About this document
This privacy notice explains what happens with any Personal Data we gather from you in relation to:
We recognise our obligations under data protection legislation and we are committed to keeping your Personal Data safe and secure.
You should read this notice so that you understand what personal data we gather from you, how we will use it, who we share it with, your legal rights and how you can contact us if you have any questions about how we use your personal data. Our aim is to only use and hold your data in the way you’d reasonably expect us to. We reserve the right to amend this privacy notice from time to time. Where possible, we will contact you to tell you about any substantial changes we’ve made.
Who we are
We are Renault Retail Group UK Limited, a company registered in England and Wales under Number 02304689, our registered office is at Head Office, Staples Corner, North Circular Road, Brent Cross, London NW2 1LY. Our registration number with the Information Commissioner’s Office is Z5278464. Renault Retail Group UK Ltd. is authorised and regulated by the Financial Conduct Authority.
If you have any questions regarding this notice or how we process Personal Data gathered through this website, our Data Protection Representative can be contacted at rrg.dataprotection@renault.co.uk. Alternatively, you can write to our Data Protection Representative at the address above.
What data do we gather about you?
In connection with our dealings with you we will gather the following information from you:
How do we collect your data?
We collect data about you from the following sources:
How do we store your data and keep it secure?
We use reasonable and up to date security methods to keep your data secure and to prevent unauthorised or unlawful access to your Personal Data, and against the accidental loss of, or damage to, Personal Data. All information you provide to us is stored on our secure servers and in secure filing systems. Maintaining data security means guaranteeing the confidentiality, integrity and availability (for authorised purposes) of Personal Data.
We have in place policies, procedures and technologies to maintain the security of all Personal Data from the point of collection to the point of destruction including procedures to deal with a security breach. We will ensure your Personal Data is only accessible by those who need to see your data for their specific role. We will only transfer Personal Data to a third party if that third party agrees to comply with those procedures and policies, or if they put in place adequate measures themselves.
How and why we will use your data?
We will usually only process your Personal Data where you have given your consent or where the processing is necessary:
Where we are processing your personal data on the basis of consent, you can withdraw that consent at any time by contacting us at rrg.dataprotection@renault.co.uk. Where we record a call we have with you, we will notify you that we are recording the call during that call.
We use the data we collect about you to help us make better decisions about you and to operate our business effectively and efficiently. This may involve the following activities:
What are our legitimate interests in processing your data?
We consider that in some circumstances, the processing of your personal data is necessary for our legitimate interests, which include:
How we keep your data accurate
We will keep the Personal Data we store about you accurate and up to date. We will take every reasonable step to erase or rectify inaccurate data without delay. Please tell us if your personal details change or if you become aware of any inaccuracies in the Personal Data we hold about you. We will contact you from time to time, in order to check your details are still up-to-date. We will also contact you if we become aware of any event which is likely to result in a change to your Personal Data.
How long will we keep your data?
We will not keep your Personal Data for longer than is necessary for the purpose(s) for which we process it. This means that data will be destroyed or erased from our systems when it is no longer required. For guidance on how long certain data is likely to be kept before being destroyed, contact rrg.dataprotection@renault.co.uk.
What rights do you have in respect of your Personal Data?
You have the right to:
If you wish to exercise any of the rights set out above, you must make the request in writing to rrg.dataprotection@renault.co.uk. Please note some of these rights are restricted in some circumstances.
If you have provided your consent to any of the processing of your Personal Data, you have the right to withdraw your consent to that processing at any time, where relevant. Please contact rrg.dataprotection@renault.co.uk if you wish to do so.
As indicated above, we sometimes process your data on the basis of legitimate interests. You have a right to object to this processing. If you object to us processing your data based on legitimate interests, we must no longer process that Personal Data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or that the processing is required for the establishment, exercise or defence of legal claims.
Who will have access to the data we hold?
Our employees who need to access your data will view or listen to it in order that we can provide services to you. Our employees have been trained in data protection and understand the need to keep your information confidential and secure. We also share your data with our finance companies for the purpose of concluding our business as necessary.
In addition to our employees, we also use service providers who may hold Personal Data on our behalf (for example our finance, insurance, vehicle delivery, or specialist repair partners). We will carry out due diligence on our service providers and make sure we have a contract with them which satisfies the requirements of data protection legislation and ensures they will keep your Personal Data secure. Where we are allowed under data protection law, we will also share your data with companies within our group of companies including Renault UK, Dacia UK, Nissan GB and Alpine Cars UK. We will also share your Personal Data with our authorised dealers where necessary so they can deal with any request or complaint they've made or in respect of service issues. Apart from employees, group companies, authorised dealers and our service providers, we will not disclose your Personal Data to a third party without your consent, unless we are satisfied that they are legally entitled to the data (such as the DVLA in respect of vehicle registrations). Where we disclose your Personal Data to a third party, we will have regard to our obligations under the law.
