Version as at 26th February, 2024
We take your privacy very seriously. Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).
It would be helpful to start by explaining some key terms used in this privacy notice:
We, us, our |
Zensho Foods UK Limited, trading as Ichikokudo , a limited company (company number: 14006099) registered in England and Wales, whose registered office is at Hudson House, 8 Tavistock Street, London, England, WC2E 7PP, and our affiliated entities and group companies within the Zensho Group (Corporate Profile | About Us | ZENSHO HOLDINGS) (‘the Zensho Group’ or ‘our group companies’) |
|---|---|
Personal data |
Any information relating to an identified or identifiable individual |
Special category personal data |
Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership Genetic data Biometric data (where used for identification purposes) Data concerning health, sex life or sexual orientation |
Data subject |
The individual who the personal data relates to |
The personal data we collect about you depends on the particular products and services we provide to you. We will collect and use the following personal data about you:
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below. If you do not provide personal data we ask for, it may delay or prevent us from providing products and services to you.
We collect most of this personal data directly from you – in person, by telephone, text or email and/or via our website and apps. However, we may also collect information:
Under data protection law, we can only use your personal data if we have a proper reason, eg:
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.
The table below explains what we use your personal data for and why.
What we use your personal data for |
Our reasons |
|---|---|
Providing products and services to you |
To perform our contract with you or to take steps at your request before entering into a contract |
Preventing and detecting fraud against you or us |
For our legitimate interest, ie to minimise fraud that could be damaging for you and/or us |
|
Conducting checks to identify our customers and verify their identity Screening for financial and other sanctions or embargoes Other activities necessary to comply with legal and regulatory obligations that apply to our business, eg under health and safety law or rules issued by relevant regulator(s) |
Depending on the circumstances:
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To enforce legal rights or defend or undertake legal proceedings |
Depending on the circumstances:
|
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies |
To comply with our legal and regulatory obligations |
Ensuring business policies are adhered to, eg policies covering security and internet use |
For our legitimate interests, ie to make sure we are following our own internal procedures |
Operational reasons, such as improving efficiency, training and quality control |
For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you at the best price |
Ensuring the confidentiality of commercially sensitive information |
Depending on the circumstances:
|
Statistical analysis to help us manage our business, eg in relation to our customer base, product range or other efficiency measures |
For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you at the best price |
Preventing unauthorised access and modifications to systems |
Depending on the circumstances:
|
Protecting the security of systems and data used to provide the goods and services |
To comply with our legal and regulatory obligations We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, ie to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us |
Updating and enhancing customer records |
Depending on the circumstances:
|
Statutory returns |
To comply with our legal and regulatory obligations |
Ensuring safe working practices, staff administration and assessments |
Depending on the circumstances:
|
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Marketing our services and those of selected third parties to:
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For our legitimate interests, ie to promote our business to existing and former customers |
Credit reference checks via external credit reference agencies |
For our legitimate interests, ie to ensure our customers are likely to be able to pay for our products and services |
External audits and quality checks, eg for ISO or Investors in People accreditation and the audit of our accounts |
Depending on the circumstances:
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To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency In such cases information will be anonymised where possible and only shared where necessary |
Depending on the circumstances:
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Certain personal data we collect is treated as a special category to which additional protections apply under data protection law. Such data include:-
Where we process special category personal data, we will also ensure we are permitted to do so under data protection laws, eg:
See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.
We will use your personal data to send you updates (by email, text message, telephone or post) about our products and services, including exclusive offers, promotions or new products and services.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.
You do, however, have the right to opt out of receiving marketing communications at any time by:
We may ask you to confirm or update your marketing preferences if you ask us to provide further products and services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never share it with other organisations outside the Zensho Group for marketing purposes.
We routinely share personal data with:
We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on them to ensure they can only use your personal data to provide services to us and to you.
We or the third parties mentioned above occasionally also share personal data with:
We will not share your personal data with any other third party.
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
Personal data may be held at our offices and those of our group companies, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).
Some of these third parties may be based outside the UK/EEA. For more information, including on how we safeguard your personal data when this happens, see below: ‘Transferring your personal data out of the UK and EEA’.
