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Deliveroo Candidate Privacy Notice

In this Candidate Privacy Notice (“Notice”), references to “Deliveroo”, “we”, “us” and “our” will mean Roofoods Ltd and the hiring Deliveroo company (as specified in the job description or as the context of the job description provides). Deliveroo and its affiliated companies will be referred to collectively as the “Deliveroo Group”.

This Notice outlines how we, as controllers, collect, use and transfer (collectively “process”) and protect the personal information of individuals interested in careers at Deliveroo or applicants to a job opportunity at Deliveroo.

We may update this notice at any time and the updated version is available on Greenhouse.

1. Contact Details

If you have any queries or requests, you can get in touch by contacting our general customer services team at: support@deliveroo.co.uk.

For requests concerning this Notice or how we handle your information more generally, see the ‘Your rights’ section below.

2. How we collect your information

We collect your information from you when you show interest in us, such as when you:

  1. register a general interest in careers at Deliveroo;
  2. attend a recruitment event at Deliveroo;
  3. apply for a role at Deliveroo;
  4. participate in a recruitment process at Deliveroo; and
  5. enter into an employment contract with Deliveroo.

We may also collect information from third parties, such as recruitment agencies or from recruitment or networking websites or job boards where you have made this information publicly available. To evaluate candidates for specific level positions, we may also obtain information from agencies that undertake reference checks on our behalf and which may contact individuals to provide relevant information on your professional skills and profile. We will inform you prior to such a reference check to ensure that you agree to such a process taking place.

3. Information that we collect about you

As part of our commitment to your privacy, we want to be clear about the types of information we collect.

  1. We collect your information when you register your interest (e.g. signing up for job alerts, during the application and recruitment process), including your:
    1. personal contact details, such as full name, personal email address, phone/mobile/fax number, location (city);
    2. recruitment information, such as application form, job interview notes, video interviews, assessment results, CV, resumes including education, past work experience, interview notes and references from previous employer(s) or, if you are an internal candidate, your previous line managers, your last performance review and any internal transfers or promotions; and
    3. cookie data if you express your interest in Deliveroo careers online, using our sites or our recruitment partner sites, like Greenhouse, and where we have a legal basis to collect it.
  2. We collect your information to identify and authenticate you when you use our or our recruitment partners’ recruitment portal or systems, including:
    1. identification information, such as proof of identity; and
    2. authentication information, username and password for the recruitment portal.
  3. We collect diversity information that you provide to us voluntarily (usually in response to our Voluntary Demographic Survey (“Survey”) because we are always working to make sure our hiring processes are equitable and inclusive and to help inform how we create a more diverse and inclusive workspace, and for no other reason. This information is always treated confidentially. In the UK, we may collect and process information relating to your gender, age, sexual orientation, ethnicity and disability status where you have provided this information voluntarily as part of the Survey.
  4. We collect information we need to enter into an employment contract with you, such as:
    1. date and place of birth, citizenship, passport number and country of issue; national ID numbers (including, for example, UK national insurance number);
    2. ‘right to work’ documents;
    3. data regarding responses to screening questions (where applicable); and
    4. background check information (where applicable).
  5. In certain circumstances, we may need to collect sensitive information. If we collect it from you, we’ll explain the purpose for which we’re collecting it when we ask you for it. For example, we may need health or medical information for health and safety, accessibility and ‘fit for work’ purposes, or information relating to criminal background checks if it’s relevant to the role you have applied for. We do not collect your sensitive personal information unless we are required or permitted to do so by applicable law, or you have, in accordance with applicable law, provided your explicit consent.

We sometimes use aggregated or anonymised data for reporting purposes including, for example, to report on our diversity targets or the type of candidates and volumes of applications made to Deliveroo and related trends.

4. Use of your information and why

We will only process your information if there is a reason for doing so, and if that reason is permitted by law.

  1. Where we have a legitimate interest to do so to:
    1. manage and administer the recruitmenting process, including:
      1. setting up an electronic job applicant HR file;
      2. managing your application;
      3. organising interviews;
      4. assessing and progressing your job application;
      5. making a decision about your suitability for the role; and
      6. contacting you throughout the recruitment and onboarding process;
    2. protect the health and safety of anyone visiting our premises, and safeguard office equipment, facilities and other property, including maintaining and ensuring the security of our IT systems and premises; and
    3. report and improve our processes and to manage our workforce.
  2. Where your job application is successful, we use your information to provide and manage the onboarding process, including to enter into an employment contract with you; and to create your employee record; after which your details will be processed in line with our Employee Privacy Policy and will be used to administer your employment and manage your career at Deliveroo.
  3. When you provide your consent and when you provide information voluntarily or to contact you about other roles, or, where you apply for a specific vacancy and you are unsuccessful, to contact you about future suitable vacancies. You can withdraw your consent at any time (see “Your rights” section below).
  4. Where we need to process your information to comply with the law or for the establishment, exercise or defence of legal claims, such as rules and regulations about health and safety, immigration, record-keeping and reporting obligations, reviewing HR processes, responding to legal processes such as subpoenas and court orders and requests from law enforcement or regulatory bodies pursuing legal rights and remedies, defending litigation and managing any internal complaints or claims, conducting investigations and complying with our internal policies and procedures.

5. Sharing your information

The information we collect about you is transferred to and stored on our servers located within the EU.

