Processing of (personal) data by the entity in charge of the online application process

1. WHY HAVE YOU BEEN GIVEN THIS NOTICE?

Compare My Move Ltd is a data controller. This means we are responsible for deciding how we collect, use, store and protect your personal data during the recruitment process. 

This notice explains what personal data we collect, why we use it, how we protect it, who we may share it with and the rights you have under the UK General Data Protection Regulation and the Data Protection Act 2018.

If you need this notice in an alternative format, please let us know.

2. WHAT ARE OUR DATA PROTECTION RESPONSIBILITIES?

When handling your personal data, we must ensure it is:

• used lawfully,fairlyand transparently
• collected only for specified, explicit and legitimate purposes
• adequate,relevantand limited to what is necessary
• accurateand kept up to date
• kept only for as long as necessary
• kept secure

These are core UK GDPR principles and apply throughout the recruitment process.

3. WHAT PERSONAL DATA DO WE COLLECT?

We may collect, use and store the following categories of personal data about you:

3.1 Personal and application details

• name

• address
• email address
• telephone number
• qualifications,skillsand experience
• employment history
• current salary,benefitsand notice period
• right to work documentation
• drivinglicencedetails where relevant to the role

3.2 Recruitment and assessment records 

• CVs, coverlettersand application forms
• interview notes and assessment results
• references, requested after a conditional offer where applicable
• audio and, where applicable, video recordings of recruitment calls, interviews or assessments carried out using approved business systems

3.3 Special category data 

We may also process more sensitive personal data where the law allows us to do so. This may include: 

• equal opportunitiesmonitoringdata, such as ethnicity,genderor disability information
• health information where this is needed to consider reasonable adjustments or support fair access to the recruitment process
• other special category information voluntarilydisclosedby you during the recruitment process, where relevant and lawful to process

Please avoid including unnecessary personal data, such as financial information or National Insurance numbers, unless specifically requested.

4. HOW DO WE COLLECT YOUR DATA?

We collect personal data in a number of ways, including:

• directly from you through your application, CV, cover letter or supporting documents
• during interviews,assessmentsand recruitment discussions
• from identity documents you provide
• through recorded telephone calls, video calls or virtual interviews conducted using approved systems where recording ispermittedunder our Call Recording Policy
• from referees, after a conditional offer where applicable

If you send us your CV outside an active recruitment process, we will either delete it or contact you to ask whether you would like us to retain it for future opportunities.

5. WHY DO WE USE YOUR DATA AND WHAT IS OUR LEGAL BASIS?

We only use your personal data where the law allows us to do so. The main purposes, examples of data used and legal bases are set out below.

6. SPECIAL CATEGORY DATA AND CRIMINAL OFFENCE DATA

We only process special category data or criminal offence data where the law permits.

Audio or video recordings of recruitment calls, interviews or assessments are not treated as special category data by default. However, if a recording contains special category information, that content must be handled with the additional care required by law and Company policy.

Relevant conditions under Schedule 1 of the Data Protection Act 2018 may include:

• Paragraph 1 – employment, socialsecurityand social protection
• Paragraph 2 – equality of opportunity or treatment
• Paragraph 10, where relevant – preventing or detecting unlawful acts
• Paragraph 12, where relevant – regulatory requirements

We may request criminal record information only for roles where it is legally required or otherwise relevant and lawful to do so. We do not carry out blanket criminal record checks.

7. WHAT HAPPENS IF YOU DO NOT PROVIDE INFORMATION? 

Some information is required so that we can progress your application fairly and lawfully. For example, without certain information we may be unable to:

• assess your suitability for the role
• consider any reasonable adjustments you may need
• verify your right to work whererequired

Where information is optional, we will make that clear.

8. AUTOMATED DECISION-MAKING

We do not make recruitment decisions based solely on automated processing or profiling.

If this changes, we will notify you and explain your rights.

9. WHO DO WE SHARE YOUR DATA WITH?

Your personal data may be shared, where necessary, with:

• HR and recruitment team members
• hiring managers and employees involved in interview assessment or recruitment decision-making
• employees involved in quality assurance, compliance, system administration or the investigation of complaints or concerns, where access is necessary
• referees, after a conditional offer where applicable
• third-party service providers, such as applicant tracking systems, assessment platforms, identity verification services and cloud-based document or email systems

All third parties are required to handle personal data in line with appropriate data protection obligations.

10. DATA STORAGE, SECURITY AND INTERNATIONAL TRANSFERS

Your data is stored securely using appropriate technical and organisational measures.

Where recruitment calls or interviews are recorded, recordings must be stored in approved, centralised systems only and protected in line with the Call Recording Policy.

We currently store and process applicant data within the UK. If we need to transfer data outside the UK, we will ensure appropriate safeguards are in place and notify you where required.

11. HOW LONG WILL WE KEEP YOUR DATA?

We will only keep your personal data for as long as necessary for the purposes for which it was collected, taking account of legal, regulatory and operational requirements.

Unless a different period applies for a specific reason:

• unsuccessful applicants – up to 12 months after the recruitment process ends, unless you request earlier deletion
• recorded recruitment calls,interviewsor assessments – normally up to 12 months from the date of recording, unless they arerequiredfor a complaint, investigation, dispute, legalclaimor another justified retention hold

• successful applicants – relevant recruitment information will become part of your employee file and will then be covered by our Staff Privacy Notice

Data is securely deleted once the relevant retention period expires.

12. RECORDED CALLS AND INTERVIEWS

Where recruitment calls, interviews or assessments are recorded, we will normally inform you through a verbal notice given as early as practicable and before substantive discussion begins.

Where a recorded call or interview is arranged in advance, this information may also be included in the relevant email or meeting invitation. This supports transparency, but does not replace the need to give an appropriate verbal notice where required.

Recordings may be used for legitimate purposes consistent with the Call Recording Policy, including training, monitoring, quality assurance, complaint handling, maintaining an accurate record of the recruitment process and, where appropriate, potential disputes, legal claims or anticipated legal claims.

13. YOUR RIGHTS

You have rights under data protection law, including the right to:

• access your personal data
• request correction of inaccurate or incomplete data
• request deletion of data in certain circumstances
• restrict or object to processing in certain circumstances
• request data portability where applicable

To exercise your rights, please contact our Data Protection Lead at info@comparemymove.com.

14. HOW TO COMPLAIN 

If you have concerns about how we handle your data, please contact our Data Protection Lead first. 

If you remain dissatisfied, you can contact the Information Commissioner’s Office: 

• Phone:0303 123 1113
• Website:ico.org.uk
• Address:Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

15. UPDATES TO THIS NOTICE 

We may update this notice from time to time. The latest version will be available on request and, where appropriate, through our recruitment process.

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