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Privacy Notice

1. What is the purpose of this document?

1.1. This Privacy Notice explains how companies within Dawsongroup PLC’s group of companies  (together, “the Group”, “we”, “our” or “us”) use any personal information that we may collect about  you. The Group includes (inter alia) each of the following direct and indirect subsidiaries of  Dawsongroup PLC: Alexena Limited, Dawsongroup International BV, Dawsongroup International  Limited, Dawsongroup Bus and Coach Limited, Dawsonrentals Iberica,S.L, Dawsongroup  (Ireland), Dawsongroup UK Limited, Dawsongroup Material Handling Limited, Dawsonrentals  (Nederland) BV, Dawsonrentals Polska Sp. Zoo, Dawsongroup Portable Cold Rooms Limited,  Dawsongroup Temperature Control Solutions Limited, Dawsongroup Temporary Kitchens Limited,  Dawsongroup Truck and Trailer Limited, Dawsongroup Vans Limited, Dawsongroup Finance  Limited, Modulfroid Service SARL, Thermobil Mobile Kuhllager GmbH and Ventura Rental Limited.

1.2. The Group is committed to protecting the privacy and security of your personal information. This  privacy notice describes how we collect and use personal information about you. It provides you  with certain information that must be provided under the General Data Protection Regulation (“GDPR”). You are being sent a copy of this privacy notice because you are applying for work with  a company within the Group (whether as an employee, worker or contractor).

1.3. The Group company which is named as your employer on your contract of employment is a “data  controller” which means they are responsible for deciding how they hold and use personal  information about you. We are required under data protection legislation to notify you of the  information contained in this privacy notice.

2. Data protection principles

2.1. We will comply with data protection law – this says that the personal information we hold about  you must be:

2.1.1. Used lawfully, fairly and in a transparent way.

2.1.2. Collected only for valid purposes that we have clearly explained to you and not used in any  way that is incompatible with those purposes.

2.1.3. Relevant to the purposes we have told you about and limited only to those purposes. 2.1.4. Accurate and kept up to date.

2.1.5. Kept only as long as necessary for the purposes we have told you about. 2.1.6. Kept securely.

3. The kind of information we hold about you

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3.1. Personal data, or personal information, means any information about an individual from which that  person can be identified. It does not include data where the identity has been removed  (anonymous data). There are “special categories” of more sensitive personal data which require  a higher level of protection.

3.2. We will collect, store, and use the following categories of personal information about you:

3.2.1. The information you or a recruitment agent have provided to us in your curriculum vitae  and any covering letter.

3.2.2. The information you have provided on any application form, including name, title, address,  telephone number, and personal email address, date of birth, gender, employment history,  qualifications, and referee details.

3.2.3. Any information you provide to us during any interview or assessment/tests.

3.3. We may also collect, store and use the following special categories of more sensitive personal  data about you:

3.3.1. Information about your race or ethnicity, religious beliefs, sexual orientation and political  opinions.

3.3.2. Information about your health, including any medical condition, health and sickness  records.

3.3.3. Information about criminal convictions and offences.

4. How is your personal information collected?

4.1. We collect personal information about job applicants through the application and recruitment  process, either directly from candidates or sometimes from an employment agency/recruitment  provider or background check provider. We may sometimes collect additional information from  third parties including former employers, credit reference agencies or other background check  agencies. We may also (where relevant and required by law) obtain information relating to criminal  convictions through the Disclosure and Barring Service.

5. How we will use information about you

5.1. We will only use your personal information we collect about you to:

5.1.1. Assess your skills, qualifications and suitability for the role/work.

5.1.2. Carry out background and reference checks, where applicable.

5.1.3. Communicate with you about the recruitment process.

5.1.4. Keep records related to our recruitment processes.

5.1.5. Comply with legal or regulatory requirements.

5.1.6. Making a decision about your recruitment or appointment.

5.1.7. Determining the terms on which you work for us.

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5.1.8. Checking you are legally entitled to work in the UK.

5.2. It is in our legitimate interests to decide whether to appoint you to a role since it would be beneficial  to our business to do so. Having received your CV and/or covering letter and/or any applicable  application form 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. We may  also make use of assessments/tests during any selection process, and use information from that  to help us make recruitment decisions. If we decide to offer you the role, we will take up references  and/or may carry out a criminal record check (if relevant and legally required) before confirming  your appointment.

5.3. The Group will monitor, record, store and use all telephone (including conversations), email or  other communications with you, in order to check any instructions given to us, for training purposes,  for the prevention of crime and/or to improve the quality of our customer service.

6. If you fail to provide personal information

6.1. If you fail to provide information when requested, which is necessary for us to consider your  application, we may not be able to process your application successfully. This may mean that we  are unable to take your application further.