  1. Sharing your information internally: We share your information with the Deliveroo Group companies in certain circumstances to consider you for future job openings for example and where lawful to do so, for example with the human resources department or the IT department, both of which may be working for different Deliveroo entities. Whenever we need to share your personal information, we will only do so on a need to know basis and with selected personnel. Deliveroo takes appropriate steps to ensure that such personnel are bound by duties of confidentiality with respect to your personal information.
  2. Third parties service providers:
    1. We use third party service providers (e.g. Greenhouse, or work agencies) which provide technical and support services in connection with the application and recruitment process (such as hosting or “Software as a Service”); and recruitment agencies, test providers and others who help us fill vacancies and assess the suitability of candidates and progress applications. In providing the services, your information will, where applicable, be processed by the service provider on Deliveroo’s behalf. When we share your information with any third party service providers, we ensure that they can provide sufficient guarantees regarding the confidentiality and security of your information. We also will ensure that any third party complies with our data security standards and international transfer restrictions.
    2. In certain circumstances and in accordance with applicable data protection laws, we share and/or are obliged to share your information with third parties to satisfy any applicable law or other legal or regulatory requirement. These parties will act as controllers of your personal information in their own right, and they will be responsible for compliance with applicable data protection laws. These third parties may be the police or other law enforcement bodies, public prosecutors, external advisors (such as legal advisors, accountants), benefits providers, pension trustees and insurers.

6. Data transfers

In some cases the information we collect from you might be processed outside the United Kingdom or the European Economic Area (“EEA”), such as the United States and the countries in which Deliveroo operates. These countries may not have the same protections for your information as your country of residence. However, we are obliged to ensure that your information processed by us and our service providers outside of the UK or the EEA is protected in the same ways as it would be if it was processed within the UK or the EEA. Whenever we transfer your information outside the UK or the EEA we ensure that a similar degree of protection is afforded to it by ensuing at least one of the following safeguards is implemented:

  1. we will only transfer your information to countries that have been deemed to provide an adequate level of protection for personal information; or
  2. we may use specific contracts approved for use in the UK and the EEA, as applicable, which give personal information adequate protection, such as where we use certain service providers.

7. Retention of your information

We retain your information for as long as reasonably necessary to fulfil the purposes for which we collected it for.

If your application for employment is successful and you commence employment with Deliveroo, your personal information will be transferred to your personnel file and will be processed for employment purposes.

If your application for employment is unsuccessful, we will keep your personal information for a period of up to 2 years from notification that your application was unsuccessful for the purposes of: (i) contacting you for future job vacancies that may interest you, but only where we have collected your consent to do so (which you can withdraw at any time in your candidate profile); and (ii) the establishment, exercise or defence of legal claims.

At the end of a retention period, we delete or anonymise your information (so it can no longer be associated with you) and is therefore no longer considered personal information. We use this anonymised information indefinitely without further notice to you, for example for research and statistical purposes.

8. Security

We adopt robust technologies and policies to protect your information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

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

Unfortunately, the transmission of information via the internet is not completely secure. Although we will take steps to protect your information, we cannot guarantee the security of your information transmitted to Deliveroo; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

9. Your rights

Under certain circumstances, you have rights under data protection law in relation to the information we hold about you.

These include:

  • The right to be informed. You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Notice.
  • The right of access. This is also known as a “data subject access request”. You have the right to receive a copy of the information we hold about you and to check that we are processing it lawfully.
  • The right to rectification. You are entitled to have any incomplete or inaccurate information we hold about you corrected, though in some cases we need to verify the accuracy of the new information you provide to us.
  • The right to erasure. This is also known as “the right to be forgotten”. You have the right to request the deletion or removal of certain of the information that we hold about you where there is no good reason for us continuing to process it. This right is not absolute and only applies in certain circumstances, meaning that the law permits us and in some cases obliges us to keep certain information after your request has been processed.
  • The right to restrict processing. You have the right to block or suppress further use of your information in certain circumstances. When processing is restricted, we may still have a lawful reason to hold your information, but we will not use it further.
  • The right to data portability. You have the right to receive your information in a structured, commonly used and machine-readable format which you can transfer to another service provider or other third party.This right is not absolute and only applies in certain circumstances.
  • The right to withdraw consent. Where we rely on consent to use your information, you have the right to withdraw that consent at any time. Withdrawing consent will not, however, make unlawful our use of your information before you withdraw your consent. If you withdraw your consent, we may not be able to process your application or continue with your recruitment process.
  • The right to object to processing. You have the right to object to certain types of processing of your information, including processing for direct marketing purposes and profiling.
  • The right not to be subject to a decision based solely on automated processing of your information. If we use automated processes to make a decision about your application, you can exercise this right by asking for a human review of the decision and the information on which the decision was based.

To exercise any of these rights, please contact our Data Protection Officer in writing at dpo@deliveroo.com.

If you are unhappy with how we have handled your information and you reside in the EEA or the UK you can contact your local data protection authority whose details can be found here. In the UK, this is the ICO. We would, however, really appreciate the chance to deal with your concerns before you approach your local data protection authority and so we please ask that you contact us first.

10. Changes to our privacy notice

We update this Notice from time to time, so remember to check back in every so often, in case anything has changed and, where appropriate, we may notify you of the changes, for example by email or push notification.

This privacy notice was published on: 08/06/2023

Roofoods Ltd, The River Building, 1 Cousin Lane, London, EC4R 3TE, United Kingdom