Careers Privacy Notice

This notice covers applications to work for RecSphere itself. Recruitment agencies that use our platform give their own notices to the candidates they work with.

Who is responsible

RECSPHERE LTD, company number 15931463, is the controller for the information we use to consider people for work with us. Our registered office is 128 City Road, London, EC1V 2NX. To contact our Privacy Lead, email legal@recsphere.co.uk with “Careers privacy” in the subject line.

The information we use and where it comes from

We use the information you send us, such as your contact details, CV, work history, qualifications, portfolio, availability, our correspondence and notes from any interviews. If we take an application forward, we may contact referees you nominate, and we will tell you about any checks a role needs at the stage they apply.

Please do not send passport copies, bank details, criminal-record certificates or medical records when you register your interest. If a role later needs any of these, we will explain why and arrange a secure way to send them.

Why we use it and our lawful bases

• To assess your suitability, keep in touch, arrange interviews and take steps before a contract at your request.
• Our legitimate interests in running a fair recruitment process, evaluating relevant experience, keeping proportionate records of decisions and defending legal claims.
• A legal obligation where a specific check is required by law, such as right-to-work checks before employment.

If you ask for a reasonable adjustment, we use what you tell us only to arrange it. We do not ask for health or criminal-record information when you register your interest, and criminal-record checks are not routine for our roles.

Sending us your details is voluntary, but without enough relevant information we may not be able to consider your interest.

How long we keep it

• An application for a specific role: 6 months after the process ends, unless a legal claim requires longer.
• Registering your interest without a specific role: up to 12 months, so we can consider you for future opportunities. You can ask us to delete your details at any time.
• If you join us, the information we need moves into your employment record, and we give you our staff privacy information.

Sharing, location and decisions

Only the people involved in hiring can see your information. Applications reach us by email, which is provided by Microsoft, and our systems are hosted on Microsoft Azure in the UK. Referees receive only what they need to give a reference. Advisers or authorities may receive relevant records where necessary and lawful.

We do not use AI to screen or rank applicants, and every hiring decision is made by people.

Your rights and concerns

Depending on the circumstances, you can ask to access, correct, delete, restrict or move your information, and object to processing based on our legitimate interests. Email legal@recsphere.co.uk to make a request. We normally respond within one month and will tell you if a lawful extension applies.

You can raise a privacy complaint the same way. We acknowledge complaints within 30 days, investigate them appropriately and tell you the outcome without undue delay. You can also complain to the Information Commissioner's Office. Our main Privacy Policy covers how we handle other information. We will update this notice and its date when our recruitment process changes.