7. How we use particularly sensitive personal information

7.1. “Special categories” of particularly sensitive personal information require higher levels of  protection. This information includes the following information: racial or ethnic origin, political  opinions, religious or philosophical beliefs, trade union membership, genetic/biometric data, health,  sex life or sexual orientation.

7.2. We will use special categories of personal information in the following ways:

7.2.1. We will use information about your disability status to consider whether we need to provide  appropriate adjustments during the recruitment process, for example whether we need to  make adjustments for the interview or any assessment.

7.2.2. We will use information about your race or ethnic origin, religious or philosophical beliefs,  or your sex life or sexual orientation, to ensure meaningful equal opportunity monitoring  and reporting.

8. Information about criminal convictions

8.1. We may have to collect information about criminal convictions, if relevant and if legally required  taking into the account the nature of the role you have applied for. If this is relevant to you we will  inform you in advance and explain why this information is necessary.

8.2. We will ensure that we have in place appropriate safeguards when processing this type of  information, and will seek to do so in accordance with our data protection policy. We may only use  information relating to criminal convictions where the law allows us to do so.

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9. Automated decision-making

9.1. Automated decision-making takes place when an electronic system uses personal information to  make a decision without human intervention. We are allowed to use automated decision-making  in the following circumstances:

9.1.1. Where we have notified you of the decision and given you 21 days to request a re consideration.

9.1.2. Where it is necessary to perform the contract with you and appropriate measures are in  place to safeguard your rights.

9.2. You will not be subject to decisions that will have a significant impact on you based solely on  automated decision-making, unless we have a lawful basis for doing so and we have notified you.

10. Data sharing

10.1. We may have to share your data with third parties for the purposes of processing your application.  For recruitment purposes, those third parties are likely to be:

10.1.1. Logic Melon

10.2. We require third parties to respect the security of your data and to treat it in accordance with the  law.

11. What about other third parties?

11.1. We may share your personal information with other third parties, for example in the context of the  possible sale or restructuring of the business. We may also need to share your personal  information with a regulator or to otherwise comply with the law.

12. Data security

12.1. We have put in place measures to protect the security of your information. Details of these  measures are available upon request.

12.2. Third parties will only process your personal information on our instructions and where they have  agreed to treat the information confidentially and to keep it secure.

12.3. 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.

12.4. 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.

13. Data retention – how long will you use my information for?

13.1. If we do not recruit you but have obtained personal information from you for the purposes of a  recruitment process, we will retain your personal information for a period of seven months after we  have communicated our decision. We retain this information for that period so that we can show,

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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, unless you ask us to hold your personal data for longer we will securely destroy your personal  information in accordance with our data protection policy and any policies on retention of personal  information.

13.2. If we do recruit you we will retain the personal information relating to your application (CV,  application form, interview assessment/notes, tests etc.) and hold this in your personnel file for the  period of your employment/engagement. Such information will be removed from your file after the  termination of your employment/engagement in accordance with our data protection policy and  any policies on retention of personal data. If you become an employee, worker, or consultant with  the Company, we will issue you with a separate Privacy Notice at that point which will explain what  personal information we will retain regarding you whilst you remain employed or engaged by us.

14. Your rights in connection with personal information

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

14.1.1. Request access to your personal information (commonly known as 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.

14.1.2. Request correction of the personal information that we hold about you. This enables you  to have any incomplete or inaccurate information we hold about you corrected.

14.1.3. 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).

14.1.4. 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.

14.1.5. 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.

14.1.6. Request the transfer of your personal information to another party.

14.2. 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 Richard Bulmer (Group Legal Manager) in writing.

14.3. You will not have to pay a fee to access your personal information (or to exercise any of the other  rights). However, we may charge a reasonable fee if your request for access is clearly unfounded  or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

14.4. We may need to request specific information from you to help us confirm your identity and ensure  your right to access the information (or to exercise any of your other rights). This is another  appropriate security measure to ensure that personal information is not disclosed to any person  who has no right to receive it.

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15. Right to withdraw consent

15.1. In the limited circumstances where we have relied on your consent for the collection, processing  and transfer of your personal information for a specific purpose (which will be rare), you have the  right to withdraw your consent for that specific processing at any time. To withdraw your consent,  please contact Richard Bulmer (Group Legal Manager). Once we have received notification that  you have withdrawn your consent, we will no longer process your information for the purpose or  purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

16. Data protection manager 

16.1. We have appointed Richard Bulmer (Group Legal Manager) to oversee compliance with this  privacy notice. If you have any questions about this privacy notice or how we handle your personal  information, please contact him. You have the right to make a complaint at any time to the  Information Commissioner’s Office (the “ICO”), the UK supervisory authority for data protection  issues.

17. Changes to this privacy notice

17.1. We reserve the right to update this privacy notice at any time, and we will provide you with a new  privacy notice when we make any substantial updates. We may also notify you in other ways from  time to time about the processing of your personal information.

If you have any questions about this privacy notice, please contact Richard Bulmer (Group Legal  Manager).