What is the purpose of this document?
The Ambassador Theatre Group Limited ("ATG") is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you.
This Privacy Notice explains how we will use personal information that you provide to us or we collect from you when using our careers website or when you are applying for work with us (whether as an employee, worker or contractor), namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR). It also explains the ways in which we will protect your personal information and sets out your rights in respect of our processing of your personal information.
If you are under the age of 18 it is important that you have your parent’s or guardian’s permission to use our website and to apply for any work or roles. As a parent or guardian, it is important that you understand the terms of this Privacy Notice.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
What personal information we may collect about you
In connection with your application for work with us or when you use or register on our careers website, we will collect, store, and use the following categories of personal information about you:
- The information you provide to us in your curriculum vitae and covering letter.
- The information you provide on our application form or submit to us when you register or use our website, including name, title, address, telephone number, personal or business email address, date of birth, gender, employment history, qualifications and educational history.
- Any information you provide to us during an interview, assessment centres or other form of recruitment process.
- References (both orally and written) and links to your professional profiles available in the public domain, your work performance, your relationships with others, your perceived strengths and areas for development, as well as your general suitability for the role.
- Your right to work, compliance and identity documentation.
- When you visit our offices or venues, these usually have CCTV systems operated for the security of both customers and staff. These systems may record your image during your visit.
We may also collect, store and use the following "special categories" of more sensitive personal information:
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions. Note that this information will be anonymised and not linked to any of your personal identifying information.
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences.
As part of our commitment to equality of opportunity and to monitor compliance with our equal opportunity policy, we may ask you to complete an equality monitoring form. Where you are asked to complete an equality monitoring form, information is provided voluntarily and on an anonymous basis for statistical analysis. It is not stored with your other personal records.
Children and work experience
Young people aged 14+ are able to apply for work experience using this website. If you are under the age of 18, you may only use our website, apply for any work or roles and give us your personal information (e.g. your name and address) if your parent or guardian has given you permission to do so and if you are supervised by a parent or guardian.
We are aware that we must take extra precautions when processing the personal information of children.
Applicants aged under 18 will be required to seek permission from their parent or legal guardian at the point of making an application. If permission is not received or the application is left incomplete the young person’s account and personal information will be deleted. Complete applications with parental permission attached will be kept for the academic year which they relate to and then deleted.
Parents take note! If you have given your child permission to use our websites or apply for any roles or work experience, you are responsible for reading this Privacy Notice and ensuring that you understand how we will make use of your child’s personal information. You will also be responsible for supervising your child’s use of our website.
How is your personal information collected?
We collect personal information about candidates from the following sources:
- You, the candidate. For example, by filling in an application form in person or on our website or by corresponding with us in person, by phone, e-mail, via our website or otherwise. It includes information you provide when you attend our premises, events, interviews, assessment centres or when you report a problem with our website.
- From an agent/third party acting on your behalf. For example a recruitment agency or your own limited company.
- Disclosure and Barring Service in respect of criminal convictions or an equivalent service in a country outside of the United Kingdom where you have resided. We may also utilise other background check services from third party providers.
- Your named referees, from whom we collect the following categories of data: name, title, correspondence postal and email address, telephone number and a description of their connection with you. We may also obtain oral or written information about your previous employment, including but not limited to, your performance, your relationships with others, your perceived strengths and areas for development, as well as your general suitability for the role.
- Through publicly available sources with professional relevance such as professional social media and networking sites (including LinkedIn or a business Facebook or Twitter page you refer us to) or corporate websites.
- When you register or use our website
- When you visit our offices or venues, these usually have CCTV systems operated for the security of both customers and staff. These systems may record your image during your visit.
How we will use information about you
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- To deliver the best possible recruitment experience for you: we have a legitimate interest to do so as this helps make our recruitment experience and processes more relevant to you
- Comply with legal or regulatory requirements.
- To prevent and detect fraud against either you or us: if we discover any criminal activity or alleged criminal activity through our fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. The aim is to protect the individuals we interact with from criminal activities
It is in our legitimate interests to decide whether to appoint you to role since it would be beneficial to our business to appoint someone to that role.
We also need to process your personal information to decide whether to enter into a contract of employment with you.
Having received your CV and covering letter or your application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and in certain instances carry out a criminal record check and other background checks before confirming your appointment.
When you visit our venues, these usually have CCTV systems operated for the security of both customers and staff. These systems may record your image during your visit. To protect our customers, premises, assets, partners and staff from crime, we operate CCTV systems in our venues and offices which record images for security. We do this on the basis of our legitimate business interests. Please note that if we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. The aim is to protect the individuals we interact with from criminal activities.
