Candidate Agreement & Policy

• Used lawfully, fairly and in a transparent way.
• Collected only for legitimate 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 for as long as is necessary for the purposes we have told you about.
• Kept securely.

• Full name (also known as and maiden name)
• Address
• Date of Birth
• Phone number (home and mobile)
• E-mail address (work and personal)
• NI number
• Qualifications / Professional membership numbers
• Previous employment details
• References
• Driving licence details.

• Job title and hours
• Branch location
• Bank details
• Wages Information
• Copy of your passport
• Copy of a bank statement
• Next of kin details / Emergency contact details (It is your obligation to ensure that your contact knows that their details are being held by Arnold Clark)
• Life Assurance information

• Health information
• Diversity information, such as ethnicity and religion
• Disability information
• Gender identity
• Criminal convictions

• Where we need to perform the contract we have entered into with you;
• Where we need to comply with a legal obligation; or
• Where it is necessary for our legitimate interests (or those of a third party), and your interests and fundamental rights do not override those interests.

• Administering the contract we have entered into with you including checking you are legally entitled to work in the UK, identifying education, training and development requirements;
• Business management and planning, including accounting and auditing; and
• To provide a reference upon request from another employer.

• In limited circumstances, with your explicit written consent (which you are entitled to withdraw at any time);
• Where we need to carry out our legal obligations;
• Where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme; and
• Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.

• We will use information relating to absence which may include sickness absence or family related leave to comply with employment and other laws.
• We will use information relative to health where appropriate in the context of our provision of private medical cover.
• We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
• 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.

• If we sell any business or assets, in which case we may disclose your personal data to the prospective buyer of such business or assets.
• If Arnold Clark or substantially all of our assets are acquired by a third party, in which case personal data held by us about our employees will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect the rights, property, or safety of the Arnold Clark Group, our customers, or others. This includes exchanging information with governmental agencies, such as HMRC and DVLA, trade unions, local councils, and the police or courts.
• We work with various third party providers to help us fulfil our obligations to you as employees. We will only disclose your information as far as is necessary to complete our obligations. Where we have contracts with third party suppliers we will have completed necessary due diligence and security checks and will include contractual obligations to ensure that your data is kept safe once passed to the third party. All third parties only have the right to use your data to complete the prescribed task, and they are not permitted to use your data for any other purpose.
• Before entering into a contract with us, we will carry out a check on you either through Disclosure Scotland or DBS in England, and your personal information will be provided to these organisations in order to complete these checks.

• To only access personal information that you have authority to access and only for authorised purposes.
• To only disclose personal information to individuals (whether inside or outside the organisation) who have appropriate authorisation.
• To keep such personal information secure (for example by complying with rules on access to premises, computer access, including password protection, and secure file storage and destruction).
• Not to make unnecessary copies of personal data and should keep and dispose of any copies securely.
• Not to remove personal information, or any devices which contain or which can be used to access personal information, from our premises without adopting appropriate security measures (such as encryption or password protection) to secure the information and the device.
• Not to store personal information on local drives or on personal devices that are used for work purposes.