This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. It applies to you because you are applying for work with us whether as an employee, worker or contractor.
The Automobile Association Developments Limited of Fanum House, Basing View, Basingstoke, Hampshire, RG21 4EA is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you.
For successful candidates the AA company entity which will be the employer is named in employment contract information.
This privacy notice applies to personal information processed by or on behalf of The AA Group.
The AA Group of companies means AA PLC, together with any entity in which AA PLC directly or indirectly has at least a 50% shareholding.
We have a dedicated data protection officer (“DPO”). You can contact the DPO using the details below or by writing to the above address, marking it for the attention of the DPO or going to Contact Us at the aa.com.
Changes to this privacy notice
We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices.
The kind of information we hold about you
Personal information that we’ll process in connection with your application for recruitment if relevant, includes:
- Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses;
- Date of birth;
- Your nationality;
- Your residency and/or citizenship status, if relevant, such as your nationality, your length of residency in the UK and/or whether you have the permanent right to reside in UK;
- Proof of your identity and right to work in the UK, such as copies of passport, driving licence or utility bills;
- Marital status;
- National Insurance number;
- Bank account details, payroll records and tax status information;
- Existing and former salary, annual leave, pension and benefits information;
- The information you have provided to us in your curriculum vitae and covering letter;
- Your skills, experience, competency and qualifications information (including any awarding body, dates and location of study/completion);
- Employment records (including job titles, work history, working hours, training records and professional memberships);
- Any information you provide to us during an interview or assessment;
- Telematics data such as vehicle tracking, driving style (including location and routes taken);
- Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions (if required);
- Information about your health, including any medical condition, disability status, health and sickness records (if required); and
- Information about criminal allegations, proceedings, convictions and offences (if required).
What is the source of your personal information?
We collect personal information about candidates from the following general sources:
- You, the candidate;
- Your recruitment agency;
- Your former employer(s);
- Your named referees, from whom we collect including information about you, your employment history including dates, locations and job role;
- AA Group companies, if you already have worked for or provided services to them; and
- From other sources such as Fraud Prevention Agencies, Credit Reference Agencies, HMRC, DWP, publically available directories and information (e.g. telephone directory, social media, internet, news articles), other organisations to assist in prevention and detection of crime, police and law enforcement agencies.
What do we use your personal data for?
We use your personal data, including any of the personal data listed in section 1 above, for the following purposes:
- Assess your skills, qualifications, and suitability for a role with the AA;
- Carry out background and reference checks, where applicable;
- Checking you are legally entitled to work in the UK;
- Ascertaining your fitness to work;
- Communicate with you about the recruitment process;
- To provide appropriate adjustments during the recruitment process;
- Complying with health and safety obligations;
- To review and consider appropriate workplace adjustments;
- Keep records related to our recruitment processes;
- To ensure meaningful equal opportunity monitoring and reporting;
- Comply with legal or regulatory requirements and guidance;
- Record keeping, business management and planning, including accounting and auditing;
- To facilitate the sale of one or more parts of our business; and
- To enable other AA Group companies to perform any of the above purposes.
As part of our recruitment process we may undertake searches and checks about your suitability for the role you apply for. We may make searches about you at Fraud Prevention Agencies and/or Credit Reference Agencies who will supply us with information, including information from the electoral register, to support our recruitment decision. The agencies will record details of the search but will not make them available for use by lenders to assess your ability to obtain credit. We may use scoring methods to assess this application and to verify your identity.
Given the nature of our business, we have legal and regulatory obligations to ensure that the people we employ can be relied upon and are responsible. We therefore ask questions about any prior civil or criminal proceedings you may have been subject to and may also conduct criminal record checks with the Disclosure and Barring Service where they are appropriate to the role.
Any diversity information you provide us will be treated as confidential. It will only be used for statistical purposes to ensure we remain committed to our strategy of creating an inclusive workplace.
