UK Privacy Policy for Job Candidates
Last updated: 1st May 2025
1. Who We Are
Damia Group Limited
Surrey Technology Centre, 40 Occam Road, Guildford, Surrey, GU2 7YG
Company Registration Number: 02571619
Data Controller Contact: sam.quinsee@damiagroup.com
Email: info@damiagroup.com
2. What Information We Collect
When you apply for a role with us, we may collect the following types of personal data:
* Full name
* Contact details (email, phone number, address)
* CV/resume, cover letter, and qualifications
* Employment history
* References and referee contact information
* Right to work documentation
* Interview notes and assessment results
* Any other information you voluntarily provide during the application process
We may also collect special category data (e.g., health information or diversity data) if you choose to provide it and if relevant for making reasonable adjustments or reporting purposes.
3. How We Use Your Information
We use your personal data for the following purposes:
* To assess your suitability for the role applied for
* To communicate with you during the recruitment process
* To verify information and conduct background checks (where necessary)
* To comply with legal or regulatory requirements * To keep records of our hiring process
4. Legal Basis for Processing
We process your personal data under the following legal bases:
* Consent – where you have given us clear permission to process your data (e.g., for optional data or diversity monitoring).
* Contract – to take steps before entering into a contract.
* Legal obligation – to meet our obligations under UK law.
* Legitimate interests – for our internal recruitment purposes, provided these are not overridden by your data protection rights.
5. Data Sharing
We may share your personal data with: * Recruitment software providers or hosting partners * Professional advisers (e.g., HR consultants or legal advisors) * Regulatory authorities or government bodies where legally required * Referees and background check providers We do not sell your data to third parties.
6. International Transfers
Your data is normally processed within the UK or EEA. In the highly unlikely event that it is transferred outside these regions, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses.
7. Data Retention
We retain candidate data for up to 12 months from the date of your application unless:
* You are hired (in which case your data becomes part of your employee file)
* You consent to us keeping your information longer for future job opportunities
* A longer retention is required by law
8. Your Rights
You have rights under the UK GDPR, including:
* Access to the personal data we hold about you
* Request correction of inaccurate data
* Request erasure of your data in certain circumstances
* Object to or restrict processing
* Withdraw your consent (where applicable)
* Lodge a complaint with the Information Commissioner’s Office (ICO)
9. Contact Us
For any questions, or to exercise your data rights, please contact:
Our Data Protection Officer – Steve Bishop
Email: steve.bishop@damiagroup.com
Phone: +44 7715 906126
Address: Surrey technology Centre, 40 Occam Road, Guildford, Surrey, GU2 7YG
10. Changes to This Policy
We may update this Privacy Policy from time to time. Please check this page periodically for changes. If significant changes are made, we will notify you via our website.
