This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Eastern Western Motor Group is a 'data controller' and gathers and uses certain information about you. This information is also used by our affiliated entities and group companies, details of which can be found at https://easternwestern.co.uk/ (our 'group companies') and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies.

We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy for Employees, Worker and Consultants.

The table set out in Part A of the Schedule below summarises the information we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.

The table in Part B of the Schedule below summarises the additional information we collect before making a final decision to recruit, ie before making an offer of employment conditional, how and why we do so, how we use it and with whom it may be shared.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

Information will be held on our Recruitment Portal, it will be held at our Head Office and those of our group companies as described above.

We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.

If you are unsuccessful for a particular role your information will be stored for a certain period of time where you will be contacted throughout this period of time to consent to us keeping your information on our database, if you do not advise us you would like us to keep a hold of your information then it will be archived.

If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment. For further information, see Data Protection Policy for Employees, Worker and Consultants.

Please contact our HR Department on 01506 600000 or [email protected] if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask HR Department for some but not all of the information we hold and process to be erased (the 'right to be forgotten') in certain circumstances.

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

We hope that our HR Department can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

Note: Click on the linked heading text to expand or collapse accordion panels.

Part A
Up to and including the shortlisting stage

The information we collect How we collect the information Why we collect the information How we use and may share the information
Your name and contact details (ie address, home and mobile phone numbers, email address, date of birth) From you

Legitimate interest: to carry out a fair recruitment process

Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages

To enable HR personnel or the manager of the relevant department to contact you to progress your application, arrange interviews and inform you of the outcome

To inform the relevant manager or department of your application
Details of your qualifications, experience, employment history (including job titles and interests) From you, in the completed application form and interview notes (if relevant)

Legitimate interest: to carry out a fair recruitment process

Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit

To make an informed recruitment decision

The person making the shortlisting decision will receive pseudonymised or anonymised details only; if you are invited for interview, the interviewer will receive non-anonymised details
Your name, contact details and details of your qualifications, experience, employment history and interests From you, in the completed application form and interview notes (if relevant)

Legitimate interest: to carry out a fair recruitment process

Legitimate interest: if you are unsuccessful in your application, your details may be passed on to an associated company to see if they have any suitable vacancies
To see whether an associated company has any suitable vacancies
Your racial or ethnic origin. From you, in a completed anonymised equal opportunities monitoring form To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment)

To comply with our equal opportunities monitoring obligations and to follow our equality and other policies

Information regarding disabilities From you, in the completed application form

Legitimate interest: to carry out a fair recruitment process

To comply with our legal obligations and for reasons of substantial public interest

To allow us to make reasonable adjustments if required within the interview process we may share with HR personnel

Information regarding your criminal record From you, in your completed application form

To comply with our legal obligations

For reasons of substantial public interest (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector and protecting the public against dishonesty)

To make an informed recruitment decision
To carry out statutory checks
Information shared with DBS and other regulatory authorities as required

For further information, see * below
Details of your referees From your completed application form

Legitimate interest: to carry out a fair recruitment process

In the regulated sector, to comply with our legal obligations to obtain regulatory references

To carry out a fair recruitment process
To comply with legal/regulatory obligations

Information shared with relevant managers, HR personnel and the referee

Part B
Interview and offer process

The information we collect How we collect the information Why we collect the information How we use and may share the information
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 # From your referees (details of whom you will have provided)

Legitimate interest: to make an informed decision to recruit
To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice

To obtain the relevant reference about you
To comply with legal/regulatory obligations

Information shared with relevant managers and HR personnel
Information regarding your academic and professional qualifications # From you, from your education provider, from the relevant professional body Legitimate interest: to verify the qualifications information provided by you To make an informed recruitment decision
Information regarding your criminal record, in criminal records certificates (CRCs), Experian checks and enhanced criminal records certificates (ECRCs) # From you and from the Disclosure and Barring Service (DBS) and Experian

To perform the employment contract
To comply with our legal obligations
Legitimate interest: to verify the criminal records information provided by you

For reasons of substantial public interest (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector and protecting the public against dishonesty)

To make an informed recruitment decision
To carry out statutory checks
Information shared with DBS and other regulatory authorities as required

For further information, see * below
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information # From you and, where necessary, the Home Office

To enter into/perform the employment contract
To comply with our legal obligations

Legitimate interest: to maintain employment records

To carry out right to work checks

Information may be shared with the Home Office
A copy of your driving licence # From you

To enter into/perform the employment contract
To comply with our legal obligations

To comply with the terms of our insurance

To make an informed recruitment decision
To ensure that you have a clean driving licence

Information may be shared with our insurer
Contracts of Employment # From you

To enter into/perform the employment contract

To comply with legal/regulatory obligations

Information shared with HR personnel
Amendments to contract # From you

To enter into/perform the employment contract

Information shared with HR personnel
Confirmation of Start Date Letter # From you

To enter into/perform the employment contract

Information shared with HR personnel


You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked # above to us to enable us to verify your right to work and suitability for the position. Failure to provide this information may result in us being unable to complete your contract of employment.

* Further details on how we handle sensitive personal information and information relating to criminal convictions and offences are set out in our Data Protection Policy for Employees, Worker and Consultants and are available from the HR Department – 01506 600000 or [email protected]

This version of our Privacy Notice is live from 26th April 2018

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Calls may be monitored for quality and training purposes. Eastern Western Motor Group Ltd is authorised and regulated by the Financial Conduct Authority. Our Firm Reference Number is 310505. Registered Office: 8 Westerton Road, East Mains Industrial Estate, Broxburn West Lothian EH52 5AU Registered in Scotland No. 14833 VAT Registration No. 269233051 We work with a number of carefully selected credit providers who may be able to offer you finance for your purchase. We are only able to offer finance products from these providers.

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