ABOUT US
National World Publishing Ltd (“we”, ”our”, “us”) respects your privacy and we recognise the need for appropriate protections and management of your personal information. 

When we, and our service providers, collect and use your personal information, we are the data controller for the purposes of Data Protection Legislation (defined below). 

PURPOSE
We have prepared this Privacy Notice to assist you in understanding what information we collect about you when you apply for any role through The Smartlist (our recruitment function) and when you contact us by other means in relation to applying for a job with us or a third party.

Please note that this Privacy Notice does not include information we collect about you when you visit our other websites or when you contact us for other purposes, for example to subscribe to one of our newspapers. Please see our general Privacy Notice at https://https://www.nationalworldplc.com/privacy/ for more information.

We are the Data Controller of your Personal Information in relation to the information we collect about you when you apply for a job through The Smartlist.

The Smartlist allows you to apply for jobs with third parties which are not owned by National World Publishing Ltd. Where you apply for a job with one of those third parties, the third party will be the Data Controller in relation to the Personal Information submitted in your application and you should review the third party’s privacy policy to understand how this personal information will be processed.

KEY TERMS     
When we refer to Data Protection Legislation we mean the General Data Protection Regulation (Regulation (EU) 2016/679) (“GDPR”); the Data Protection Act 2018 and any legislation implemented by the UK to give effect to the derogations permitted under the GDPR.

Personal Information is information that can be used to identify or contact a specific individual, such as a name, address, telephone number, email address, etc., and also online identifiers and location data such as IP addresses and mobile device IDs. 

A Data Controller is someone who decides why personal data is to be collected and how it will be used and treated. 

CONTACT US 

If you have any questions regarding the Privacy Notice you can contact us at: No1 Leeds, 4th Floor, 26 Whitehall Road, Leeds LS12 1BE or by email to enquiries@nationalworld.com or by telephone on 0131 311 7500.

If you are unhappy with how we handle your personal information you can write to us using the contact details noted above; and / or notify the Information Commissioner’s Office (ICO) (please see: https://ico.org.uk/concerns/ for more information).

HOW DO WE USE YOUR PERSONAL INFORMATION? 
 

INFORMATION WHY WE COLLECT IT LEGAL BASIS  RETENTION PERIOD
Information you provide to us when you contact us: this may include your name, address, contact details and any other personal information which you choose to provide to us. Enquiries: If you contact us to enquire about any aspect of working for our business or our recruitment services, we will collect your personal information in order to respond to your query. On the basis of our and your legitimate interests. Our interests being that we would like to assist you with any queries you may have and inform you about our jobs and recruitment services.  We will delete this information within 3 months of us considering that our correspondence with you is closed.
If during our correspondence with you, you apply for a job with us or consent to direct marketing, please see the relevant section of this table for details as to how we will use your personal information.
Call recordings: Where you contact us by phone, we may record the conversation in order to allow us to maintain a record of our conversation which we can return to if we need to check any of the queries which we are to respond to you on and for the purposes of training and improving our services. You will be notified at the beginning of the call if it is being recorded. On the basis of our and your legitimate interests. Our interests being that we wish to improve our services and ensure we respond fully to your queries.   We will retain this information for 18 months following the call.
Information that you provide to us when you apply for a job with us via one of our websites, by email or post: this may include your name, contact details, work experience, educational qualification and job history.   Information about your suitability for the job: If you contact us in relation to applying for a job with us, we will collect your personal information in order to assess whether you are suitable for the position you applied for.   On the basis of our and your legitimate interests. Our interests being that we would like to consider you for the position you applied for. If your application is unsuccessful, we will delete this information within 12 months of receiving your application.
If your application is successful, we will issue you with a further privacy notice in relation to the retention of your personal information.
Information that we may collect about you when you apply for a job with us via one of our websites, by email or post: Criminal record checks and disclosures 
(e.g. a Disclosure Scotland certificate or a DBS certificate) 
Information about your suitability for the job: If you contact us in relation to applying for a role which requires a DBS check we will ask you, upon application, to disclose any criminal convictions.    On the basis of our and your legitimate interests. Our interests being that we would like to consider you for the position you applied for.   This information will only be used for the purpose of recruitment and will be deleted once the recruitment process is complete. 
Information that we collect about you when you sign up to our newsletters or direct marketing services: this may include your name and contact details. Newsletters / marketing communications: Where you sign up to our newsletters or other direct marketing communications, we will collect your personal information in order to be able to send you these newsletters or communications. We will only collect this information and contact you in this way when you have provided your consent for us to do so.
You may withdraw your consent to this type of communication at any time by contacting us or clicking on the unsubscribe button where relevant.
We will check whether you wish to continue receiving communications of this nature at least every 12 months. If you respond to opt out, we will delete your information within 1 month of your response. If you do not respond, we will contact you again within 2 weeks after our first communication to check whether you wish to opt out. If we still do not receive a response, we will delete your personal information within one month of this second attempt to contact you.
Where you no longer wish to hear from us, we will retain a minimal amount of your personal information on a “suppression list” to ensure we do not contact you again.
Information that we collect about you by way of cookies. This includes your IP address, browser type and operating system. Cookies: We collect this information in order to improve your experience of using our website and to enable us to assess how our websites are used to ensure our services and advertisements are relevant.
For further information in relation to cookies, please see the cookies information tool displayed in the footer of each of our websites which you visit.
Other than cookies which are strictly necessary for the functioning of our website, we will use cookies only on the basis of your prior consent.
Please see our cookies information tool which is displayed in the footer of each of our websites to review the types of cookies which you have consented to.
Please see our cookies information tool for further information.

