Applicant privacy policy

This jobs portal is provided by iCims on behalf of Ageas Insurance Limited and Tesco Underwriting Limited for the purposes of managing their online recruitment. Both Ageas and Tesco Underwriting are committed to protecting the privacy and security of your personal information.

This privacy notice explains how we collect and use your personal information as part of the recruitment and on boarding process. We may update it from time to time. If you are offered employment with Ageas or Tesco Underwriting you will be provided with the full Employee Privacy Notice detailing more about how we collect and use personal information as part of (and after) our working relationship with you.

It is important that you read this notice and any other privacy information we (or our third party suppliers) may provide you on any system we (or they) use which collect or process information about you, so you are aware of how and why your personal information is used.

Depending on which company you are applying to, either Ageas or Tesco Underwriting will be the data controllers in relation to your personal information and responsible for deciding how we hold and use your information.

Our Data Protection Officer can be contacted by email or in writing should you have any questions relating to this policy or how Ageas or Tesco Underwriting uses your data.

Ageas
Ageas House, Hampshire Corporate Park, Templars Way, Eastleigh, Hampshire, SO53 3YA,
thedpo@ageas.co.uk

Tesco Underwriting
Q8 Quorum Business Park, Benton Lane, Newcastle upon Tyne, Ne12 8BU
TUdataprotectionofficer@tescobank.com

What personal information do we process about you?
In connection with your application, we may handle any of the following categories of personal information about you (i.e. information which identifies you):

  • General information, including your name, home address, personal email address and telephone number
  • Date of birth
  • Current and expected salary
  • Work experience, education, qualifications and past employers (including references) and interview records
  • Information about any criminal offences/convictions and/or debt information you disclose

We will also handle some other categories of data as part of the recruitment process, including:

  • Any information you provide to us in an interview
  • Identification documentations such as proof of address
  • Right to work
  • Vetting information such as copies of identification documents and details of any debt, County Court Judgments (CCJ), Attachment of Earnings Orders (AEO), debt management arrangements and credit history

If you are offered employment, there are some additional categories of data that will be handled as part of our on boarding process. These are:

  • Marital status and details of dependants
  • Age
  • Next of kin and emergency contact
  • Financial information including your bank account details and National Insurance number
  • Criminal offences/convictions you hold or any driving offences (if not disclosed at application stage)
  • Internal Fraud data gathered from checks against the Cifas database (Tesco Underwriting candidates only)
  • Details of health conditions and disabilities including medical records relating to your health and safety at work
  • Equalities information that you may have provided voluntarily to us such as your gender, religious beliefs, sexuality, ethnicity or nationality

How is your personal data collected?
We collect your personal information through the recruitment process, either from you, a recruitment agency, a job site (where you have agreed that they can make your contact details available to companies like us) or as part of a recruitment process. We also obtain information from third parties including your former employers, our vetting provider, occupational health provider, Disclosure and Barring Service (DBS) and Cifas Internal Fraud database (Tesco Underwriting candidates only).

If you've given us information about someone else, you would have either confirmed that you have the consent of these individuals to share their personal information with us or are comfortable they would reasonably expect you to. You should share this privacy notice with all individuals whose personal information you've shared with us, as it may also apply to them.

Why we need this personal information and what we do with it?
We need to collect and process the types of personal information listed above most commonly for the following reasons:

To take the steps we need to with a view to entering into an employment contract with you, such as:

  • making a decision about your recruitment
  • determining the terms on which you will work for us
  • Where we need to comply with a legal obligation, such as:

    • assessing suitability for employment within a financial services environment
    • checking you are legally entitled to work in the UK
    • ascertaining your fitness or capacity to work and arranging reasonable adjustments
    • complying with health and safety obligations

Where we need to in connection with a legitimate business interest, such as:

  • equal opportunities monitoring
  • carrying out vetting and testing
  • developing a candidate ‘talent pool’ database for future vacancies and contacting previously unsuccessful candidates about these vacancies

Following the completion of the recruitment process if you are successful your data will then be passed to the HR and payroll team.

