Data protection policy for job applicants

About this policy

This explains how we process and safeguard information we gather and hold associated with staff recruitment, in accordance with the Data Protection Act 1998 (DPA). It also explains how you can obtain a copy of any personal infomation we may hold about you.

What personal data we hold

When visiting this section of our website, you may have given us information such as your name, address or email for enquiries. If so, the information received will be kept only for the time taken to process your enquiry.

If you apply for a job we will hold your application form. We may also obtain additional information during the course of shortlisting, testing or interview. We will extract information linked to your application for the purposes of monitoring race, sex and disability, which is held separately because of its sensitive nature.

If you are a successful candidate we will gather and hold information linked to your application including references, verification of educational qualifications and proof of eligibility to work in the United Kingdom.

How we manage your data

All information related to recruitment is kept separately and securely by our Human Resources Department. Access is strictly controlled and limited only to those who need to see it in the course of their duties.

We hold information concerning unsuccessful candidates for six months. This is to allow for any complaints or disputes. After this time, the paper and electronic records are securely destroyed. We just keep basic anonymised data for monitoring purposes, comprising date of birth, post code, gender, and ethnicity.

We may keep more detailed electronic and paper records about unsuccessful candidates for more than six months if we need it to improve our recruitment processes (eg for test validation). If we do so, the records will be anonymised.

Information about successful candidates is held on their personal file.

Your rights to see the information we hold about you

You are entitled to have a copy of the information we hold about you. This is the 'subject access' right under the DPA. You are also entitled to be told where the information came from, what it is used for and if it is disclosed to anyone. There are some specific exceptions as set out in the Act; for example, we are allowed to refuse requests where releasing the information would prejudice the privacy rights of a third party.

How to apply for subject access

You can contact us to request a copy of the information we hold. Requests can be made by email to

We must be sure that we are releasing information to the right person. So you may be asked to supply information to prove your identity.

Responsibility for your personal data

The person responsible for the control of the data is the Director of Investigation, Karen Sykes.

Our contractors

From time to time we use contractors or agencies as part of the recruitment process. They are required to comply with our policy on data protection.