Privacy statement
This privacy statement covers the site https://careers.menziesdistribution.com/ (the ‘Site’) and sets out the basis on which any personal data we collect from you or third parties, or that you provide to us, will be processed by us. Please read this privacy statement carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting the Site, and by submitting your personal data, you are accepting and consenting to the practices described in this statement.

The Data Protection Act 1998 governs the processing of personal data. For the purposes of the Data Protection Act 1998, Menzies Distribution Ltd is the Data Controller and we aim to demonstrate our commitment to our users’ privacy, and to establishing trusting relationships based on respect for personal identity and information, by promoting the use of fair information practices.

This statement sets out:

  • Personal data Menzies Distribution Ltd collects.
  • How Menzies Distribution Ltd uses the data it collects.
  • Third parties with whom Menzies Distribution Ltd may share user information collected.
  • How Menzies Distribution Ltd stores the personal data it collects
  • Security procedures that are in place to protect the loss, misuse or alteration of information under Menzies Distribution Ltd's control.
  • Cookies that Menzies Distribution Ltd uses on the Site.
  • How users can contact Menzies Distribution Ltd regarding their personal information.
  • Notification of changes to this statement.

Personal Data Menzies Distribution Ltd Collects
Menzies Distribution Ltd is the sole owner of the information collected on the Site. Menzies Distribution Ltd collects information from our users at several different points on this Site.

We may collect the following personal data (some of which may be sensitive personal data) that you provide to us:

  • Information you provide to us when creating an account on the Site;
  • Information you provide to us when completing and submitting forms on the Site (e.g. your name, address, e-mail address, telephone number(s), date of birth, national insurance number, work history, work references);
  • Information you choose to provide to us on the Site for the purpose of our equality and diversity monitoring, including your age, gender, ethnic origin, religion and sexual orientation;
  • Information you provide to us when contacting us by email, post or telephone;
  • Information you provide to us during an interview;
  • Information you provide to us when registering for the Job Alert service (e.g. your name, address, e-mail address, telephone number(s), date of birth, national insurance number, work history, work references and vacancy criteria you select);
  • Information you (or Disclosure Scotland) provide to us following completion of the Criminal Disclosure Scotland exercise.
  • Information you may provide to us as to any reasonable adjustment that you may require or which may assist you in any aspect of the recruitment process.
We may collect the following information about you:
  • Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
  • Information regarding the online assessments you conduct during the application process;
  • Information about job vacancies that you have been selected for interview, job vacancies which you have been unsuccessful in applying for and job vacancies that you have been successful in applying for (including any internal discussions, processes, decisions or reasons why you have been selected, unsuccessful or successful);
  • Information about dates, times and locations of job interviews, details of those job interviews;
  • Information that we collect as a result of the use of cookies. For more details on that, please see below.
We may collect information from those third party referees that you provide to us as part of your application process. We may also collect information from third party reference agencies.

How Menzies Distribution Ltd uses the data we collect
We use the personal data that we collect to:

  • Operate the site and pre-populate information which you have already provided into future job applications;
  • Process job applications for which you apply;
  • Contact you regarding the job application process, including to notify you if you have been selected for interview and whether you have been successful or unsuccessful in your application
  • Consider you and your eligibility for the vacancies for which you have applied;
  • Notify you, through the Job Alert service of any vacancies which match the criteria you have selected;
  • Contact the third party referees that you provided to us as part of the job application process;
  • Retain your information internally for future reference (e.g. in case of legal action) and / or to process future job vacancies that match the criteria you selected;
  • Notify of any changes to this website, (e.g. the way in which applications are submitted or processed);
  • Administer the Site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purpose;
  • Improve our site to ensure that content is presented in the most effective manner for you and for your computer;
  • Allow you to participate in interactive features of our service, when you choose to do so;
  • Keep our site safe and secure.

How Menzies Distribution Ltd uses the sensitive personal data we collect
We use the sensitive personal data that you choose to provide to us only to monitor and measure our equality and diversity as an employer (or otherwise as is necessary for the purpose of carrying out criminal record checks or to ensure we comply with any legal obligations (including the duty to make reasonable adjustments under the Equality Act 2010). We do not share this information with a third party (other than the third party who hosts the Site, (eArcu Limited).

