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Privacy Notice for Job Applicants

INTRODUCTION

Eden Private Staff Ltd is committed to protecting the privacy and security of your personal information. We only collect and use personal data in line with the General Data Protection Regulation, the Data Protection Act 2018 and any other applicable laws and regulations.

This Privacy Notice informs you (the ‘data subject’) about our processing activities during the recruitment process: the data we hold, why we use it, how long we will retain it for, and other relevant information.

Any questions and requests regarding personal data may be sent to our Data Protection Officer by sending an email to: data@edenprivatestaff.com or by phone: 0207 471 6000, or by post: Data Protection Officer, 20-21 Falkland Square, Crewkerne, Somerset, TA18 7JS.

APPLICABILITY

This notice is issued by Eden Private Staff Ltd (the ‘data controller’); it applies only to applicants for employment with Eden Private Staff Ltd. This notice does not form part of any contract of employment or offer of employment.

This notice applies only in relation to your application for employment with us. If you are successful in your application our privacy notice for employees, workers and contractors will apply from your start date.

DATA PROTECTION PRINCIPLES

We ensure any personal data we hold about you is:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely

THE KIND OF INFORMATION WE HOLD ABOUT YOU

Personal data means any information about an individual from which that person can be identified.

We collect, store, and use the following categories of personal information about you during the recruitment process:

  • Name, address, contact telephone numbers, email address
  • Date of birth
  • CV, including details of your qualifications, skills, experience and employment history
  • Covering letter and application form responses
  • Details of your current employment, remuneration and notice period
  • References from current and former employers
  • Interview notes and assessment results
  • Information regarding your eligibility to work in the UK (where required at application stage)
  • Correspondence with you during the recruitment process
  • Information about your criminal record (where the role requires a DBS check and we discuss this during the application process)
  • Information about any disabilities or health conditions where you have chosen to disclose this to enable us to make reasonable adjustments during the recruitment process
  • Equal opportunities monitoring information (if you choose to provide it)

WHAT LEGAL BASES DO WE RELY ON?

We use the types of personal data above on the following legal bases:

  • When we need the information to take steps at your request prior to entering into a contract with you (i.e. to process your application, assess your suitability for the role, arrange interviews, and make a recruitment decision).
  • When we need to comply with our legal obligations, including:

◦ To comply with our obligations under the Equality Act 2010 regarding non-discrimination in recruitment

◦ To verify right to work in the UK under the Immigration, Asylum and Nationality Act 2006 (where required before employment commences)

  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Our legitimate interests include:

◦ Assessing your suitability for the role

◦ Carrying out a fair and effective recruitment process

◦ Making informed recruitment decisions

◦ Verifying information provided by you

◦ Protecting our business and maintaining appropriate records

◦ Defending legal claims

We only collect, store and use sensitive personal information (special category data) when:

  • Processing is necessary for the purposes of carrying out obligations under employment law (under Article 9(2)(b) GDPR) – this applies to:

◦ Information about disabilities or health conditions where you have chosen to disclose this to enable us to make reasonable adjustments during the recruitment process under the Equality Act 2010

◦ Equal opportunities monitoring information to comply with the Equality Act 2010

  • Processing is necessary for reasons of substantial public interest (under Article 9(2)(g) GDPR and Schedule 1, Part 2 of the Data Protection Act 2018) – this applies to information about criminal convictions where the role requires a DBS check, which we process for the purposes of safeguarding children and vulnerable adults.
  • We have your explicit consent – where none of the above bases apply, we will seek your explicit consent before processing special category data.

Criminal conviction data is processed under the control of official authority pursuant to Article 10 GDPR and in accordance with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.

WHY DO WE PROCESS THIS INFORMATION?

We process your personal information for the following purposes:

  • RECRUITMENT – To process your application, assess your suitability for the role, arrange and conduct interviews, make recruitment decisions
  • VERIFICATION – To verify the information you have provided, to obtain and review references
  • COMMUNICATION – To communicate with you about your application and the recruitment process
  • CARE – To make reasonable adjustments during the recruitment process where you have disclosed a disability or health condition
  • EQUAL OPS – To comply with equal opportunities legislation and monitor the diversity of our applicant pool
  • SAFEGUARDING – To ensure applicants for roles involving contact with children or vulnerable adults are suitable (through DBS checks where applicable)
  • RECORDS – To maintain records of our recruitment processes
  • LAWFUL – To ensure our recruitment activities comply with the law
  • CLAIMS – To establish, exercise or defend legal claims

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

WHERE DID WE COLLECT THIS DATA FROM?

