Applicant Data Privacy Policy

Introduction

Podular Systems is committed to safeguarding the privacy and security of personal information. This Applicant Privacy Notice explains how we collect, use, and protect personal data relating to individuals who apply for roles with us, whether through our website, recruitment platforms, direct applications, or other interactions.

We aim to ensure transparency in how personal data is handled and to provide reassurance that your information is managed responsibly and in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This notice outlines:

  • The types of personal data we collect
  • How and why, we process that data
  • How long we retain it
  • Your rights in relation to your personal data

Our Recruitment Process

Podular Systems regularly recruits for a range of roles across the business to support our continued growth and development. Vacancies may be advertised internally, via our website, through recruitment agencies, or on external job platforms and social media channels.

Applicants can submit their details directly to us, typically by providing a CV and supporting information via email or an online application process on the relevant platform.

As part of our recruitment activities, we collect and process personal data relating to candidates. We are committed to handling this information in a fair, lawful and transparent manner.

What Happens to Your Data When You Apply

When you apply for a role with Podular Systems, your application is received and reviewed by our Human Resources team. Your information may be shared internally with individuals involved in the recruitment process, including hiring managers and, where appropriate, external recruitment partners acting on our behalf.

The Human Resources team will remove any personal data that is not required to be shared i.e full address.

Your personal data will only be accessed by those who require it for legitimate recruitment purposes, and they will only receive the information needed for the purpose of which it is intended for.

Retention of Applicant Information

We will retain your personal data inline with legislative retention guidelines issued to us, from the date it is received. This enables us to:

  • Maintain accurate records of our recruitment processes
  • Ensure consistency and fairness in hiring decisions
  • Consider you for other suitable opportunities within Podular Systems

After this period, your data will be securely deleted unless:

  • You have been successful and commenced employment, in which case your data will be transferred to your employee record and retained in line with our employee privacy notice; or
  • There is a lawful basis for retaining it for longer (for example, in connection with a legal claim)

If you prefer not to be considered for future roles or wish your data to be removed sooner, you may contact us at any time (see contact details below).

Information We Collect

We may collect and process a range of personal data relating to you, including:

  • Personal details such as name, address, email address, and telephone number
  • Information contained within your CV or application, including qualifications, skills, employment history and experience
  • Details of current remuneration and benefits (where provided)
  • Information regarding your right to work in the UK
  • Details relating to any adjustments required during the recruitment process

We may obtain this information from:

  • You directly (e.g. application forms, CVs, interviews)
  • Identification documents (e.g. passport)
  • Third parties, such as referees, recruitment agencies, background screening providers, or regulatory bodies (where relevant and appropriate)

Where information is obtained from third parties, this will typically occur after a conditional offer has been made, and you will be informed accordingly.

Your data may be stored in various formats, including electronic HR systems, recruitment platforms, and secure email systems.

Purpose and Legal Basis for Processing

We process personal data for the purposes of managing our recruitment activities and making informed hiring decisions.

The lawful bases we rely on include:

  • Legitimate interests: to manage and administer the recruitment process, assess suitability, and maintain records
  • Contractual necessity: to take steps at your request prior to entering into an employment contract
  • Legal obligation: to comply with legal requirements, such as verifying your right to work in the UK

In certain circumstances, we may process special category data (such as information relating to health, diversity, or equal opportunities monitoring). This will only be done where permitted by law and where necessary to meet our obligations, such as making reasonable adjustments or monitoring equality and diversity.

For roles where it is required, we may also process information relating to criminal convictions. This will only be carried out where lawful and necessary for the role in question.

We will not use your personal data for purposes unrelated to the recruitment process.

The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied and will only keep the data for as long as necessary. The organisation will not transfer your data outside the European Economic Area unless there is a legal purpose.

International Transfers

Your personal data will not be transferred outside the United Kingdom or the European Economic Area unless appropriate safeguards are in place in accordance with UK GDPR requirements.

Data Security

Podular Systems takes appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, or damage. Access to your data is restricted to those who need it for legitimate business purposes.

We regularly review our security practices to ensure your information remains protected.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, failure to supply the information required, may limit our ability to assess your application effectively or progress it further.

Your Rights

Under UK GDPR, you have a number of rights in relation to your personal data. These include the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate or incomplete information
  • Request erasure of your data where it is no longer necessary
  • Object to or restrict the processing of your data in certain circumstances

To exercise any of these rights, or if you have questions about how your data is handled, please contact our Human Resources team at: HR@Podularsystems.Co.uk

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner. If access, correction, or deletion is denied, the reason for doing so will be communicated to you.

Changes to this privacy policy

As this Privacy Policy is updated, the current version will be posted on this site.