How do we collect data?
We collect and combine personal data from the following sources:
Information you provide to us
You may provide us with personal data by filling in forms on our website, submitting information via a job application, meeting with us, or contacting us via post, telephone, email, chat or other form of communication.
Information we receive from others
If you apply for a job with us, we may receive information from employment agencies, recruiters, referees, or social media. We may sometimes collect additional information from third parties including former employers.
Information we collect
Mailing list subscription
We collect your email address when you submit it to join our mailing list.
When you apply for a job through our website, we collect personal information including your name, contact details, resume/CV, cover letter, educational and employment history, and any additional information you choose to provide.
How we use the information we collect
We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may use the email address provided to send you updates about Hoxton Farms, including newsletters, promotions, and announcements. You can opt out of these communications at any time by using the unsubscribe link in the emails or by contacting us directly.
We may use the personal data that you provide during the recruitment process for evaluating your suitability for current and future employment opportunities, record keeping in relation to recruiting, and improving our recruitment processes. We may also engage third-party service providers, such as applicant tracking system providers, to assist in managing job applications.
We may disclose your personal information if required by law or if we believe that such disclosure is necessary to protect our rights, safety, or the rights and safety of others.
How long we keep your information
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
If you accept an offer of employment with us, any relevant personal data collected during the recruitment process will become part of your personnel records. In other cases, we will enter your information into our talent pool and therefore retain your information on file for a period of 2 years after which we will either delete or anonymise the personal data. During this period, we may contact you to ask if you would like us to retain the information for a further period.
Maintaining a talent pool is useful for both Hoxton Farms and you as a candidate. It allows us to consider you for a role with us for a longer period of time in case there is not a live vacancy when you apply that you would be appropriate for or you are not looking to start with us until a later point (e.g. you are currently completing your studies). If at any point during this time, you want to be removed from the talent pool, please do let us know and we will take action. See below under the ‘How can I find out what personal data you have about me?’ section for details.
With whom do we share your personal data?
We may share your personal data internally. In particular, it may be shared with: our marketing and PR team; human resources employees or managers involved in the recruitment process; or other appropriate persons who we shall make you aware of from time to time.
We may transfer your personal data outside the UK. If we do, you can expect a similar degree of protection in respect of your personal data.
How do we protect personal data?
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. If any data is shared to third parties they will only process your personal data on our instructions and they are subject to a duty of confidentiality.
While we strive to protect your personal information, please note that no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee the absolute security of your information.
Our website and services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you believe that we have inadvertently collected personal information from a child under 16, please contact us to have the information removed.
How can I find out what personal data you have about me?
You have a right to know what personal data we hold about you, a right to rectify it if it’s wrong and a right to delete it. You also have the right to object to processing of your personal data, request the restriction of the processing of your personal data and request the transfer of your personal data to other parties. Should you wish to know what the information is, or manage the information or delete the information, please contact us on the following email addresses: firstname.lastname@example.org if the request relates to information submitted to our mailing list and email@example.com if the request relates to information submitted via a job application. We will respond without delay and within 1 month of the request.
It is important that the information we hold about you is accurate and current. Please keep us informed if your personal data changes during your recruitment process with us.
You may complain to a supervisory body if you are concerned about the way we have processed your personal data. In the UK this is the ICO – www.ico.org.uk. Although you have the right to complain to the ICO, we encourage you to contact us first with a view to letting us help in resolving any queries or questions.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.