
Privacy Notice
Privacy Notice for Job Applicants – ODEON Cinemas Limited
Introduction
This policy covers how we collect, use, store and protect your personal information.
If you are in the UK, “ODEON” means Odeon Cinemas Limited, and this company is the controller. If you are in the Republic of Ireland, “ODEON” means United Cinemas International (Ireland) Limited and this company is the controller.
This Privacy Policy was last updated on 27/11/2024 and is version 1.1.
What information we collect, use, and why?
As part of the recruitment process, we will collect the following information about you:
Personal details: details such as name, title, personal contact details.
Relevant health information: disability or health status information needed to make reasonable adjustments for you as part of the recruitment process.
Equal opportunities monitoring information – It is optional to provide this information. If you do provide it, it will be not shared with the recruiting manager and will be held separate to other information and used solely for equal opportunity monitoring purposes by our People Team.
Documents required under immigration laws: If offered a role you will need to be able to demonstrate that you can legally work in the country for us, such as citizenship and passport documents, details of residency or work permits.
Application information: including details in application letters and CV, work background, education history, professional qualifications and training, language and other relevant skills, any information you provide to us during an interview, and any assessment information as part of the recruitment process.
Background information: needed to complete a background check (including credit checks for specific finance roles) and references.
What is our lawful basis for your using your personal data?
There are a number of reasons why we will need to use your personal data, and the table below sets out the purpose of the data we process, the personal data we collect about you, and our lawful basis for doing so.
(on smaller devices you can swipe left/right to see more of the table below)
Purpose of processing | Personal data processed | Lawful basis |
---|---|---|
Contacting you regarding your application | name, title, personal contact details | Legitimate interests: to be able to recruit suitable applicants |
To enable us to send you updates of future relevant positions at ODEON, for unsuccessful candidates | As above | Consent |
Assessing and determining your suitability for a role. | CV, work background, education history, professional qualifications and training, language and other relevant skills, any information you provide to us during an interview, and any assessment information as part of the recruitment process. | Legitimate interests: to be able to recruit suitable applicants |
Verifying your identity and your right to work in the UK | To demonstrate that you can legally work in the UK and Ireland if we offer you a role | Legal obligation |
Ensuring equal opportunities and conducting monitoring. * We do not share data relating to Equal Opportunities with Recruiting Managers |
Disability, Gender, Ethnicity, Marital Status, Sexual Orientation, Age, Nationality and Religion. | Consent |
Providing reasonable adjustments for disabilities or conditions during the application and interview process. | Disability or health status information | Legal obligation |
Background checks including criminal convictions and offences | Credit checks for specific finance roles, references and details of unspent criminal convictions. | Performance of a contract In addition, we rely on the processing condition at Schedule 1 part 2 paragraph 6(2)(a). |
Ensure the safety of our colleagues, customers and visitors and for the prevention and detection of crime Investigate accidents, addressing incidents (including health and safety, civil or criminal unlawful acts). |
CCTV images (cinemas and head office) for health and safety | Legitimate interests: to protect our colleagues, customers and visitors from harm, and protect our property, assets and reputation from accidental or malicious loss, damage or destruction. |
Who we share it with
We may share your personal data with colleagues involved in the recruitment process (People Team administrators, recruiting managers, and colleagues involved in shortlisting and interviewing panel members).
Where relevant to the application process, we may share personal data with:
- Other members of the ODEON Cinemas Group.
- Service providers (e.g., Job Train, recruitment or employment agencies, referees, testing providers, and recruitment process-related venue providers).
How do you keep my personal information secure?
We use security measures to protect your personal information. These measures include physical and administrative and technical safeguards such as encryption, security certificates and access controls to help protect your personal information.
We look at ways to identify and mitigate potential privacy and security risks and then monitor and test our security systems to help protect your personal information.
How long we will keep your data
We will only keep your personal data for as long as we need to, for the purposes we collected it for, and to meet any legal, accounting, business or reporting requirements. In some circumstances, we may anonymise your personal data, so that it is unidentifiable and continue to use it.
As soon as we no longer need your personal data (which for unsuccessful candidates would usually be 12 months after the date of your application as the system will auto archive after 12 months, unless you request to extend their account).
For unsuccessful candidates with your consent, we may keep your information on record for a further 12 months, from date of application.
What are my personal information rights?
You have the right to do the following in relation to your personal information:
- Access the personal information we hold about you. (Right of Access)
- Request the correction of inaccurate personal information we hold about you. (Right to Rectification)
- Request that we delete your personal information or stop processing it or collecting it. Your request will always be assessed according to the purposes and legal grounds for processing your personal data. In certain instances, we may need to retain your data. If you would like to request the deletion of your data, please contact the Data Protection team. (Right to Erasure)
- Restrict the way that we process your personal information. (Right to Restrict Processing)
- Transfer your personal information to another organisation (Right to Portability).
- You have the right to object to certain types of processing of your personal data. To do so, please contact the Data Protection team using the contact details below. (Right to Object)
Right to complaint to the Information Commissioner’s office (ICO):
You have a right to lodge a complaint with the Information Commissioner’s Office (ICO) if you have any concerns about how your personal data has been processed. For more information, please visit https://ico.org.uk/concerns
If you have any queries concerning your personal information or this Privacy Notice, you can contact our Data Protection Officer using the details below:
UK email: dpo@odeon.co.uk
Ireland email: dpo@odeoncinemas.ie