Privacy Notice: During the recruitment process

Last updated February 2022


This privacy notice describes how we collect and use personal information about you during the recruitment process. It applies to all candidates for jobs at Paradine Limited (“Paradine”). We are required under data protection law to notify you of the information contained in this notice.


Paradine is committed to protecting the privacy and security of your personal information, so we take great care to ensure your personal information is held in the strictest confidence.


What information do we collect?

We collect a range of information about you as set out below:

  • When you apply to us for a job:
  • your name and contact details;
  • your CV.


If you are invited for an interview and during the interview process:

  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which we need to make reasonable adjustments at interview or assessment stage;
  • information about your performance at interview;


If we offer you a job:

  • Copies of documents to verify your identity such as your passport and driving license;
  • Your address and date of birth;
  • Marital status and family details;
  • National Insurance Number;
  • Next of kin and emergency contact information;
  • Nationality;
  • Information about your entitlement to work in the UK;
  • References;
  • Information about your criminal record; and
  • Information about your health.


We collect this information in a variety of ways. For example, from recruitment agents, CVs or through interviews or other forms of assessment.

Please note that if you have an interview with us, it may be recorded, for monitoring, training and compliance purposes.


For more details of how Paradine will collect, use or otherwise process the personal data we collect from you during recorded events, meetings and voice calls please refer to our Privacy Notice for recorded events, meetings and calls.


If we make a job offer to you, we will ask you to provide information containing the above data and further information about yourself, your experience, education and qualifications.


We also normally collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. We will seek information from third parties only once a job offer to you has been made and ask for your consent to do so.


How do we use your personal data?

We have a legitimate interest in collecting personal data during the recruitment process and in keeping records of the process. Collecting data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and determine the terms on which a candidate might work for us. We may also need to use data from job applicants to deal with any issues which may arise about the way the recruitment process was conducted.


In some cases, we need to use data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.


We may collect health information about candidates in case we need to make reasonable adjustments to the recruitment process for candidates who have a disability.

This is to carry out our obligations and exercise specific rights in relation to employment.

If we offer you a job, we may also ask you to complete a medical form in order that we can ensure your health and safety in the workplace, assess your fitness to work and provide appropriate workplace adjustments.


Who has access to your data?

Your information will only be shared internally for the purposes of the recruitment exercise with members of staff who are involved in interviewing you or otherwise making a decision about your recruitment. We will not share your data with third parties unless we offer you a job.

We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks. We will not transfer your data outside the European Economic Area except in instances where data is stored in a data centre outside the EEA and the EU Commission has made an ‘adequacy decision’ in relation to the country where that data centre is located.


How do we protect your data?

We take the security of your data very seriously.

We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our authorised employees in the proper performance of their duties.


For how long do we keep your data?

If your application for employment is unsuccessful, we will hold your data on file for 6 years after the end of the recruitment process, other than the recording of any telephone interview you had with us, which will only be kept for 60 days. Your data will be securely destroyed at the end of these time periods.


If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment in accordance with the privacy policy applicable to employees.


Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require us to change incorrect or incomplete data;
  • require us to delete or stop using your data, for example where the data is no longer necessary for the purpose;
  • object to the use of your data where we are relying on our legitimate interests as the legal ground for the use of your data; and
  • ask us to stop using your data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for the use of your data.


If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.


What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to us during the recruitment process.

However, if you do not provide the information, we may not be able to process your application properly or at all.


If you would like to exercise any of these rights, please contact