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The General Data Protection Regulation (GDPR) requires us to provide you with certain information about our use of your personal data, including:

  • The purpose of the processing
  • Our legal basis for processing your data
  • What our legitimate interests are, if we are relying on that as a legal basis

This notice has been put together to help you to understand what information we collect about you as part of your application and how, in turn, we use that information.

Application Form & References

We will use the information you have provided on your application form to assess your application, arrive at a selection decision, and to communicate with you throughout the recruitment process. If you are successful, we will use the information on this form as a basis for a personnel record. This information will not be shared with third parties unless strictly necessary.

We will collect references from the contacts you provide to us at an appropriate time during the recruitment process and with your permission. References will be used as part of our assessment of your application. If you are successful we will also require a reference from your existing employer.

Assessing your application and references, arriving at a selection decision and communicating with you is necessary for our legitimate interests (see Article 6(1)(f) of the GDPR). We have legitimate interests in managing our recruitment process effectively to decide to whom to offer a job. We feel that by submitting an application to us, you would reasonably expect us to carry out an assessment of your application and to contact you in the recruitment context, and you have the right to withdraw from the process at any point.

Working in the UK

We ask you to confirm your eligibility to work in the UK, as we are required to do so by law (Immigration, Asylum and Nationality Act 2006). If you do not provide us with this information we will be unable to progress your application. The legal basis for this processing is therefore that it is necessary for compliance with a legal obligation (see Article 6(1)(c) of the GDPR).

How long will your data be stored?

We will retain your data supplied by you for a minimum of 12 months after the closure of the recruitment process. After this point data will fall in to two categories:

  • If you were not successful in reaching the test/interview stage, all your data is deleted except for name, email address and reason for rejection. The purpose of retaining this information is for reporting purposes.
  • If you were successful in reaching test/interview stage we will retain your data for a maximum of 24 months by which point it will be deleted. The purpose of retaining this data is for reporting as well as referencing candidates applying for future vacancies.

After 24 months, all personal data about all candidates is removed from our applicant tracking system (ATS), except for certain demographic data, which is held in a de-identified form and used for reporting purposes.

Data subject rights

You have the right to access a copy of the data we hold about you, and to ask us to correct any inaccurate or incomplete information.

In limited circumstances, you have the right to ask us to erase the data we hold about you, and the right to object to us processing data about you.

For more information on how to exercise your rights, please contact our Data Protection Officer at the details provided below.

Contact Details

Perfect Image Ltd is the data controller for all personal data we store and process for these purposes.

We are registered with the Information Commissioner’s Office: Find Out More

You can contact our Data Protection Officer as follows:

Tel: 0191 238 0111

Information Commissioner’s Office (“ICO”)

If you are unhappy with our use of your personal data, you are entitled to complain to the ICO:

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