Candidate Privacy Notice

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Introduction

This Privacy Notice explains how PayPlan Limited collects, uses, stores and protects personal information relating to job applicants, prospective candidates and individuals participating in our recruitment processes. We are committed to handling personal data in accordance with UK GDPR and the Data Protection Act 2018.

Data Controller

PayPlan Limited
Kempton House
Kempton Way
Dysart Road
Grantham
NG31 7LE

If you have any questions about this privacy notice or how we use your personal data, please contact:

Data Protection Officer – Lee-Ann Taylor
Address: Totemic House, Caunt Road, Grantham, Lincolnshire, NG31 7FZ
Email: [email protected]

Information We Collect and Use

We collect and use the following personal information as part of our staff recruitment administration and management:

  • Name, address, telephone number and email address
  • Date of birth
  • Gender
  • Ethnicity
  • Sexual orientation
  • Religion
  • Nationality
  • Disabilities
  • Caring responsibilities
  • Copies of passport or other photo ID
  • Copies of proof of address documents
  • National Insurance Number
  • Employment history, qualifications and training
  • Professional memberships and skills
  • Interview notes and assessment results
  • Right to work documentation
  • References and referee details
  • Information from recruitment agencies, referees, LinkedIn, screening providers and details of criminal convictions through DBS where applicable.

We may process health, disability and equality monitoring information where necessary and lawful. Diversity information will be used for monitoring purposes and not ordinarily form part of recruitment decision making.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
  • Your right to erasure - You have the right to ask us to delete your personal information.
  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
  • Your right to object to processing - You have the right to object to the processing of your personal data.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Lawful Bases

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Legal Obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Legitimate Interests - we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

  • To enable the organisation to recruit and select suitability qualified individuals
  • Manage the recruitment process
  • Verify information provided by applicants
  • Ensure fair and effective recruitment
  • Management of recruitment related risks, such as fraud or misrepresentation
  • Demonstrate compliance with relevant employment and equality legislation and to defend potential legal claims

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

We collect your information from the following places:

  • Directly from you
  • Applicant tracking systems
  • Employment agency
  • Referees (external or internal)
  • Security clearance providers
  • Public sources (eg LinkedIn or other websites)

Social Media and Online Searches

We may review publicly available professional information such as LinkedIn profiles where proportionate and relevant.

Sharing Information

In some circumstances, we may share information with the following organisations:

  • Training suppliers - to arrange, deliver and record mandatory or role-specific training.
  • Employee benefit schemes - to administer benefits and wellbeing support where relevant.
  • Health and benefit suppliers - to assess fitness for work and provide workplace health services where necessary.
  • Insurance companies, brokers and other intermediaries - to arrange and administer insurance cover and manage claims.
  • External auditors or inspectors - to enable independent audits, inspections, accreditation reviews, regulatory assessments, and compliance monitoring. This may include providing access to relevant records where required to demonstrate that our recruitment, employment, governance, and legal obligations are being met.
  • Organisations we’re legally obliged to share personal information with - where required by law, regulation, court order, or other legal obligation. This may include regulators, government departments, law enforcement agencies, courts, tax authorities, safeguarding bodies, and other public authorities.
  • Suppliers and service providers - to host, process and manage recruitment and employment-related information on our behalf.
  • Background screening companies - to verify identity, right to work, employment history, qualifications, professional memberships and, where appropriate, conduct criminal record checks.
  • Cifas - to help prevent and detect fraud, identity theft, financial crime and other unlawful activity. Information may be shared with and checked against Cifas databases where permitted by law and where we have a legitimate interest in protecting our organisation, employees, customers and candidates.

All parties are required to process personal data only on our documented instructions, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. They must implement appropriate technical and organisational measures to protect personal data, maintain confidentiality, and comply with all applicable data protection laws. We only share personal information that is necessary for the specific purpose for which it is required and take reasonable steps to ensure that it is handled securely and appropriately.

International Transfers

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

Data Security

Appropriate technical and organisational measures are implemented to protect information.

Retention

Unsuccessful candidates: 12 months. Successful candidates: transferred to employee record.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Requirement to Provide Data

Failure to provide required information may prevent us progressing an application or completing checks.

Complaints

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: [email protected]

Post:
Kempton House
Kempton Way
Dysart Road
Grantham
NG31 7LE

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint

Changes

This notice may be updated periodically.

Due to the further development of government regulations or the implementations of new technologies, this policy will be reviewed, and may change, from time to time. PayPlan reserves the right to change this data protection information at any time with effect for the future.

The revised policy will be posted to this page so that you are always aware of the information we collect, how we use it and under what circumstances we disclose it. We therefore recommend you read the current data protection information again from time to time.

PayPlan is a limited company registered in England, Company Number: 11193612. Registered Office: Kempton House, Kempton Way, Dysart Road, Grantham, England, NG31 7LE. PayPlan and the PayPlan Logo are all trademarks of Totemic Limited

V1 August 2026