Privacy Policy

1.        Scope

This policy applies to Mole Valley Farmers Ltd and its subsidiaries, thereafter referred to as “Mole Valley Group", we", "us" or "our", collect and use personal information about you during and after the recruitment process, your rights, and who we share your data with

 

2.        Responsibilities

The Resourcing Manager and Data Protection Officer / GDPR Owner are responsible for the overview and implementation of this procedure.

 

3.        What Information We Collect  

We collect information you provide during your application, including (but not limited to): 

·        Name, address, email, telephone number 

·        CV and application responses 

·        Equal opportunities monitoring data (special category data) 

·        Right to work documentation 

·        Any other information you choose to provide 

 

4.        Legal Basis for Processing

To assess your suitability for employment and progress your application. 

To verify right to work status.

To ensure recruitment integrity and manage talent pipeline. 

Processed under Article 9(2)(b) for employment obligations or with your explicit consent. 

 

5.        How We Use Your Data

·        To manage your application and communicate with you 

·        To comply with legal requirements 

·        For statistical analysis (anonymised where possible) 

·        To contact you about future vacancies (you may opt out at any time) 

·        For automated screening and shortlisting (with human review available upon request) 

 

6.        Additional Processing

As part of the recruitment process, our Applicant Tracking System (ATS) generates offer letters and employment contracts by securely merging details provided in the offer form completed by the hiring manager. This means the ATS will also store information relating to the terms of employment, in addition to interview notes and other recruitment-related data. These details are processed solely for the purpose of preparing accurate employment documentation and managing onboarding. 

 

7.        Automated Decision-Making 

We use automated tools to assist with screening. You have the right to: 

·        Request human intervention 

·        Express your point of view 

·        Contest automated decisions 

8.        Data Sharing

Your data will be stored in Pinpoint, our recruitment platform provider, acting as a data processor. Their privacy policy can be found [here – insert link]. Data may be shared with: 

·        Internal hiring managers 

 

9.        International Transfers

If data is transferred outside the UK/EU, we ensure appropriate safeguards such as Standard Contractual Clauses. 

10.     Data Retention

We retain your application data for 13 months after the vacancy closes, after which it will be anonymised or securely deleted. 

 

11.     Security

We implement technical and organisational measures to protect your data, including encryption and restricted access. 

12.     Your Rights

You have the right to: 

·        Access, rectify, or erase your data 

·        Withdraw consent at any time 

·        Object to processing 

·        Request data portability 

·        Lodge a complaint with the ICO (www.ico.org.uk) 

 

To exercise your rights, contact dpo@molevalleyfarmers.com. 

 

By submitting your application, you agree to this privacy statement.