Recruitment Privacy Notice
Who We Are
Age UK Devon ("we", "us") is a registered charity providing services and activities across Devon.
We are committed to protecting your privacy, keeping your personal data secure, and using it fairly and lawfully in line with UK data protection legislation (UK GDPR and the Data Protection Act 2018).
The Personal Data We Collect
As part of our recruitment and selection process, we may collect the following information:
Identification & Contact Information
• Name, address, email, phone number
• Employment history and qualifications
• CV, application form, cover letter
• Interview notes and assessment results
Special Category Data (if applicable)
• Health or accessibility information you choose to provide (e.g., reasonable adjustments)
• Equality and diversity monitoring data (collected anonymously)
Other Information
• References
• Proof of right to work in the UK
• Criminal record information where relevant (only for roles requiring DBS checks and only with your consent)
Lawful Basis for Processing
We process your personal data under the following lawful bases:
• Article 6(1)(b) - Contract (or steps prior to entering into a contract):
To assess your application, conduct interviews, and make recruitment decisions.
• Article 6(1)(f) - Legitimate Interests:
For running an effective recruitment process, keeping records, and ensuring fair hiring practices.
• Article 6(1)(c) - Legal Obligation:
To verify your right to work in the UK and meet safeguarding or regulatory requirements.
• Article 9(2)(a) - Explicit Consent:
For any health data or reasonable adjustments you choose to share.
For DBS checks (only where required for the role).
How We Use Your Data
We use your information to:
• Process and assess your application
• Contact you throughout the recruitment process
• Make hiring decisions and create employment contracts where applicable
• Arrange interviews, tests or assessments
• Verify references and qualifications
• Carry out right to work and DBS checks (where required)
• Monitor our recruitment processes for fairness and inclusivity
• Keep anonymised recruitment statistics
We do not use your data for marketing.
Who We Share Your Data With
We will never sell your personal data.
• With referees you have provided
• With background check providers (e.g., DBS) where required
• With relevant statutory bodies where legally required
• With recruitment platforms or software providers we use (securely and with appropriate safeguards)
All sharing is limited to what is necessary and proportionate.
Data Retention
We keep recruitment data for 6 months after the end of the recruitment process unless:
• You become an employee (in which case your data becomes part of your HR record), or
• You give consent for us to keep your details for future vacancies.
After this period:
• Digital records are deleted
• Paper records are securely shredded
Your Rights
You have the right to:
• Access the personal data we hold about you
• Request corrections to inaccurate information
• Request deletion of your data (“right to be forgotten”)
• Withdraw consent at any time
• Restrict how your data is processed
• Request transfer of your data (data portability)
• Object to certain types of processing
To exercise any of these rights, contact us at:
Email: info@ageukdevon.org.uk
Phone: 0333 241 2340
Post: Age UK Devon, 1 Manaton Court, Matford Business Park, Exeter, EX2 8PF
You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we process your data:
Phone: 0303 123 1113
Website: www.ico.org.uk
How We Keep Your Data Secure
• All personal data is stored securely in Microsoft 365 SharePoint with encryption, and restricted access.
• Access is restricted to staff involved in the recruitment process.
• DBS and identity documents are stored and transmitted securely.
• We do not store bank details during recruitment.
Further Information
For more detail on how we protect and use your personal data, you can read our full Privacy Policy at: www.ageuk.org.uk/devon/privacy-policy