The Right to be informed
Loomis treats employee’s privacy and the personal data collected very seriously. Loomis do all that they can to ensure
that the data held is protected and processed correctly. Loomis UK has its own Privacy Compliance Department for
making sure all personal data within the organisation is managed correctly.
This privacy notice is in place to detail: the information that is required to be held, why it is collected, the legal basis for
processing, how we use the information, who it is shared with, how long it is kept for, how it is kept secure, transfer to
other countries, rights of the data subject and also how to access & update that information. Loomis UK complies with
data protection law. If there is anything which requires clarification please refer to the ‘Further Information’ section at
the end of this document.
Information that we collect & why
Applicants will need to provide various pieces of information when joining Loomis in order to fulfil the contract of
employment. Due to the nature of our business we do require various pieces of personal information to be provided. In
order to fulfil your day to day duties during employment further personal data will also need to be provided at a later
date. Your information will not be used for any other purposes other than those stated when collected. If you are
unwilling to provide this personal information then it may result in a contract of employment not being able to be
provided to the applicant. We do not rely on consent though to process this data, the lawful reasons required for
collection are Legitimate Interest, Contract and in some cases Legal Obligation
What we collect:
Name, Address, Contact Details, Date of Birth, Employment History, Education History, Driving Information, Work
Eligibility, Credit History, Criminality, CV Data and Personal ID if you visit a secure location for interview.
Why we collect it:
To confirm status to work in the UK
As we are a security industry dealing with cash we review the status of criminality and credit history
To contact the applicant in relation to the application
To begin to set up a potential contract of employment
To gain you access to a secure location for interview
For the safety and security of the applicant and Loomis staff
How we use the information that we collect
The Data is only used for the purposes of assessing the eligibility of the applicant in relation to potentially providing a
contract of employment. This is all to maintain the highest level of security and safety for current and prospective
Loomis employees. Dependant upon the role, employees are vetted to a 5 or 10-year standard in relation to, for
example, home address, employment, education etc. (see ‘What we collect’ above).
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider
that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your
personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to
do so.
Who the information is shared with and how
We may have to share your personal information with third parties where required by law, or where it is necessary to
set up and administer the employer / employee contract relationship or where we have another legitimate interest in
doing so. During the application process the sharing of information will be internal to Loomis functions whilst we
establish any proposed contract of employment and arrange interviews. Data will be shared though with Driving
Agencies, Government Bodies, Law Enforcement and Credit Reference agencies in order to establish your eligibility to
work for Loomis.
Loomis will only share your information in order to complete its legal & contractual obligations within the legitimate
interests of the business.
How long the information is stored
If during the application and vetting process it is deemed that the applicant is not suitable for the role then this will be
notified to them and all personal data will be deleted and or destroyed within 6 months as outlined in our Data
Retention Policy. If we wish to keep the data for longer then we will request this from the applicant.
Loomis UK LTD – Data Controller
Privacy Notice for Applicants 2
If the applicant is successful then the information will be securely stored for the length of the contract and 7 years after
termination in line with legal retention periods. Loomis may, instead of destroying or erasing your Personal Data, make
it anonymous such that it cannot be associated with or tracked back to you in any way.
How we keep the information secure
Loomis UK has a data privacy regime in place to oversee the effective and secure processing of all Data processed by
Loomis UK. All hard copy data is held within highly secure locations with restricted access. Sensitive / Special Category
personal data is also held in locked cabinets within locked rooms. Electronic personal data is also kept very secure,
encrypted, behind firewalls and our IT Policy Framework ensures the strictest security.
Transfer to other countries
Data of Applicants would not be transferred to any other country.
Visiting Loomis Premises
If applicants have to visit Loomis secure locations, before they do so they must please refer to the document entitled
‘Loomis UK GDPR – Privacy Notice for Visitors to Site’.
Rights of the Data Subject
Under the EU GDPR Data subjects have defined rights. In order to protect their privacy, individuals shall be
empowered with information and choices about how Loomis follow these rights and how we process personal data.
Loomis UK have a Policy for managing requests from Data Subjects. For further information please refer to the ‘Further
Information’ section at the end of this document.
Automatic Decision Making / Profiling
Loomis UK does not take part in any of the above activities. Our line of business means it is not necessary for this to
occur.
Further Information
Further information and advice can be obtained on the ICO’s website with regards to your rights and on how to deal
with a subject access request, see ‘ico.org.uk’ or call them on 0303 123 1113.
Loomis can be contacted with regard to our management of personal data as per below:
Privacy Compliance Department, Loomis UK Ltd, 6th Floor Regus, East West Building 2, Tollhouse Hill, Nottingham,
NG15FS
Email: privacy.compliance@uk.loomis.com
ICO Registration - Loomis UK Limited – Registration No: Z7179898