If you are unsuccessful we may retain your application and personal information in the Ageas ‘talent pool’ database for a period of 6 months and periodically contact you with upcoming vacancies. You can tell us that you don’t want us to contact you in this manner by contacting the recruitment team on recruitment@ageas.co.uk or by clicking the unsubscribe option on any of these emails.

You are also able to register for email job alerts at any time. To opt out of these email job alerts, please click ‘Manage your job search email alerts’ on the dashboard within your profile on this website.

When we process your personal information in these circumstances, we make sure we consider and balance any potential impact on you (both positive and negative) and your rights. You have a right to object to this type of processing, if you wish, for example where you have voluntarily provided equalities data you can ask us not to include this within our equal opportunities monitoring. To object please contact the recruitment team (recruitment@ageas.co.uk).

You may request further information on the reasons for processing your data by contacting the Data Protection Officer at either thedpo@ageas.co.uk (for Ageas) or TUdataprotectionofficer@tescobank.com (for Tesco Underwriting).

How do we use particularly sensitive personal information?
We may process special categories of personal information, in line with our Data Protection and Privacy Policy, where we need to carry out our legal obligations in connection with your potential employment.

For example, where it is needed to assess your working capacity on health grounds, we will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.

Do we review information about criminal convictions and financial status?
We will seek information about criminal convictions or financial irregularities as part of the recruitment process. This will be where such processing is necessary to comply with our regulatory obligations and we will only do so in line with our Data Protection and Privacy Policy.

As a financial services firm subject to strict regulatory rules and requirements, we must ensure we assess your suitability for working at Ageas or Tesco Underwriting. We will use a third party provider to conduct appropriate checks to ensure people with convictions or financial irregularities which may make them unsuitable are not employed. This may include personal and financial vetting, including identity verification, as well as a basic level criminal records check. For full details of our vetting policy please contact the recruitment team (recruitment@ageas.co.uk).

Fraud Prevention
We will use your data to make checks with internal fraud databases.

We will share your data with the “Cifas” fraud prevention service to check your details against the Cifas databases established for the purpose of allowing organisations to record and share data on their fraud cases, other unlawful or dishonest conduct, malpractice, and other seriously improper conduct (“Relevant Conduct”) carried out by their staff and potential staff. “Staff” means an individual engaged as an employee, director, trainee, homeworker, consultant, contractor, temporary or agency worker, or self-employed individual, whether full or part time or for a fixed-term.

The personal data you have provided, we have collected from you, or we have received from third parties will be used to prevent fraud and other relevant conduct and to verify your identity.

Details of the personal information that will be processed include: name, address, date of birth, any maiden or previous name, contact details, document references, National Insurance Number, and nationality. Where relevant, other data including employment details will also be processed.

We process your personal data on the basis that we have a legitimate interest in preventing fraud and other Relevant Conduct, and to verify identity, in order to protect our business and customers and to comply with laws that apply to us. This processing of your personal data is also a requirement of your engagement with us.

Cifas will hold your personal data for up to six years if you are considered to pose a fraud or Relevant Conduct risk.

What this means for you
Should our investigations identify fraud or any other Relevant Conduct by you when applying for or during the course of your engagement with us, your new engagement may be refused or your existing engagement may be terminated or other disciplinary action taken (subject to your rights under your existing contract and under employment law generally).

A record of any fraudulent or other Relevant Conduct by you will be retained by Cifas and may result in others refusing to employ you.

Do we need your consent?
Generally, we do not need your consent to process your data in the manner set out above but you may have consented to receiving job alerts through the jobs portal. Where we do need your consent, such as before taking up references, we will seek this before we use the data for this purpose.

Who do we share your personal information with and why?
Ageas deliver recruitment services on behalf of Tesco Underwriting and your personal information may the therefore be shared with relevant members of the Ageas recruitment team during the recruitment process.

We may share your personal information with third parties (e.g. service providers, group companies etc.) where required by law, or, where it is necessary to administer your application or, where we have another legitimate interest in doing so.

The following activities are carried out by or supported by third-party service providers during the recruitment and on boarding process: recruitment, the sending of text message reminders about interviews, employee vetting and occupational health.

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

If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to assess your application, or we may be prevented from complying with our legal obligations (such as to ensure your health and safety).

