Recruitment Privacy Notice
This notice explains how Nexus Planning Limited uses personal data about job applicants, prospective candidates and people who take part in recruitment processes.
Overview
About this notice
This notice explains how Nexus Planning Limited uses personal data about job applicants, prospective candidates, work experience applicants and people who take part in recruitment processes.
It should be read alongside our main Privacy Notice, which explains more about data protection rights and how we handle personal data generally.
Controller details
Who we are
Nexus Planning Limited is a UK town planning consultancy. For the purposes of this notice, "Nexus", "we", "us" and "our" mean Nexus Planning Limited, registered in England and Wales under company number 08491440. Our registered office is Holmes House, Pear Place, London, England, SE1 8BT.
We are the controller of personal data collected and used for recruitment purposes, unless we tell you otherwise.
Information we use
Personal data we collect
- Name, address, email address, telephone number and other contact details.
- CV, cover letter, application form, portfolio, work history, education, qualifications, professional memberships and skills.
- Interview notes, assessment results, correspondence and recruitment decision records.
- References and information from previous employers, where applicable.
- Right-to-work information and identity documents, where required by law.
- Salary expectations, notice period, role preferences and availability.
- Equal opportunities information, if collected, such as diversity monitoring data. Where collected, this information is used for monitoring and is not intended to form part of recruitment decision-making.
- Information about reasonable adjustments or accessibility needs.
UK GDPR
How we use recruitment data
We use recruitment data for the purposes below. The lawful basis we rely on will depend on the circumstances and the stage of the recruitment process.
| Purpose | What we do | Lawful basis |
|---|---|---|
| Managing applications | To assess your suitability, communicate with you and manage the recruitment process. | Legitimate interests; steps before entering into a contract. |
| Interview and assessment | To interview, assess and compare candidates. | Legitimate interests. |
| Right to work and legal checks | To confirm eligibility to work and comply with legal obligations. | Legal obligation. |
| References | To verify information and obtain references where appropriate. | Legitimate interests; consent where required. |
| Reasonable adjustments | To make reasonable adjustments and support accessibility during recruitment. | Legal obligation; legitimate interests; special category condition where applicable. |
| Equality monitoring | To monitor diversity and inclusion where this data is collected. | Legitimate interests, legal obligation or consent depending on the data collected and how it is used. |
| Talent pool | To keep your details for future opportunities where appropriate. | Consent or legitimate interests with a clear opt-out, depending on the approach used. |
Data sharing
Who we share recruitment data with
We may share recruitment data where appropriate and proportionate with:
- managers and staff involved in recruitment;
- HR advisers, professional advisers and IT providers who support our recruitment processes;
- recruitment agencies, where a role or candidate introduction is handled through an agency;
- referees and previous employers, where references are sought;
- background-check providers, where checks are used and are appropriate for the role; and
- public authorities or regulators where required by law.
We do not sell recruitment data.
Retention
How long we keep recruitment data
If your application is unsuccessful, we usually keep recruitment records for up to 12 months after the recruitment process ends, unless you agree that we can keep your details for longer for future opportunities.
If you are successful, relevant recruitment records will become part of your employment or worker record and will be handled under the relevant staff privacy information.
Where we keep limited information for longer, for example to respond to legal, regulatory or rights-related issues, we will only keep what is necessary.
Individual rights
Your rights
You have data protection rights, including rights to access, correct, delete, restrict or object to certain uses of your personal data.
Depending on the circumstances, you may also have the right to withdraw consent where we rely on consent, or to complain to the Information Commissioner's Office.
Please see our main Privacy Notice for more information about your rights and how to exercise them.
Contact
Contact
If you have questions about this Recruitment Privacy Notice or how your recruitment data is used, please contact J.Havers@nexusplanning.co.uk.
Questions about recruitment data?
For recruitment privacy queries, rights requests or data protection complaints, please contact Nexus Planning using the details above.
