Recruitment Privacy Notice

This notice explains how we will process your personal data during your job application process.

Headline – when you apply to work at Fulwell 73 Limited we will process your personal data for the purposes of assessing you for the role.

Who collects information about you?

Fulwell 73 Limited (we, our, us, Fulwell 73) is the controller of your personal data. This means that we are responsible for deciding how and why we hold and use certain information about you.

The kind of information we hold about you

1. We may collect the following information before and during the shortlisting stage of the recruitment process:

Your name and contact details – including your address, phone numbers, and email addresses);
Your qualifications, experience, employment history (including job titles, salary and working hours);
Details of your referees; and
Any other information you have provided to us in your CV and covering letter or in other communications on a voluntary basis.

2. We may also collect the following information after the shortlisting stage, and before making a final decision:

Information about your previous academic and/or employment history, including any conduct, grievance or performance issues, appraisals, and attendance records. We may obtain this information from references received from previous employers and/or education providers;
Information regarding your academic and professional qualifications (if relevant);
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information;
A copy of your driving licence; and
Your signature.

How is your personal information collected?

We may collect information about applicants and job candidates from the following sources:

You, the applicant.
Recruitment agencies, from which we collect the following categories of data: CV and Cover Letter

Note, for some specific roles, we are obliged to seek information about criminal convictions and offences. Where Fulwell 73 seeks this information, it does so because this is necessary for it to comply with its obligations and exercise specific rights in relation to employment – such as where you will be working with children.

How we will use information about you

We will use the information we collect about you to:

Assess your skills, qualifications, and suitability for the role.
Carry out background and reference checks, where applicable.
Communicate with you about the recruitment process.
Keep records related to our hiring processes.
Comply with legal or regulatory requirements (e.g., our obligation to check that you are eligible to work in the United Kingdom).

Having received your CV and any additional materials, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role you are applying for, or to consider whether we have any suitable roles for you when you register your interest with us. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references, carry out a criminal record check (if required) or any other necessary checks (including a right to work check) before confirming your appointment.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

On what lawful basis do we process your personal information?

It is in our legitimate interests to decide whether to appoint you to a role as it would be beneficial to our business to appoint someone to that role.

If you fail to provide personal information

If you fail to provide information when requested, and such information is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

How we use particularly sensitive personal information

We may use particularly sensitive personal information about you for the following reasons:

We may use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.
We may use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Why might you share my personal information with third parties?

We may need to share some of your information with other parties, such as HR consultants and professional advisers. We will only share your information with such parties for the purposes of processing your application.

Usually, information will be anonymised but this is not always possible. The recipient of the information will be required to take appropriate security measures to protect your information in line with our policies and will also be bound by confidentiality obligations. We do not allow our third-party service providers to use your information for their own purposes. We only permit them to process your information for specified purposes and in accordance with our instructions.

We may also be required to share some personal information as required to comply with the law.

How long we keep your personal information

When you register your interest with us by sending a CV and/or covering letter to us, we will keep your information for 12 months from the date of the final decision made about your application.

If we wish to retain your personal information on file for a longer period, we will write to you separately seeking your consent to retain your personal information for a further fixed period on that basis.

If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment. This will be explained further in our staff privacy notice.

Your rights in connection with your personal information

Under certain circumstances, you have a legal right to:

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
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. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Director of People in writing at privacy@fulwell73.com.

Who to contact with queries or if you have a complaint

Our Director of People is responsible for overseeing compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Director of People at privacy@fulwell73.com.

If you have a concern about our use of your information we ask that you reach out to us in the first instance to see if it can be resolved. However, you also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Last updated: November 2023