Technical Information we collect from you
We automatically collect certain limited information about your device and your visits to our websites which may be considered personal information. This information may include types of data such as:
- Device data: The type of device or platform that you use to access our website, such as a computer or mobile device
- Location data: geographical data, e.g. the location or time zone of a device, or an IP address.
- Log data about your visits: Information about your unique visit to our website, such as URLs, your internet service providers, the number and timing of clicks to and from our website, if you have clicked through to our website from a specific link or third party, which events you view, page response times, download errors, length of visit to our website pages, page interaction data (e.g. scrolling, clicks and mouse-overs), email engagement rates and activities and methods to browse away from the page.
We use this information to:
- To administer our websites and for our own troubleshooting, analysis, testing, research and statistical purposes. To allow us to create the best possible experience for you whilst using our website.
- To improve and optimise our websites and the way content is presented. To allow us to create the best possible experience for you whilst using our website.
- To monitor and improve the effectiveness of our job advertisements with third parties or on our other websites. To allow us to ensure we are creating the best recruitment process and that we are able to provide this in line with our diversity and equalities policy.
- Protect our website and your online account. To prevent and detect fraud against either you or us. If we discover any criminal activity or alleged criminal activity through our fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. The aim is to protect the individuals we interact with from criminal activities.
- To allow you to use interactive features of our website. To allow us to create the best possible experience for you whilst using our website.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use your particularly sensitive personal information in the following ways:
- We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.
- We will use anonymised information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your gender or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
Information about criminal convictions
For certain roles, where such information could be relevant to a candidate’s performance of the job, we will ask you to disclose details of criminal convictions or cautions you may have. We may collect information about your criminal convictions history if we would like to progress your application to a further stage or offer you the work or role (conditional on checks and any other conditions, such as references, being satisfactory). For certain roles we are required to carry out criminal records checks. We will provide you with further information at the relevant point in the recruitment process where we believe it is in our legitimate interests or we are legally required to collect this information. This information will then be returned to Human Resources for confidential assessment. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
As part of the application process, there are two questions which are automated and these determine your suitability for the role. The questions are whether you have the right to work in the UK (which is a prerequisite for working at ATG) and whether you are aged 18 or over for age restricted roles. However, the answers to these questions will provide instant feedback to you.
Why might you share my personal information with third parties?
We will not share your personal information with third parties without your consent except to the extent required by applicable laws and regulations, or as set out in this Privacy. 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.
However, we share your data with the following categories of companies as an essential part of our ability to carry out recruitment activities, the website and processing your application:
- Companies within the Group (where necessary to provide our services to you), as sometimes different Group companies can be responsible for different activities;
- Any of our venues or offices or other locations where you may be required to attend an interview or assessment centre;
- Our business partners, suppliers, agents and sub-contractors where necessary to fulfil data processing activities for the purposes listed in this policy on our behalf, for example third parties who provide services to us (e.g. website hosting services or background check providers); or
- Analytics and search engine providers that assist us in the improvement of our websites.
We may also disclose your personal information to third parties if:
- We undergo a change of control or any of our business or assets are sold or transferred (in which case we may disclose your personal information to your potential new employer to enable them to continue the recruitment process with you);
- We are under a duty to disclose or share your information to comply with any legal obligation (for example, a court order); or
- We need to protect our rights, property, the safety of our website users/customers or to help prevent fraud or crime. This may include exchanging personal information with other companies and organisations for the purposes of fraud protection or with governmental and law enforcement authorities.
We have put in place appropriate security 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. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
Account details. You are responsible for keeping the log in details and password in respect of any account you hold with us confidential at all times.
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?
We will retain your personal information for a period of six months after we have communicated to you our decision to not offer you a role. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we do offer you a role and you become an employee at ATG, we will retain your personal information for six years after your appointment ends with ATG.
If you would like us to retain your personal information on file for longer than 6 months on the basis that a further opportunity may arise in future and we may wish to consider you for that, you will be able to opt-in at the point of application, or by updating your details in the candidate portal. We will seek your explicit consent to retain your personal information for one year on that basis, and you will be contacted annually to check whether you wish to allow us to continue to retain your personal information for this purpose.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- 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. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- 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. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact Human Resources in writing at HR@theambassadors.com.
Right to withdraw consent
When you applied for this role, you provided 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 Human Resources at HR@theambassadors.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
Changes to how we protect your privacy
Queries and Information Commissioner’s Office (ICO)
If you have any questions about this privacy notice or how we handle your personal information, please contact Human Resources in writing at HR@theambassadors.com. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.