Candidate Privacy Policy

STONELINE JOB CANDIDATE PRIVACY NOTICE

Last update: April 2026

  1. What is the purpose of this document?

We are fully committed to protecting your personal data and we recognise our responsibility to keep any information about you safe and secure at all times.

This privacy notice is designed to provide information on how we deal with the privacy of job applicants who apply to Stoneline for a job and the personal data we hold about them during the recruitment process.

It applies to all job applicants, including candidates for permanent, temporary, and contract roles, as well as those engaged through recruitment agencies.

We will collect and process personal data about you and we recognise the need to treat that data in an appropriate and lawful manner, in accordance with applicable privacy laws.

  1. Important Information and Who We Are

Stoneline Construction Materials UK Ltd (referred to as “we”, “us”, “our”) is a “controller” in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. 

The purpose of this notice is to provide you with information regarding the types of personal data that we hold and process about you and why. Processing includes collecting, using, holding, storing, recording and destroying your personal data.

  1. Data protection principles

We will comply with data protection law and principles, which means that your data will be: 

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.
  1. Who is your personal information collected from?

We collect personal information about candidates from the following sources

  • You, the candidate.
  • Your named referees, from whom we collect the following categories of data: confirmation on your name and surname, employer details, job title, length of service and details relevant to your qualifications or professional experience. 
  • Publicly accessible sources, such as professional social networking platforms (e.g., LinkedIn), from which we may collect employment history, professional certifications, educational achievements, other professional skills and qualifications relevant to the role.
  • Pre-employment screening or background check providers, where appropriate, from whom we collect data such as right-to-work verification, and other pre-employment verifications in accordance with legal requirements. Such screenings are conducted exclusively for candidates who have been made an offer of employment and are carried out in strict adherence to applicable legal and regulatory requirements.
  1. The kind of information we hold about you

“Personal data” or “personal information” includes information relating to a living person, who can be identified directly or indirectly by such information (e.g. name, ID number, location data, an online identifier, one or more factors specific to the physical, physiological, genetic, mental, economic or social identity of that person).

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

  • The information you have provided to us in your curriculum vitae and covering letter.
  • The information you have provided on our application form, including name, address, telephone number, personal email address, education history, qualifications, and employment history.
  • Any information you provide to us during the interview process.
  • Information obtained from sources other than yourself previously referred to in this notice.

This may involve us collecting, storing and using the following special categories of personal information:

  • Information about your health, including any medical condition, health and sickness records, but only if relevant to the nature of the role and strictly necessary for compliance with our legal or health and safety obligations (e.g., for roles involving the operation of heavy machinery or the physical handling of natural stone materials in our production or logistics departments).
  1. What do we do with your personal information and on what legal basis?

We use the personal data you provide to us for different reasons. These can be summarised as follows:

  1. To comply with our legal obligations. This includes the following information:
  • eligibility to work in the country you are applying for a position in as required by immigration laws, such as residency and work permit status, nationality, passport and visa documentation;
  • formal identification documentation relating to you to verify your identity;
  • legal claims made by you or against you, in order to comply with the court process and court orders;
  • relevant checks to validate driving licence information if the job role you apply for involves you driving company vehicles; and
  1. To pursue our legitimate interests as a business. This includes the following information:
  • your contact details such as your name, address, telephone number and personal email address which will be used to communicate with you in relation to the recruitment process;
  • your resume / CV and any education history and employment records, professional qualifications and certifications in order for us to consider your suitability for a job vacancy you are applying for;
  • details of the job role you are applying for, any interview notes made by us following an interview with you, in order to assess your suitability for that role;
  • pay and benefit discussions with you to help determine whether a job offer may be made to you;
  • the results of any pre-employment checks carried out;
  • emails, correspondence, your resume / CV, and other communications created, stored or transmitted by you on or to our computer or communications equipment in order to progress the application through the recruitment process;
  • network and information security in order for us to take steps to protect your information against loss, theft or unauthorised access.

Having received your CV and covering letter and the results from the test, 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. If we decide to call 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 before confirming your appointment.