We will not keep your personal data for longer than we need it for the purpose for which it is used. For example:
Different retention periods apply for different types of personal data. For example, we may have to retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation.
It is sometimes necessary for us to transfer your personal data to countries outside the UK. In those cases we will comply with applicable UK laws designed to ensure the privacy of your personal data.
We will transfer your personal data to:
Under data protection laws, we can only transfer your personal data to a country outside the UK where:
Where we transfer your personal data outside the UK, we do so on the basis of an adequacy regulation or (where this is not available) legally-approved standard data protection clauses recognised or issued further to Article 46(2) of the UK GDPR and/or EU GDPR. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time, we will not transfer your personal data outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this privacy notice.
Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy notice’ below.
If you would like further information about data transferred outside the UK, please contact us (see ‘How to contact us’ below).
You have the following rights, which you can exercise free of charge:
Access |
The right to be provided with a copy of your personal data |
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Rectification |
The right to require us to correct any mistakes in your personal data |
Erasure (also known as the right to be forgotten) |
The right to require us to delete your personal data – in certain situations |
Restriction of processing |
The right to require us to restrict processing of your personal data in certain circumstances, eg if you contest the accuracy of the data |
Data portability |
The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party – in certain situations |
To object |
The right to object:
|
Not to be subject to automated individual decision making |
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you |
The right to withdraw consent |
If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time You may withdraw consent by contacting us (see ‘How to contact us’ below) Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn |
For more information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO).
If you would like to exercise any of those rights, please:
We have appropriate security measures to prevent personal data from being lost accidentally, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality. We continually test our systems.
We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information on how to protect your personal data and other information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You may also have the right to lodge a complaint with the Information Commissioner (the UK data protection regulator).
This privacy notice was published on 26th February, 2024.
We may change this privacy notice from time to time – when we do we will inform you via our website on Ichikokuido’s HP.
We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed (eg your surname or address) – see below ‘How to contact us’.
You can contact us by post, email or telephone if you have any questions about this privacy notice or the information we hold about you, to exercise a right under data protection law or to make a complaint.
Our contact details are shown below:
Our contact details |
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Zensho Foods UK Limited Hudson House, 8 Tavistock Street London WC2E 7PP privacy.uk@zensho.com +4474 6233 7965 |
This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share data about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal data about you.
Zensho Foods UK Limited, trading as Ichikokudo (‘Company’) is a ‘controller’ of personal data and gathers and uses certain data about you. This data is also used by our affiliated entities and group companies within The Zensho Group (Corporate Profile | About Us | ZENSHO HOLDINGS) and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies.
We will comply with the data protection principles when gathering and using personal data, as set out in our Data Protection and Privacy Notice (general) and our data protection policy.
The table set out in Part A of the schedule below summarises the data we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.
The table in Part B of the schedule below summarises the additional data we collect before making a final decision to recruit, ie before making an offer of employment unconditional, how and why we do so, how we use it and with whom it may be shared.
We seek to ensure that our data collection and processing is always proportionate. We will notify you of any changes to data we collect or to the purposes for which we collect and process it.
Data may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above.
We keep the personal data that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your data will depend on whether your application is successful and you become employed by us, the nature of the data concerned and the purposes for which it is processed.
We will keep recruitment data (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed . If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.
If your application is successful, we will keep only the recruitment data that is necessary in relation to your employment.
Where our processing of your data is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation. If you object, we can no longer process your data unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
Please contact our Data protection section, shogo.hamano@zensho.com, +4474 6233 7965 if you wish to object in this way.
Please contact our Data protection section, shogo.hamano@zensho.com, +4474 6233 7965 if (in accordance with applicable law) you would like to correct or request access to data that we hold relating to you or if you have any questions about this notice. You also have the right to ask us for some but not all of the data we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. Our Data protection section, shogo.hamano@zensho.com, +4474 6233 7965 will provide you with further information about the right to be forgotten, if you ask for it.