Third parties with whom Menzies Distribution Ltd may share personal data collected.
We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our employees and prospective employees will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions of service and other agreements; or to protect our rights, property, or safety, our customers, employees or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
  • To contact referees you have notified us of, or third party reference agencies, as part of the job application process.

How Menzies Distribution Ltd Stores the Personal Data It Collects
At the moment the data we collect from you is stored in the UK, but this may change as our business changes. The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ('EEA'). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data to us or permitting us to obtain your personal data, you agree to this transferring, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy statement.

Security procedures that are in place to protect the loss, misuse or alteration of information under Menzies Distribution Ltd's control.
This Site takes every precaution to protect our users’ information. When users submit sensitive information via the Site, their information is protected both on-line and off-line. We take reasonable steps to protect user information off-line. All of our users’ information is restricted in our offices. Only employees who need the information to perform a specific job (for example, our web administrator, recruiter, HR administrator or Hiring Manager) are granted access to personally identifiable information. The servers that store personally identifiable information are in a secure environment, in a locked facility.

All information you provide to us is stored on our secure servers. We ask you not to share any passwords that we may give you with anyone.

Unfortunately, the transmission of information via the internet is not completely secure and so we cannot guarantee the safety and security of data that is sent to us by e-mail. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

If users have any questions about the security at our Site, users can use our email contact facility to contact the web administrator.

Cookies that Menzies Distribution Ltd uses on the Site
We store information that we collect through cookies and log files to create a profile of our users. A profile is stored information that we keep on individual users which details their viewing preferences. Consequently, collected information is tied to the user’s personally identifiable information to provide offers and improve the content of the Site for the user. This profile is used to tailor a user’s visit to our Site and to send pertinent information to them. We do not share your profile with third parties.

What are cookies and what do cookies do?
Cookies are a small file placed on your computer or in your browser memory when you visit a website. Cookies help make interactions between users and websites faster and easier. Cookies do not store any personal or confidential information about you. Cookies to help us understand how our visitors use our Site, for example the pages users visit and the links they click on. This helps us make improvements and understand what visitors to our Site are interested in.

Are Cookies safe and why should I allow them?
Yes cookies are safe. They are small text files. They cannot look into your computer or read any personal information or other material on your hard drive. They cannot carry viruses or install anything harmful on your computer.
Allowing cookies ensures your experience on our Site is not hindered and the Site works properly.

How to turn off Cookies
To find out how to turn cookies on and off in your browser select from the following:

Chrome http://support.google.com/chrome/bin/answer.py?hl=en&answer=95647
Firefox http://support.mozilla.org/en-US/kb/Enabling%20and%20disabling%20cookies
Safari http://support.apple.com/kb/HT1677
Internet Explorer http://windows.microsoft.com/en-US/windows7/Block-enable-or-allow-cookies

Log Files
Like most standard web-site servers, we use log files. This includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks to analyse trends, administer the Site, track user’s movement in the aggregate, and gather broad demographic information for aggregate use. IP addresses, etc. are not linked to personally identifiable information.

This Site may contain links to other web-sites. Please be aware that we, Menzies Distribution Ltd are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our Site and to read the privacy statements of each and every web-site that collects personally identifiable information. This privacy statement applies solely to information collected by this Site.

How users can contact Menzies Distribution Ltd regarding their personal information
The Data Protection Act 1998 gives you the right to access information held about you. Your right of access can be exercised in accordance with the Data Protection Act 1998. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Notification of Changes
If we decide to change our privacy statement, we will post those changes to this privacy statement and other places we deem appropriate so our users are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We will use information in accordance with the privacy statement under which the information was collected.

If, however, we are going to use user’s personally identifiable information in a manner different from that stated at the time of collection we will notify users via email. Users will have a choice as to whether or not we use their information in this different manner. However, if users have opted out of all communication with the Site, or deleted/deactivated their account, then they will not be contacted, nor will their personal information be used in this new manner. In addition, if we make any material changes in our privacy practices that do not affect user information already stored in our database, we will post a prominent notice on our Site notifying users of the change. In some cases where we post a notice we will also email users, who have opted to receive communications from us, notifying them of the changes in our privacy practices.

Questions, comments and requests regarding this statement are welcomed and should be addressed to Recruitment1@menziesdistribution.com