Candidate Privacy Policy

At Mon Motors we take your privacy seriously. This privacy notice explains how Mon Motors Group (referred to as “we”, “us” or “our”) collects and uses personal information about individuals who apply to work for us. We comply with the UK’s data protection framework including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This notice applies to candidates who apply for employment with Mon Motors Group. We also maintain a separate Privacy Notice for employees and others who work for us, which is available on our internal systems.

This notice explains:

• where we obtain your personal information from
• what personal information we collect and why
• the lawful bases we rely on for processing
• who we share personal information with
• how long we retain personal information
• your rights under data protection law

Data Controller

This privacy notice is issued on behalf of Mon Motors Limited and other companies within the Mon Motors Group. Information may be shared between companies within the Group where necessary for recruitment purposes. We are not required to appoint a Data Protection Officer under UK GDPR. Queries relating to personal data should be directed to our HR Manager.

Sources of Information

We obtain personal information about you when deciding whether to offer you employment.

Information may come from:

• information you provide directly such as your CV, application form, covering letter or interview responses
• recruitment agencies or consultants acting on your behalf
• online job boards or recruitment platforms
• publicly available professional networking sites such as LinkedIn
• information created during the recruitment process, including interview notes or assessments
• third party providers who carry out screening or background checks where required

What Personal Information We Collect

The personal information we collect during the recruitment process is used solely for recruitment and pre-employment purposes.

This may include:

• your name, address and contact details
• employment history, qualifications and experience
• information contained within your CV or application form
• interview notes and recruitment assessments
• References from previous employers

Depending on the role, we may also collect information required for background or regulatory checks, including:

• driving license information where the role involves driving company or customer vehicles
• criminal record (DBS) checks where appropriate
• financial background checks where relevant to the role
• regulatory checks required under Financial Conduct Authority rules including the
• Senior Managers and Certification Regime (SM&CR)

We may also process certain special category data where you choose to provide it voluntarily, for example diversity monitoring information such as ethnicity, gender or disability. This information is used only for equal opportunities monitoring.

How We Use Your Personal Data

Purpose of Processing	Type of Information	Legal Basis
Assessing your suitability for employment	CV details, employment history, interview notes	Legitimate Interests
Contacting you during the recruitment process	Contact details	Steps prior to entering a contract
Verifying identity and right to work	Identification documents	Legal obligation
Pre-employment background checks	References, DBS checks, driving licence information	Legal obligation / Legitimate Interests
Regulatory compliance where applicable	Financial or regulatory screening	Legal obligation
Equal opportunities monitoring	Diversity information (where voluntarily provided)	Substantial public interest

Prior to an Offer

We will use the contact details you provide to contact you or your recruitment agent to progress your application and assess your suitability for the role you have applied for.

You may also be asked to provide information for equal opportunities monitoring purposes.

Providing this information is voluntary and it will not affect your application.

Following an Offer

If we decide to offer you employment, we may carry out a range of checks depending on the role. These may include verifying your identity, confirming your right to work in the UK, verifying qualifications and obtaining references.

Additional checks may be required to comply with legal or regulatory obligations including driving licence verification, criminal record checks, financial background checks or checks required under FCA regulatory requirements.

Use of Technology and Artificial Intelligence in Recruitment

We may use technology tools, including artificial intelligence (AI) assisted systems, to support elements of the recruitment process such as reviewing applications, identifying relevant experience or assisting with candidate communications.

These tools are used only to support decision making and are not used as the sole basis for recruitment decisions. All hiring decisions are made by appropriate members of our recruitment or management teams.

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 Personal Data

Third parties bound by confidentiality obligations may have access to your personal information during the recruitment process or after we have made you an offer of employment.

This may include:

• recruitment agencies assisting with the recruitment process
• background screening providers carrying out identity or regulatory checks
• suppliers that host or support our recruitment and HR systems
• professional advisers such as lawyers, accountants and auditors

We do not sell, rent or otherwise make personal information commercially available to third parties.

Transfers Outside the UK or EEA

Some of our service providers may process personal data outside the UK or European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place such as UK International Data Transfer Agreements (IDTA) or Standard Contractual Clauses approved by the UK Information Commissioner’s Office. 

Choosing Not to Provide Personal Information

If you choose not to provide certain personal data, we may not be able to progress your application. For example, we cannot employ you unless we are able to verify your identity and right to work in the UK.

How Long We Keep Personal Information

Our policy is not to retain personal information for longer than necessary.

If your application is successful, your information will become part of your employee record and will be retained in accordance with our HR data retention policy.

If your application is unsuccessful, we will normally retain recruitment information for up to 12 months after the recruitment process has ended in order to manage potential queries or legal claims.

Security

We take appropriate technical and organisational measures to safeguard personal information from unauthorised access, loss, misuse or alteration.

Your Data Protection Rights

Under UK data protection law you have rights including:

• the right to access the personal information we hold about you
• the right to correct inaccurate or incomplete information
• the right to request erasure of your personal information in certain circumstances
• the right to restrict processing of your personal data
• the right to object to certain types of processing
• the right to data portability where applicable

If you are unhappy with how your personal data has been used, please contact us in the first instance. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Phone: 03031 231 113
Email: [email protected]
Website: www.ico.org.uk

Changes to this Privacy Notice

We keep this privacy notice under regular review and may update it from time to time to reflect changes in legal requirements or our data processing practices.