We have appropriate security measures in place to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your data will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We hope that our Data protection section, shogo.hamano@zensho.com, +4474 6233 7965 can resolve any query or concern you raise about our use of your data. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
The data we collect |
How we collect the data |
Why we collect the data (purpose) |
Legal basis for processing |
How we may share the data |
|---|---|---|---|---|
Your name and contact details (ie address, home and personal mobile phone numbers, personal email address) |
From you |
So that we can contact you by letter, email, or phone where necessary to progress your application, arrange interviews and inform you of the outcome at all stages To inform the relevant manager or department of your application |
Legitimate interest: to carry out a fair recruitment process Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages |
With HR personnel to enable them to contact you With the relevant manager or department |
Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests |
From you, in the completed application form and interview notes (if relevant) |
So that we can make an informed decision about which candidates to shortlist for interview and ultimately recruit |
Legitimate interest: to carry out a fair recruitment process Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit |
The person making the shortlisting decision will receive pseudonymised or anonymised details only; if you are invited for interview, the interviewer will receive non-anonymised details |
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs |
From you, in a completed anonymised equal opportunities monitoring form |
To comply with our equal opportunities monitoring obligations and to follow our policies |
To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment) |
For further information, see *note 1* below |
Details of your referees |
From your completed application form |
To obtain a reference about you, so that we can make an informed decision about your recruitment |
Legitimate interest: to carry out a fair recruitment process |
Data shared with relevant managers, HR personnel and the referee |
If your application is unsuccessful at this stage, we will keep your data, in pseudonymised form, for the purpose of establishing, exercising and/or defending any legal claims, in accordance with our legitimate interests.
The data we collect |
How we collect the data |
Why we collect the data (purpose) |
Legal basis for processing |
How we may share the data |
|---|---|---|---|---|
Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers ** |
From your referees (details of whom you will have provided) |
So that we can make an informed decision about your recruitment |
Legitimate interest: to make an informed decision to recruit To comply with our legal obligations Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice |
Information shared with relevant managers and HR personnel |
Information regarding your academic qualifications ** |
From you, from your education provider |
To make an informed recruitment decision |
Legitimate interest: to verify the qualifications information provided by you |
Information shared with relevant managers and HR personnel |
Data regarding your criminal record, in a criminal records certificate (CRC) or enhanced criminal records certificates (ECRC) as appropriate ** |
From you and from the Disclosure and Barring Service (DBS) |
To make an informed recruitment decision To perform the employment contract To carry out statutory checks in accordance with our legal obligations |
Legitimate interest: to verify the criminal records data provided by you |
Information shared with DBS and other regulatory authorities as required For further information, see *note 1* below |
Your nationality and immigration status and data from related documents, such as your passport or other identification and immigration information ** |
From you and, where necessary, the Home Office |
To enter into/perform the employment contract To carry out right to work checks in accordance with our legal obligations |
Legitimate interest: to maintain employment records To carry out obligations and exercise rights in employment law For reasons of substantial public interest (preventing or detecting unlawful acts) |
Information may be shared with the Home Office |
A copy of your driving licence ** |
From you |
To make an informed recruitment decision To ensure that you have a clean driving licence To enter into/perform the employment contract To comply with our legal obligations To comply with the terms of our insurance |
Legitimate interest: to ensure you can legally drive Legitimate interests: to ensure you are fit to perform the duties To carry out obligations and exercise rights in employment law For reasons of substantial public interest (preventing or detecting unlawful acts) |
Information may be shared with our insurer |
Data relating to your health ** |
From you and/or your GP and/or medical practitioner |
To make an informed recruitment decision To enter into/perform the employment contract To comply with our legal obligations |
Legitimate interests: to ensure you are fit to perform the duties For the purposes of obligations and rights in employment and social security law |
Information may be shared with our insurer |
If your application is unsuccessful at this stage, we will keep your data, in pseudonymised form, for the purpose of establishing, exercising and/or defending any legal claims, in accordance with our legitimate interests.
You are required (by law or in order to enter into your contract of employment) to provide the categories of data marked ‘**’ above to us to enable us to verify your right to work and suitability for the position.
Further details on how we handle special category data and data relating to criminal convictions and offences are set out in our data protection policy, the relevant contents of which are available from the HR department upon request.