 
UPDATING YOUR PERSONAL INFORMATION
Please contact us at data.protection@nationalworld.com as soon as possible after there is any change to your personal details, including your contact details. Where possible, we aim to contact you on a regular basis to ensure the personal details we hold about you are accurate.

SHARING YOUR PERSONAL INFORMATION

We contract with third party service providers and suppliers to deliver certain services. We have contractual arrangements in place with each of these providers so that they are obliged to protect your personal information.

The following third parties may have access to your personal information for the purposes noted below: 

  • Software providers: we use a range of software providers in order to administer our business, these providers include the host of our website, the providers of our call recording system, email system, automated email marketing system, HR portal and customer databases. 
  • Cookies providers: for example, Google Analytics and 1PlusXAG, please see our cookies information tool for further information.
  • Applicant Tracking System (“ATS”) provider – Jobtrain Limited is our ATS provider and provides the software which enables The SmartList to process and manage your personal information.
  • National World Publishing Ltd is part of a group structure, and your personal information may require to be transferred to one of our subsidiaries in order to ensure the proper functioning of our business; 
  • any other person who is authorised to act on your behalf;
  • regulators, government departments, law enforcement authorities, tax authorities, accountants, insurance companies, lawyers and other professional advisers;
  • any relevant dispute resolution body or the courts; and
  • persons in connection with any sale, merger, acquisition, disposal, reorganisation or similar change in our business.

Some of these entities may also be data controllers under the Data Protection Legislation. However in the first instance you should contact us using the contact details above if you have any queries.  

Except as provided above, we will not share personal information with any other third parties without informing you beforehand, unless required by, or in connection with, law and / or regulatory requirements.

We will not sell, trade or lease your personal information to others.

EUROPEAN ECONOMIC AREA 

The information we collect from you may be stored inside the UK, the European Economic Area (“EEA”) or outside the EEA.

If you live or work outside of the UK or the EEA, we may need to transfer your personal information outside of the UK or the EEA to correspond with you.  Where this applies, we will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this privacy notice.

We also transfer personal information outside the UK or the EEA where our service providers host, process, or store personal information outside the UK or the EEA.  Where this is the case we use contractual arrangements and safeguards to protect this personal information, these safeguards include:

Please contact us if you want further information on the specific mechanism used by us when transferring your personal information out of UK or the EEA.

YOUR RIGHTS

You have certain rights under the Data Protection Legislation which can be exercised by contacting us at: data.protection@nationalworld.com, including:

  • the right to access the personal information held about the you by making a subject access request in accordance with the Data Protection Legislation. We may charge a reasonable fee when a request is manifestly unfounded or excessive; 
  • the right to have your personal information rectified if it is inaccurate or incomplete; 
  • the right to request to have your personal information deleted in certain specific circumstances as set out in the Data Protection Legislation; 
  • the right to request to restrict the processing of your personal information in certain specific circumstances as set out in the Data Protection Legislation;
  • the right to ask us not to process your personal information for marketing purposes or for purposes based on our legitimate interests;
  • the right to ask us to not undergo automated decision making; and 
  • where you have provided consent, the right to request to withdraw such consent at any time.

Please note that if you choose to exercise your rights to have personal information restricted or deleted, then we may not be able to provide you with our services.

Further details about your rights can be found on the ICO’s website at https://ico.org.uk/.