which makes you want to object to processing on this ground. 

  • 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.

  • Request the transfer of your personal information to another party.

If you would like to make any data-related request and exercise any of your statutory rights, please email our dedicated data request email at data@atomsupplies.com. Your request will be investigated by our Data Protection Officer and a response to your request will be provided in writing within a reasonable period (we will always try to deal with it as soon as possible and certainly within one month, but we will inform you should we need more time to process your request). We have put into place procedures that will deal fairly and promptly with your request. However, if you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Officer.

11. DATA PROTECTION OFFICER

You can contact our Data Protection Officer here. If you have any questions in relation to this document or the processing of your personal data by us, please contact the Legal Department at data@atomsupplies.com or the Data Protection Officer.


12. CHANGES TO THE PRIVACY NOTICE 

We reserve the right to update this privacy notice at any time, and we will provide you with a copy of a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information. This privacy notice was last updated on 2 October 2020.