Prospective Employee Privacy Policy

Prospective Employee Privacy Statement

Last Updated May 2024

1. About this notice

The Purpose of this Privacy Statement is to set out how we lawfully process personal data relating to job applicants.

At Hippo we understand that your privacy and the security of your personal information is extremely important and are transparent about how we collect and use that data for the purposes of applicable data protection obligations.

This notice sets out what we do with your personal information, what we do to keep it secure, from where and how we collect it, as well as your rights in relation to the personal information we hold about you.

2. Who are we?

References to “we”, “us” and “our” in this policy are all references to “Hippo” and our subsidiaries.

Hippo is a “data Controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

3. What information is collected?

Hippo collects the following information about you, including:

• Your name, address, telephone number and email address;
• Details of your qualifications;
• Information about your current remuneration; and
• Information about your entitlement to work in the UK.

4. Why we process personal data?

The information supplied by you will be used for the following:

• Personalise our communications to you
• Make suitable interview arrangements
• Check a successful applicant’s eligibility to work in the UK

Processing data from job applicants allows Hippo to manage the recruitment process, assess and confirm an applicant’s suitability for employment and decide to whom to offer a job.

Hippo may also need to process data from applicants to respond to and defend against legal claims.

5. Who has access to your data?

Your information may be shared internally for the purposes of the recruitment exercise.  This includes members of the HR, recruitment team, interviewers involved in the recruitment process, managers in the business area with the vacancy and IT staff if access to the data is necessary for the performance of their roles.

Hippo will not share your data with third parties, unless your application is successful, and we make you an offer of employment.  Hippo will then share your data with former employers to obtain references for you.

6. How do we protect your data?

Hippo takes security of all data very seriously.  We have internal policies, controls and system restrictions in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and not accessed except by our employees in the proper performance of their duties.

7. How long do we keep your data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process for consideration for future employment opportunities.  At the end of that period your data will be deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment.  The periods for which your data will be held will be provided to you in our Employee Privacy Statement.

8. Your rights

As a data subject, you have a number of rights:

• Right of Subject Access – You can request details of the data we hold about you by submitting an access request to the Compliance team in the ‘Contact us’ section
• Right of Rectification – In the event that your data is incorrect; you have the right to have this rectified by us. In the event that any of your data is incorrect, please contact the Compliance team.
• Right of Objection – You have the right to object to our processing of your data. Please note that where we are required to continue to process your data for reasons such as the defence claims, we shall not be required to cease processing your data.  In the event that you wish to object to processing your data, please contact the Compliance team
• Right of Erasure – You have the right to request that we delete your data provided that; we no longer require your data; or there is no legitimate legal basis for us to process your data; or we have unlawfully processed your data; or the data must be erased in order to comply with the law. If you have grounds to request that we delete your data, please contact the Compliance Team

9. Complaints

If you believe that we have not complied with your data rights, you can complain to the Information Commissioner:

Information Commissioner Office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (https://ico.org.uk).

10. Contact us

If you would like to exercise one of your rights as set out in the “Your rights” or “Automated decision making and profiling” sections above, or you have a question or a complaint about this policy, or the way your personal information is processed, please contact us by one of the following means:

By Post: Compliance, Hippo Motor Group, Trident park, Trident way, Backburn, BB13NU

By Email: Compliance@hippomotorgroup.co.uk

By visiting: Hippo Help Desk – https://www.hippoleasing.co.uk/complaints-procedure

Please include your name, address, and/or email address when you contact us.

11. Record of changes to our Notice