We may disclose your personal information to third parties:
including to certain third party advertisers (such as Google, Facebook and other social media organisations) who help us to identify audiences similar to our existing customers by serving adverts to those individuals on third party websites. We create profiles of our existing customers (using features such as age, location and current vehicle) which are then anonymised and provided to third party advertisers, who use these anonymised profiles to identify similar individuals to present relevant and targeted adverts of our products and services to. You are entitled to request details of the recipients of your Personal Data or the categories of recipients of your Personal Data.
Transferring your data outside the United Kingdom
We will not transfer your Personal Data outside the UK unless such transfer is compliant with the law. This means that we cannot transfer any of your Personal Data outside the UK unless:
IP addresses and cookies
Cookies provide information regarding the computer used by a visitor. We may use cookies where appropriate to gather information about your computer in order to assist us in improving our website.
We may gather information about your general internet use by using the cookie. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally. It is statistical data. This statistical data does not identify any personal details whatsoever.
Our advertisers may also use cookies, over which we have no control. Such cookies (if used) would be downloaded once you click on advertisements on our website.
There are different categories of cookies. We use Google Analytics cookies which are “analytical” type cookies. We use them to enable us:
You can adjust the settings on your computer to decline any cookies if you wish. This can easily be done by activating the reject cookies setting on your computer. However, if you select this setting you may be unable to access certain parts of our site. For more information on disabling cookies and more information on cookies generally, see www.allaboutcookies.org.
Right to make a complaint
If you have any issues with our processing of your Personal Data and would like to make a complaint, you may contact the Information Commissioner's Office on 0303 123 1113 or at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Scope
This Fair Processing Notice ("Notice") describes how Renault Retail Group UK Ltd collects and uses personal information relating to Renault Retail Group UK Ltd people in the UK and Ireland.
Please note that there may be additional guidance issued in Ireland which may be required to enable compliance with any local law or regulation, if that local guidance is in any respect inconsistent with this document, this document shall only apply to the extent that it is consistent or may be made consistent, with that local guidance from time to time.
Aims
This Notice tells you what personal information Renault Retail Group UK Ltd collects about Renault Retail Group UK Ltd people, why we need it, how we use it and what protections are in place to keep it secure. If you are an external candidate and seek further information, but are unable to use any links referred to in this Notice, please speak with your Recruitment Officer.
Key Terms
"Renault Retail Group UK Ltd" "we" and "us" mean Renault Retail Group UK Ltd.
"Renault Retail Group UK Ltd People" and "you" mean prospective, present and past employees, contractors, and agency staff and people connected to them (such as the person you nominate to contact in an emergency).
"Personal information" means information about you, and from which you could be identified, including information which may be protected under the privacy or data protection laws of the country in which you are employed.
Privacy at Renault Retail Group UK Ltd
It is Renault Retail Group UK Ltd's policy to:
More information about Renault Retail Group UK Ltd's policy to privacy and data protection is outlined in the General Data Protection Regulations Policy available on the company intranet.
What personal information does Renault Retail Group UK Ltd collect from and about you?
We collect and use different types of personal information about you, depending on your circumstances, your role and the law, which may include:
| Type of information | Examples Please note that the examples are illustrative and non-exhaustive |
|---|---|
| Information about you | Name, address, date of birth, nationality, race, gender, and preferred language, details of any disabilities, work restrictions. |
| Information to contact you at work or home | Name, address, telephone number and email addresses |
| Information about who to contact in a case of emergency (yours or ours) | Name, address, telephone number, email addresses and their relationship to you |
| Information to identify you | Photographs, passport and driving licence details, electronic signatures and proof of address |
| Information about your suitability to work for us | References, interview notes, recruitment tests, work visas ID information such as passport details and driving licence information, records / results of pre-employment checks, including DBS check, credit, fraud checks, birth certificate and psychometric tests |
| Information about your skills and experience | CVs, application forms, references, records of qualifications, skills, training and other compliance requirements |
| Information about your terms of employment with Renault Retail Group UK Ltd | Letters of offer and acceptance of employment, your employment contract, bonus schemes, job descriptions, shared parental leave, flexible working requests, training agreements, policy signature sheets and attendance logs |
| Information that we need to pay you | Bank account details, national insurance or social security numbers, P45 / new starter checklist |
| Information that we need to provide you with benefits and other entitlements | Length of service information, health information, leave requests, pension details, staff loans, beneficiary information and various payroll reports |
| Information to allow you to access our buildings and systems | Employee identification number (ARCA), computer or facilities access and authentication information, identification codes, passwords, answers to security questions |
| Information relating to your performance at work | Performance ratings, targets, objectives, records of performance reviews, records and / or notes of 1:1s and other meetings, personal development plans, personal improvement plans, correspondence and reports |
| Information relating to disciplinary or grievance | Interview / meeting notes or recordings, correspondence, CCTV (as applicable) |
| Other employment related processes | Recruitment requests (AO1), salary adjustments (AO2), SAR requests, redundancy data, resignation correspondence, references to third parties, organisation charts, exit interviews, photos, using personal mobile numbers for certain roles to receive leads, leaver form and driving penalty notifications |
| Information relating to your work travel and expenses | Bank account details, passport, driving licence, vehicle registration and insurance details |
Why do we need to collect and use your information?
