EMEA CANDIDATE PRIVACY NOTICE

 

CANDIDATE PRIVACY NOTICE 

Hyster-Yale Materials Handling Inc., together with its subsidiaries and affiliates (“Hyster-Yale”, “we”, “the Company” or “us”), will collect and process personal data provided in your application. We are committed to protecting the privacy and security of your personal data.

This EMEA Candidate Privacy Notice (“Policy”) describes how we handle Personal Information that we hold about Candidates (collectively referred to as “you”) and how we meet our data protection obligations.

Hyster-Yale Data Controllers

Data controllers are responsible for deciding how they hold and use personal information about you.

The Hyster-Yale Group data controller that is responsible for your personal data will be the entity that you are applying to.

Hyster-Yale Group is made up of different legal entities. This privacy policy is issued on behalf of the Group so when we mention” Hyster-Yale”, “we”, “us” or “our” in this privacy policy, we are referring to the relevant company in the Hyster-Yale Group responsible for processing your data.

Please note in certain countries in which Candidates apply for roles, there may be additional guidance required to enable compliance with local law or regulations. This Policy will only apply to the extent that it is consistent, or can be made consistent, with that local guidance from time to time.

The kind of information we hold about you

In connection with your application for work with us, we may collect, store, and use the following categories of personal information about you:

  • The information you have provided to us in your curriculum vitae and covering letter.
  • The information you have provided on an application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications.
  • Any information you provide to us during an interview which may include information about your current level of remuneration, including benefit entitlements.
  • Contact data (including name, home address, email address and telephone numbers).
  • Information about your entitlement to work in the UK if this information has been provided during the interview and selection process (i.e. citizenship, nationality and immigration data)
  • CCTV footage, if you have attended the Company’s premises for an interview.
  • Results from psychometric testing completed prior to your interview.
  • Should your application be successful, data obtained from third parties:
    – Recruitment agencies.
    – Background screening provider.
    – Credit reference agency.
    – Disclosure and Barring Service in respect of criminal convictions. We carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.
    – Your named referees.

In some circumstances, we may need to collect, or request on a voluntary disclosure basis, some Sensitive Personal Information for legitimate employment-related purposes. Sensitive Personal Data will be handled with exceptional care and on a need to know basis. We may collect, store and use the following types of more Sensitive Personal Information:

  • Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
  • Information about your health, including any medical condition, health and sickness records.
  • Whether or not you have a disability for which the Company needs to make reasonable adjustments during the recruitment process.

How will the Company collect this personal data?

The Company collects this information in a variety of ways; from correspondence with you and/or the Recruitment Agency, from information contained in your application form, CV and any cover letter; or collected through interviews, meetings or other forms of assessment, including online tests and any other information provided directly by you.

Internet searches may be used to the Company as part of due diligence processes on candidates in the course of recruitment and selection. Social media platforms which include Facebook, Twitter, Linked In and Instagram may be viewed for these purposes.

The Company will seek information from third parties only once a job offer has been made to you and will inform you that it is doing so.

The law on data protection sets out different reasons for which a company may collect and process your personal data, here are Hyster-Yale’s:

We only collect your information where we have a lawful reason to, including where such use is:

  • necessary for compliance with a legal obligation to which Hyster-Yale is subject (for example, in the field of employment).
  • necessary for a specific purpose where you provide your consent to the processing of your Personal Information (for example, psychometric testing). To withdraw your consent, please contact your local HR representative.
  • necessary for Hyster-Yale’s legitimate interests and these are not overridden by your interests or fundamental rights and freedoms. For example, Hyster-Yale uses legitimate interest to recruit and to adequately source our organization.

The Company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. It also allows the Company to manage an effective recruitment process, assess and confirm a candidate’s suitability for employment and decide who to offer a job to. If you are successful, the Company will also need to process your personal data in order to decide the terms on which it will enter an employment contract with you. The Company may also need to process data from job applicants to respond to, defend against and deal with legal disputes.

How we will use information about you

The Company will not use your data for any purpose other than the recruitment exercise for which you have applied. We will use the personal information we collect about you to:

  • Assess your skills, qualifications, and suitability for the role.
  • Communicate with you about the recruitment process.
  • Keep records related to our hiring processes.
  • Comply with legal or regulatory requirements.
  • Carry out background, credit and reference checks, where applicable.
  • Carry out criminal records check.

How we use particularly sensitive personal information

The Company will process Sensitive Personal Information in the following circumstances;

  • Where we need to carry out our legal obligations.
  • In limited circumstances where it is needed in relation to legal claims.
  • To ensure your health and safety and/or to provide appropriate adjustments during the application/interview process.
  • To ensure meaningful equal opportunity monitoring and reporting. You are entirely free to decide whether or not to provide such data.

Automated decision-making

Hyster-Yale may use automated decision making as part of background checks and psychometric assessment. You can obtain further details of this by contacting the recruiter and/or the local HR representative.

Data sharing

Your information may be shared internally for the purposes of the recruitment exercise. This includes interviewers and others involved in managing the recruitment process including hiring managers.

The Company will then share your data with third parties in order to obtain references from former employers, obtain background checks from third party providers, to provide information required by a regulator or to otherwise comply with the law where we have a legitimate interest in doing so. We may also share your data with entities in the HY group where it is necessary to do so for our legitimate interest.

We will also obtain assurances from these third parties that they will safeguard your Personal Information in accordance with this Policy and any other applicable local laws.

We may share your Personal Information where required by law.

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data transfers

Hyster-Yale operates at a global level, we may need to transfer Personal Information to countries other than the ones in which the information was originally collected (e.g., to enable recruitment management at a global level). Where Hyster-Yale must transfer Personal Information to such  countries, we will take appropriate steps to apply the same level of protection to the Personal Information being transferred as is described in the Policy, in accordance with applicable local law.

Data security

The Company takes the security of your data seriously. We have put in place appropriate security, technical and organisational measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know.

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

How long will you use my information for?

Should your application be unsuccessful, we will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to role.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

In the event that your application is successful, personal data will be retained in accordance with our Record Retention Schedule and applicable laws and regulations.

Your rights in connection with personal information

Subject to the relevant legislative provisions, you have the following rights:

  • Request access to your personal information (commonly known as a “data subject access
    request”).
  • Request correction of the personal information that we hold about you.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information.
  • Request the transfer of your personal information to another party.

How can you exercise those rights?
To exercise these rights, please contact your local HR representative, or contact us using the contact details set out below.

Right to withdraw consent

When you apply for a Hyster-Yale role, you provide consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact your local HR representative, or at the contact details set out below.

Who to Contact
For any questions in relation to this Policy, Candidates should contact their local HR representative, or email privacypolicy@hyster-yale.com. Or if you are located in the EU or UK, you can also contact:

Data Protection Compliance Executive
Centennial House
4.5 Business Park
Frimley
England, GU16 7SG

This policy is owned and controlled by EMEA Human Resources.

Last updated: August 2020
Date of next review: August 2021