  1. What do we do with your special categories of personal data and on what legal basis?

We process your special categories of personal data for different reasons. These can be summarised as follows:

  1. To enable you and us to perform our respective obligations or exercise our respective rights in respect of employment and social security and social protection law. This includes:
  • health information to assess and/or to comply with our obligations under employment, equal opportunities and health and safety legislation (for example a requirement to make reasonable adjustments to the interview process with you).
  1. To establish, defend or exercise legal claims in an employment tribunal or any other court of law;
  2. For occupational medicine reasons or where we are assessing your working capacity. This includes the following:
  • medical and health information/records (for example, to assess whether any reasonable adjustments are required for you during the recruitment process, carrying out any medical assessment required for your role, pension and any insurance benefits); and
  • sickness absence records, such as statement of fitness to work.
  1. 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 a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

  1. Cookies and similar technologies

Our Website uses cookies and similar technologies (cookies). Some cookies are essential for functionality and security. We also use cookies (including those set by trusted third parties) to help us understand how candidates use our recruitment pages, improve the website, and measure the effectiveness of our recruitment activity. For analytics and optimisation cookies, we provide clear information and an easy way to opt out through our cookie settings. Some cookies, particularly those set by third parties for advertising or tracking purposes, require your consent before we place them on your device. For more information about what cookies are, how we use them, including which third parties may set cookies and their purposes, please see our Cookie Notice. You can change your cookie preferences at any time through our cookie settings.

  1. Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

  1. Data sharing

Why might you share my personal information with third parties?

We may share your personal information internally for the purposes set out above to employees involved in the recruitment process and/or line managers in the business who are involved in the recruitment process for the job role(s) you are applying.

We will only share your personal information with the following third parties for the purposes of processing your application: 

  • Service providers, such as cloud-based storage providers and interview and video conferencing platforms; and
  • Law enforcement agencies, public authorities or other judicial bodies and organisations where required by law or where necessary for the establishment, exercise, or defense of legal claims.

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

All transfers between our group companies are governed by our intra-group data sharing and transfer agreement. For all other transfers between our group companies, we have executed the UK’s International Data Transfer Agreement (IDTA). A copy of the IDTA is available from our data privacy manager.

Whenever we transfer your personal information out of the UK other than between our group companies, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data. 
  • Where we use certain service providers located outside the UK, we use specific contracts approved by the UK which give personal data the same protection it has in the UK. 

If you would like further details on the specific mechanism we use when transferring your personal information out of the UK, contact our Data Privacy Manager.

  1. Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from Data Privacy Manager whose contact details are thomasharwood@stoneline.co.uk

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

  1. Data retention

How long will you use my information for?

We keep your personal data and special categories of personal data for as long as is necessary to fulfil our legal obligations and in accordance with applicable privacy laws.

When you apply for a job which we have advertised, we will keep an electronic file containing information about you which relates to your application for a job with us. Your information will be kept secure and will be used for the purposes of your job application.

  • If you are offered a job and you accept it with us, your personal information will be transferred to our personnel file. When your employment with us ends, we will retain your personal information in accordance with our Data Retention Policy. The retention period varies depending on the role(s) which you have held during your employment with us, and your personal information will be permanently and securely deleted at the end of this retention period.
  • If you are unsuccessful in your application for a job with us, we will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to offer you the role. However, if you have consented to Stoneline retaining your information for the purpose of considering you for future opportunities, Stoneline will retain your data for 12-month period for that purpose.

We may 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 applicable laws and regulations.

  1. Rights of access, rectification, erasure, objection, restriction and data portability 

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as making a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. We will conduct a reasonable and proportionate search for your personal information.
  • Request rectification of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party. 

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 our data privacy manager whose contact details are thomasharwood@stoneline.co.uk

Right to withdraw consent 

Where you have provided your consent for us to retain your personal data for future recruitment opportunities, you have the right to withdraw that consent at any time. To withdraw your consent, please contact the Data Privacy Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your data for future recruitment purposes. However, we may retain certain information where necessary to comply with legal obligations or to establish, exercise or defend legal claims.

  1. Questions or complaints

If you have any questions or concerns about this privacy notice or how we handle your personal information, please contact our data privacy manager who has been appointed to oversee compliance with this privacy notice and whose contact details are thomasharwood@stoneline.co.uk 

When we receive a data protection complaint, we will:

  • Acknowledge receipt no later than 30 days from receiving it.
  • Take appropriate steps to respond without undue delay, which may include making enquiries into the subject matter of the complaint and, where appropriate, keeping you informed about the progress of our handling of the complaint.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) who is responsible for data protection issues. You can visit their website at https://ico.org.uk/make-a-complaint.