Legal/For Candidates/

Privacy Notice

What is the purpose of this document?

All companies within Wheely Group are committed to protecting the privacy and security of your personal data.

Wheely Group is made up of different legal entities, details of which can be found at the end of this notice. This privacy statement is issued on behalf of the Wheely Group so when we mention “Wheely”, “we”, “us” or “our” in this privacy statement, we are referring to the relevant company in the Wheely Group responsible for processing your data. Each company is a “data controller”. This means that we are responsible for determining how we hold and use personal information about you.

According to the General Data Protection Regulation (EU 2016/679) (GDPR) we, as data controller, are required to notify you of the information contained in this privacy notice. It makes you aware of how and why your personal data will be used, 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 UK General Data Protection Regulation (UK GDPR).

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.

The kind of information we hold about you

In connection with your application for work with us, we will 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 our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications.
• Any information you provide to us as part of the interview process.
• The information provided by a recruitment agency.
• The information made publicly available on recruitment sites and social media websites (e.g. LinkedIn, Reed, Glassdoor, etc).

We may also collect, store and use the following types of more sensitive personal information:

• Information about your race or ethnicity.
• Information about your health, including any medical condition, health and sickness records.

How is your personal information collected?

We collect personal information about candidates from the following sources:

• You, the candidate.
• Recruitment agencies.
• Recruitment sites and social media platforms.
• Your named referees.

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.
• Comply with legal or regulatory requirements.

It is in our legitimate interests to decide whether to appoint you to the 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 or consultancy 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 may then take up references or carry out any other check before confirming your appointment.

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:

• Any information that you choose to share with us about your disability status will be used to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.
• Any information that you choose to share with us about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, will be used to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions

We may process information about criminal convictions.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

Why might you share my personal information with third parties?

We will only share your personal information with the following third parties for the purposes of processing your application: recruitment agencies, third party suppliers and other entities within the Wheely group. 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.

International data transfers

Wheely is a United Kingdom headquartered company with subsidiaries in France, United Kingdom, United Arab Emirates and Cyprus. In addition, some of our third party service providers are located in these and other jurisdictions. Please therefore note that your personal information may be transferred to, stored, and processed in other countries. If that is the case, we will put in place appropriate safeguards (such as contractual commitments) in accordance with applicable legal requirements to ensure that your data is adequately protected. For more information on the appropriate safeguards in place, please contact us at the details below.

Data security

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. Details of these measures may be obtained from legal@wheely.com.

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.

Data retention

How long will you use my information for?

We implement technical and organisational measures to ensure a level of security appropriate to the risk to the personal information we process. These measures are aimed at ensuring the on-going integrity and confidentiality of personal information. We evaluate these measures on a regular basis to ensure the security of the processing.

We will keep your personal information for as long as we have a relationship with you. Once our relationship with you has come to an end, we will retain your personal information for a period of time that enables us to:

• Maintain business records for analysis and/or audit purposes.
• Comply with record retention requirements under the law.
• Defend or bring any existing or potential legal claims.

We will delete your personal information when it is no longer required for these purposes. If there is any information that we are unable, for technical reasons, to delete entirely from our systems, we will put in place appropriate measures to prevent any further processing or use of the data.

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 legal@wheely.com in writing.

How to contact us?

If you have questions or concerns regarding the way in which your personal information has been used, please contact us using the details provided below.

Email address: legal@wheely.com

We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint in your country.

United Kingdom — Information Commissioner’s Office (https://ico.org.uk/)
France — Commission Nationale de l’Informatique et des Libertés (https://www.cnil.fr)
Cyprus — Office of the Commissioner for Personal Data Protection (https://www.dataprotection.gov.cy)
Dubai, United Arab Emirates — UAE Data Office (https://u.ae/en/about-the-uae/digital-uae/data/data-protection-laws)

Changes to the Policy

You may request a copy of this privacy policy from us using the contact details set out above. We may modify or update this privacy policy from time to time.

If we change this privacy policy, we will notify you of the changes. Where changes to this privacy policy will have a fundamental impact on the nature of the processing or otherwise have a substantial impact on you, we will give you sufficient advance notice so that you have the opportunity to exercise your rights (e.g. to object to the processing).

Wheely Group

For the purpose of this Privacy Notice “Wheely Group” shall mean:
(i) Wheely Ltd, a company registered in England and Wales with registration number 11473477 whose registered address is at the Monastery Barn, Syon Park, London Road, Brentford, TW8 8JF; and
(ii) its subsidiaries, which are subject to change from time to time.