Job Applicant Privacy Notice

Job Applicant Privacy Notice

Data controller: Dataplan Payroll Limited (“the Company”)

Data protection officer: Mark Brown,


As part of any recruitment process, the Company collects and processes personal data relating to job applicants. The Company is committed to being transparent about how it collects and uses your personal data and to meeting its data protection obligations.

What types of personal information do we collect about you?

The Company collects, uses and processes a range of information about you during the recruitment process. This includes:

  • your contact details, including your name, address, telephone number and e-mail address
  • personal information included in a CV, cover letter or interview notes
  • information about your right to work in the UK and copies of proof of right to work documentation
  • details of your qualifications, skills, experience and employment history
  • other background check documentation
  • information about your current salary level, including benefits and pension entitlements
  • your professional memberships
  • copy of driving licence and passport

How do we collect your personal information?

The Company may also collect information about you from a third party such as an employment agency or from other external third parties, such as references from current and former employers, information from background check providers and criminal record checks from the Disclosure and Barring Service (DBS). The Company will only seek information from other third parties once an offer of employment or engagement has been made to you and accepted by you.

Your personal information may be stored in different places, including on your application record, in HR management systems and in other IT systems, including the e-mail system.

Why and how do we use your personal information?

The Company collects and processes your data for a number of purposes and where we have a legal basis to do.

The Company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process.

Processing data from job applicants allows us to:

  • manage the recruitment process
  • assess and confirm a candidate’s suitability for employment
  • decide to whom to offer a job
  • respond to and defend against legal claims
  • to ensure compliance with statutory and/or regulatory requirements and obligations, e.g. checking your right to work in the UK
  • comply with the duty to make reasonable adjustments for disabled job applicants and with other disability discrimination obligations
  • ensure compliance with your statutory right
  • ensure effective HR, personnel management and business administration

The Company may also process special categories of l information such as:

  • whether or not you have a disability for which the Company needs to make reasonable adjustments during the recruitment process
  • information about your racial or ethnic origin, religious or philosophical beliefs and sexual orientation
  • Information about criminal convictions and offences

The Company processes such information to carry out its obligations and exercise specific rights in relation to employment. If your application is unsuccessful, the Company may wish to keep your personal information on file in case there are future suitable employment opportunities with us. We will ask for your consent before we keep your personal information on file for this purpose. Your consent can be withdrawn at any time. Speculative CV’s may also be kept for future recruitment exercises.

Who has access to your personal information?

Your information may be shared internally for the purposes of the recruitment process, including with members of the HR department, the recruitment team, and managers in the department which has the vacancy and IT staff if access to the information is necessary for the performance of their roles.

The Company will not share your information with third parties unless your application is successful and we make you an offer of employment or engagement. We will then share your information with third parties (and their designated agents), including:

  • the DBS, to obtain a criminal record check
  • former employers, to obtain references
  • professional advisors, such as lawyers

We may also need to share your personal information with a regulator or otherwise to comply with the law.

The Company will not transfer your personal information to countries outside the European Economic Area.

How does the Company protect your personal information?

The Company has put in place measures to protect the security of your personal information. It has internal policies, procedures and controls in place to try and prevent your l information from being accidentally lost or destroyed, misused or disclosed and is not accessed by except by our employees in the proper performance of their duties.

For how long does the Company keep your personal information?

The Company will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed.

If your application for employment or engagement is unsuccessful, the Company will y hold your information for six months. At the end of that period, your data is deleted or destroyed unless we need to retain it for longer to exercise or defend any legal claims.

If your application for employment or engagement is successful, personal information gathered during the recruitment process will be transferred to your personnel file and retained for the duration of your employment or engagement and in accordance with the separate privacy notice for employees, workers and contractors.

Your rights in connection with your personal information

As a data subject, you have a number of rights:

  • You can request access and obtain a copy of your data
  • request rectification of incorrect or incomplete data
  • request the Company to delete or stop processing your data
  • object to the processing of your personal information where the Company is relying on its legitimate interests as the legal basis for processing
  • ask us to transfer your data to another organisation

If you wish to exercise any of these rights, please contact our data protection officer.

If you believe that the Company has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO)

What if you fail to provide personal information?

You are under no statutory or contractual obligation to provide personal information to the Company during the recruitment process. However, if you do not provide the information, we may not be able to process your application.

Automated decision making

We do not envisage that any recruitment decisions will be taken about you based solely on automated decision-making, including profiling.

Changes to this privacy notice

The Company reserves the right to update or amend this privacy notice at any time.


If you have any questions please contact

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