Use and storage of your information overseas
We or the third parties service providers we use may transfer, store and process your personal information outside the European Economic Area (EEA). We or our service providers may use cloud based computer systems (i.e. network of remote servers hosted on the internet which process and store your information) to which foreign law enforcement agencies may have the power to require access. We will not transfer your information outside the EEA unless our information regulator has assessed it as a country with adequate data protection laws, or we had taken all reasonable steps to ensure the firm has the necessary privacy and security controls in place to protect your information as if it were in the EEA. Our contracts with these firms will detail the necessary requirements to ensure your information is protected. We will assess these firm’s security arrangements from time to time ensuring that they are only using your information as agreed. Should you wish to obtain further information about the countries your data may be held in and/or safeguards we have in place, please contact the Data Protection Officer whose contact details are outlined above.

Profiling/Automated Decision making
You will not be subject to decisions that will have an impact on you based solely on automated decision-making as part of the application process.

Should you choose to sit a psychometric questionnaire you will be provided with a ‘profile’ that is generated by a software package. No decisions would be taken as a result of a psychometric questionnaire. Should you wish to find out more information, please ask a member of the recruitment team handling your application or by email to recruitment@ageas.co.uk

How do we store your information and for how long?
We will keep your personal information only for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfil our legal and regulatory obligations. To determine these periods we consider the nature of the data, the reason we collected it and our legal obligations. The following retention periods will apply:

  • If you are offered employment your personal information, record of your application, CV and offer details will be retained on your personnel file for the duration of employment plus our standard retention period for leavers. Interview notes and your system profile will be retained for 6 months only. You can update or delete your profile online at any time during these 6 months.
  • If you submit an application and are unsuccessful we: I) will retain a copy of your application, CV, interview notes and tests for a period of 6 months so that we can respond to any queries or claims in relation to the way we conducted the recruitment process; and II) may also retain your personal information in the Ageas ‘talent pool’ database for 6 months from the date we notified you that you were unsuccessful. We will also retain a record of your job application and interview notes/test results so we can contact in the future should a suitable vacancy become available. You can update or delete your profile in this database online at any time during this 6 months and you can request that we don’t make any further contact with you about future vacancies by contacting recruitment@ageas.co.uk or by clicking the unsubscribe option on any of these emails.

For further information about how long we will keep your information, please contact the Data Protection Officer at either thedpo@ageas.co.uk (for Ageas) or TUdataprotectionofficer@tescobank.com (for Tesco Underwriting).

Informing us of changes to your personal information
It is important that you let us know if the personal information we hold about you changes, so we can ensure it is accurate and up to date. This recruitment system is self-service which gives you control to update the information we hold about you in your candidate profile. Alternatively you can contact a member of the recruitment team who can assist you, recruitment@ageas.co.uk

Your Rights
You have a number of rights concerning the personal information we use, these are set out below. Please note that in some cases even when you make a request concerning your personal information, we may not be required, or may not be able, to honour it. If this is the case then we will let you know our reasons.

  • Access – to ask for access to and a copy of your personal information;
  • Correction – ask us to correct your personal information or add to it, if it is incomplete;
  • Deletion – in certain circumstances you can ask us to delete your personal information, unless, for example, there is a minimum statutory period of time for which we have to keep it.
  • Withdrawing consent – where you have given permission to us to keep you up to date with job opportunities which may be of interest, you can withdraw this permission through the system. Where your permission is withdrawn, your previous consent will remain valid in respect of our use of your information prior to the date you withdrew it;
  • Object – to object to any of the processing set out in this notice which we carry out because we consider we have a legitimate business reason for doing so;
  • Restriction – in certain circumstances ask for the processing of your data to be put on hold or blocked;
  • Data portability – to request an electronic copy of some of your information to enable you to the transfer it to another party;
  • To complain – complain to the Information Commissioner’s Office at any time if you object to the way we use your personal information. For more information please go to www.ico.org.uk.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may refuse to deal with your request or charge a reasonable fee if your request for access is clearly unfounded or excessive.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may refuse to deal with your request or charge a reasonable fee if your request for access is clearly unfounded or excessive.

To discuss your rights or make a request, please contact the Data Protection Officer using the details outlined above.