What are the legal grounds for our processing of your personal information (including when we share it with others)?
- Where it is needed to process your application as part of the recruitment process and take steps at your request to decide whether to enter into a contract of employment with you.
- Where it is in our legitimate interests to do so, such as where we need to share your personal information with people or organisations in order to run our business or comply guidance and recommended best practice of government and regulatory bodies such as completing background checks and in most cases assessing your fitness to work.
- To comply with our legal obligations.
- With your consent or explicit consent such some of our processing of special categories of personal data such as about your health, if you have a disability or some criminal records information.
- For a public interest, such as processing of your special categories of personal data such as about your health, criminal records information (including alleged offences).
When do we share your personal information with other organisations?
- We may share information with the following third parties for the purposes listed above:
- AA Group companies and service providers;
- Governmental and regulatory bodies such as HMRC, DWP, the Financial Conduct Authority, the Prudential Regulation Authority and the Information Commissioner’s Office;
- Other organisations and businesses who provide services to us such as training providers, payroll providers, pension administrators, back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions;
- Credit reference agencies;
- The Disclosure and Baring Service; and
- Fraud prevention agencies.
How and when can you withdraw your consent?
Where we’re relying upon your consent to process personal data, you can withdraw this at any time by emailing HR.Talent@TheAA.com.
Is your personal information transferred outside the UK or the EEA?
We’re based in the UK, but sometimes your personal information may be transferred outside the European Economic Area. If we do so, we’ll make sure that suitable safeguards are in place, for example by using approved contractual agreements, unless certain exceptions apply.
We sometimes make decisions about you using only technology, where none of our employees or any other individuals have been involved. We’ll do this where it is necessary for entering into or performing the relevant contract, is authorised by laws that apply to us, or is based on your explicit consent.
We may do this to decide to offer you employment or employment within a specific role or section of our business where we have requirements in relation to geographical location, driving licence points and unspent convictions or Driver Certificate of Professional Competence (CPC) Digital Drivers/Tachograph Card. Applicants unable to meet these requirements would be unable to progress further in the recruitment process. Another example would be for some of our finance roles, where an applicant with a certain level of County Court Judgements would be excluded from the recruitment process.
We may also do this using data from other parts of the AA including telematics data captured on a driving assessment exercise, including driving behaviour and location information.
You have rights in relation to automated decisions and can ask that a person reviews it by contacting HR.Talent@TheAA.com.
Do we do any monitoring involving processing of your personal information?
In this section monitoring means any: listening to, recording of, viewing of, intercepting of, or taking and keeping records (as the case may be) of calls, email, text messages, social media messages, in person (face to face) meetings and other communications.
We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our communications systems and procedures and for quality control and staff training purposes. This information may be shared for the purposes described above.
For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
- For as long as we have reasonable business needs, such as managing our relationship with you as a candidate or employee and managing our operations;
- For a period of 12 months where you are unsuccessful in a recruitment process during which time we may contact you should additional opportunities become available which we think you would be interested in; and/or
- Retention periods in line with legal and regulatory requirements or guidance.
What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not.
- The right to be informed about the processing of your personal information;
- The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed;
- The right to object to processing of your personal information;
- The right to restrict processing of your personal information;
- The right to have your personal information erased (the “right to be forgotten”);
- The right to request access to your personal information and to obtain information about how we process it;
- The right to move, copy or transfer your personal information (“data portability”); and
- Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you.
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/. You can contact us using the details below.
Your right to object
You have the right to object to certain purposes for processing, in particular to data processed for certain reasons based on our legitimate interests. You can contact us on HR.Operations@TheAA.com to exercise these rights.
If you have any questions about this privacy notice, or if you wish to exercise your rights or contact the DPO, you can contact us using by going to the Contact Us section of our website. Alternatively, you can write to AA Developments Limited, Fanum House, Basing View, Basingstoke, Hampshire, RG21 4EA, marking it for the attention of the DPO.