Meniga (collectively, “the Company", "we," or "us") is a "controller" in relation to your personal data. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). 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 law applicable to the Meniga company the position in which you apply for (in principle, either the EU General Data Protection Regulation or UK General Data Protection Regulation and related legal acts such as employment law).
Please be aware that Meniga's processing of personal data is always subject to local law requirements. To the extent this notice conflicts with local law, local law will apply. For country specific information please go to Appendix 1 at the bottom of this document.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
The kind of information we hold about you
1 Meniga refers to all companies from the Meniga Group, that is (1) Meniga Limited registered in England and Wales (reg, no. 08822710), (2) Meniga Iceland ehf., registered in Iceland (reg. no 571215-0200), (3) Meniga Poland sp. z o. o., registered in Poland (reg. no 0000711422), and (4) Endurgreiðslutilboð ehf. registered in Iceland (reg. no. 621014-0130).
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
Information about criminal convictions and offences if required or allowed under the applicable law and necessary for the role you are applying for.
How is your personal information collected?
We collect personal information about candidates from the following sources:
How we will use information about you
We will use the personal information we collect about you to:
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 where we might want you to take some tests. If we decide to contact 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 carry out a criminal record check (if applicable) 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 certain qualifications for this role and you fail to provide us with relevant details, we will not be able to take your application further.
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 we share your personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application: other entities within the Meniga group, suppliers of job advertisement publishing services and recruitment management systems, suppliers of IT systems and services such as hosting and HR management. 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.
Cross-Border Data Transfers
Where permitted by applicable law, we may transfer the personal data we collect about you to the United States and other jurisdictions that may not be deemed to provide the same level of data protection as your home country, as necessary for the purposes set out in this Privacy Notice. If you are located in the UK or EU/EEA2, we have implemented standard data protection clauses adopted by the EU Commission or other data protection mechanism indicated in Article 46 of the GDPR (or at the very least we rely on another arrangement adopted by the EU commission such as EU Commission’s adequacy decisions) to secure the transfer of your personal data to the United States and other jurisdictions.
Data Security
We have implemented appropriate physical, technical, and organizational security measures designed to secure your personal data against accidental loss and unauthorized access, use, alteration, or disclosure. In addition, we limit access to personal data to those employees, agents, contractors, and other third parties that have a legitimate business need for such access.
Data Retention
We will retain your personal information for a period of six months after the recruitment process ends (but please check Appendix 1 for other country-specific periods). 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 and applicable laws and regulations.
If we wish to retain your personal information on file (or you wish so yourself), on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will ask your explicit consent to retain your personal information for a fixed period on that basis.
Rights of Access, Correction, Erasure, and Objection
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
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 us in writing (including via email).
What we may need from you
We may request specific information from you to help us confirm your identity and your right to access, and to provide you with the personal data that we hold about you or make your requested changes. Applicable law may allow or require us to refuse to provide you with access to some or all of the personal data that we hold about you, or we may have destroyed, erased, or made your personal data anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal data, we will inform you of the reasons why, subject to any legal or regulatory restrictions.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in these circumstances.
Right to Withdraw Consent
Where you have provided your consent to the collection, processing, or transfer of your personal data, you may have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, if applicable, contact us at dpo@meniga.com.
Data Protection Officer
We have appointed Head of Legal to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal data, or would like to request access to your personal data, please contact the Head of Legal and Data Protection Officer at: dpo@meniga.com. If you are unsatisfied with our response to any issues that you raise, you have the right to make a complaint with the data protection authority in your jurisdiction by contacting the data protection authority.
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 updates. We may also notify you in other ways from time to time about the processing of your personal information.
Contact Us
If you have any other questions about our processing of your personal data or would like to make an access or other request, please contact us at: dpo@meniga.com.
APPENDIX 1
COUNTRY SPECIFIC INFORMATION
Poland
The kind of information we hold about you, the purposes we use them for and legal grounds
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
Providing personal data specified in the Labor Code or other provisions of law, necessary in our legitimate interest as well as data necessary to take action at your request before concluding the contract is mandatory to participate in the recruitment process. Providing other information is voluntary.
Data Retention
We will retain your personal information for a period of no longer than three years after the recruitment process ends. 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 and applicable laws and regulations
Candidate Privacy Notice
Version 1.0
Adopted by Meniga on 25th March 2024