We need to collect and use your personal information for a number of purposes. These may include:
| Purposes for which we need your personal information | Examples Please note that the examples are illustrative and non-exhaustive |
|---|---|
| Recruitment |
|
| HR, Finance and other Business administration purposes |
|
| Security purposes |
|
| Information Technology administration purposes |
|
| Legal Purposes |
|
If you give us someone else's personal data
Sometimes, you might provide us with another person's personal data – e.g. details of your emergency contact or next of kin. In such cases, we require you to inform the individual what personal data of theirs you are giving to us. You must also give them our contact details and let them know that they should contact us if they have any queries about how we will use their personal data.
How do we protect your personal information?
We have security arrangements in place to guard against unauthorised access, improper use, alteration, destruction and accident loss of your personal information. You are required to help with this by ensuring that your own personal information and that of your colleagues and third parties are kept secure. You should not share your (or anybody else's) personal information unless there is a genuine business reason for doing so.
We make appropriate organisation and technical security measures and have rules and procedures in place to ensure that any personal information we hold on computer systems is not accessed by anyone it shouldn't be. Information about the IT security standards we use to protect your personal information can be found in the IT Security Policy.
Who do we share your personal information with?
We will only share your personal data with third parties where we have an appropriate legal ground under data protection law which permits us to do so. Commonly, this could include situations where we are legally obliged to provide the information (e.g. to HMRC for tax purposes), to comply with our contractual duties (e.g. to providers of your contractual benefits such as occupational pension, health insurance, etc., or where it is necessary in our legitimate interest e.g. to an IT service provider for maintenance of our IT systems.
Consequences of not providing personal data
We only ask you to provide personal data when we have a good reason and there may therefore be consequences if you do not provide particular information to us.
Some of the personal data you provide to us is required by law. For example, if you do not provide your national insurance number, we will not be able to make correct tax/NI deductions on PAYE, and, if you are pregnant, we require a MATB1 in order to pay statutory maternity pay.
We may require you to provide other personal data, where it is necessary for us [or our pensions/benefits providers] to fulfil our contractual obligations to you, or for you to fulfil your contractual obligations to us, or where our use of the data is necessary in our legitimate interests. For example, if you do not provide us with a timesheet, we cannot pay you for the [overtime] hours you have worked / if you do not provide us with your driving licence details we cannot issue you a loan plan or ECOP car, or if you do not provide us with change of address details we cannot accurately communicate with you.
If you choose not to provide us with personal data requested, we will tell you about the particular implications of any such decision at the relevant time.
How long will we keep your personal data?
We will not keep your personal data for longer than we need it for our legitimate purposes.
We take into account the following criteria when determining the appropriate retention period for Employees' personal data:
Given the variety of Employees' personal data that we use and the varying circumstances in which we use it, it is difficult to specify ahead of time precisely how long we will keep particular items of personal data. Where possible, the HR Retention Policy (available on Connect) identifies retention periods applicable to your personal data, which have been determined on the basis of the above criteria and which represent the longest period for which we will ordinarily keep it. We may often keep particular items of your personal data for less time. However, there may also be circumstances in which it is appropriate for us to keep particular items of your personal data for a longer period than that set out in the HR Retention Policy. In particular, we will always keep your personal data for so long as we are required to do so under legal, accounting, reporting or regulatory requirements.
In addition, for some types of personal data, it is more appropriate to decide retention periods on a case by case basis (also using the criteria described above), and this is indicated in the HR Retention Policy where applicable.
We will base these decisions on relevant circumstances, taking into account the criteria listed above.
Your rights
You have a number of legal rights relating to your personal data, which are outlined here:
If you have any questions about the personal information that we hold about you we suggest that you speak to your line manager or HR in the first instance.
If you would like to exercise any of the above rights or if you have any concerns about how your personal data is being used by Renault Retail Group UK Ltd, please contact your HR Coordinator in writing. Note that these rights are not absolute and in some circumstances we may be entitled to refuse some or all of your request.
Note too that you have the right to make a complaint at any time and in the first instance you are encouraged to use the complaints procedure detailed within the Renault Retail Group UK Ltd GDPR Policy. If however we are unable to satisfactorily resolve your complaint you can complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. Details of how to contact the ICO can be found on their website: https://ico.org.uk
Further guidance
Further guidance on this notice can be found in the General Data Protection Regulations Policy.
Notice owner
Rachel Manley
Head of HR
Review
Notice to be reviewed at least annually.
Key Terms
"Renault Retail Group UK Ltd" "we" and "us" mean Renault Retail Group UK Ltd.
"Renault Retail Group UK Ltd People" and "you" mean prospective, present and past employees, contractors, and agency staff and people connected to them (such as the person you nominate to contact in an emergency).
"Personal information" means information about you, and from which you could be identified, including information which may be protected under the privacy or data protection laws of the country in which you are employed.