We collect most information from you directly when you:

  • Submit your application (CV, covering letter, application form)
  • Attend an interview or assessment
  • Communicate with us during the recruitment process

We may also obtain information about you from the following third-party sources:

  • Your referees and current or former employers (with your consent)
  • Recruitment agencies or platforms where you posted your application
  • Professional bodies or qualification providers (to verify credentials)
  • Publicly available sources such as LinkedIn or professional directories
  • The Disclosure and Barring Service (if a DBS check is required for the role)

ARE YOU UNDER ANY OBLIGATION TO PROVIDE THE PERSONAL DATA?

You are not under a statutory obligation to provide personal data during the recruitment process. However, if you do not provide certain information, we may not be able to:

  • Process your application effectively
  • Assess your suitability for the role
  • Contact you about your application
  • Verify your qualifications or employment history
  • Make reasonable adjustments for you during the recruitment process
  • Proceed with your application

WHO DO WE SHARE THIS INFORMATION WITH?

We may share your personal information with the following categories of recipients:

Internal Recipients

Your application will be shared with:

  • The hiring manager for the role
  • Human Resources personnel
  • Interview panel members
  • Senior management involved in recruitment decisions

Third-Party Service Providers (Processors)

We may use the following third-party service providers who process data on our behalf:

  • Recruitment software providers (applicant tracking systems)
  • IT services and systems support providers
  • Cloud-based storage providers
  • Background checking services (including DBS checks)
  • Assessment or testing providers

Processors are required to take appropriate security measures to protect your personal information. We do not allow processors to use your personal data for their own purposes.

Other Recipients

We may also share your information with:

  • Your referees (to obtain references)
  • Professional advisors (legal advisors where necessary)
  • Law enforcement or regulatory authorities where required by law

TRANSFERS TO OTHER COUNTRIES OR TO INTERNATIONAL ORGANISATIONS

We do not transfer your personal information outside the UK during the recruitment process. If this changes, we will ensure appropriate safeguards are in place and will inform you.

WILL THE INFORMATION BE USED FOR AUTOMATED DECISION MAKING OR PROFILING?

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making during the recruitment process. All recruitment decisions are made by humans with appropriate oversight.

We may use recruitment software to help manage applications and filter CVs based on key criteria, but all shortlisting and final decisions are made by our recruitment team with human judgment.

HOW LONG DO WE KEEP THIS INFORMATION?

We retain personal data for as long as necessary to fulfil the purposes we collected it for. For recruitment purposes:

If your application is unsuccessful:

We will retain your personal data for 6 months from the end of the recruitment process. This allows us to:

  • Consider you for other suitable roles that may become available
  • Defend any legal claims relating to the recruitment process
  • Demonstrate fair recruitment practices

After 6 months, we will securely delete or anonymise your information unless you have asked us to keep your details on file for future opportunities (see below).

If your application is successful:

Your recruitment records will be retained in accordance with our retention schedule for employee records (duration of employment plus 6 years). You will be provided with our privacy notice for employees, workers and contractors when you commence employment.

Talent pool (with your consent):

If you ask us to keep your details on file for future opportunities, we will retain your information for up to 2 years from the date you provided consent. You can withdraw your consent at any time by contacting us.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

It is important that the personal information we hold about you is accurate and current. Please let us know if your personal information changes during the recruitment process.

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a ‘data subject access request’).
  • Request correction of the personal information that we hold about you.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.
  • Object to processing of your personal information where we are relying on a legitimate interest.
  • Request the restriction of processing of your personal information.
  • Request the transfer of your personal information to another party.
  • Withdraw your application at any time. This will result in your personal data being deleted, although we may retain some basic information (such as your name and the fact that you applied) to ensure we do not contact you again about opportunities if you do not wish us to.

If you want to exercise any of these rights, please contact us in writing at the address provided at the beginning of this notice.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded or excessive.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose (such as keeping your details on file for future opportunities), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us at the email address provided at the beginning of this notice.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

COMPLAINTS

If you have any concerns or complaints about data protection, you should first raise this with us either by email to: data@edenprivatestaff.com or by phone: 0207 471 6000, or by post: Data Protection Officer, 20-21 Falkland Square, Crewkerne, Somerset, TA18 7JS.

If you have a complaint or concern that has not been remedied internally, you may choose to raise this with the Information Commissioner’s Office (ICO). Visit https://ico.org.uk for more information or call 0303 123 1113.

This notice was last updated: 16/02/26

Version: 1.0