Personal data

Purpose of process

This section applies to you when you apply for employment with UKCEH.

Your personal data is processed for recruitment purposes, including application evaluation and interview scheduling.

Information collected

  • name
  • date of birth
  • contact details such as email address, postal address, and phone number
  • qualifications
  • employment and education history
  • referee details
  • any other personal details supplied by you on the application or your CV

If you received a conditional offer of employment, more personal information will be collected, such as:

  • proof of identity and right to work in the UK
  • bank information
  • tax & NI information

In addition to the personal data provided by you, in some instances, there may be some categories of personal data that are not obtained from you personally.

This may include information we received such as:

  • information from recruitment agencies (where relevant), which may include an agency candidate summary
  • employment references
  • DBS (Disclosure and Barring Service)
  • Occupational Health Fit for Work Clearance

Lawful basis for processing

Consent

Where you have given consent to the processing of your personal data for one or more specific purposes.

Contract

Where it is necessary for the performance of contract with UKCEH.

Legal obligation

Where it is necessary for UKCEH to fulfil our obligation as an employer.

Legitimate interests

Where it is necessary for the legitimate interests of UKCEH. Our legitimate interests includes:

  • ensuring business needs are met to enable the management and delivery or service
  • analysis of the employee headcount and costs based on financial viability. Forecasting resource requirements over projected timescales for work.

Data sharing

  • internally, data may be shared with human resource officer and line manager
  • third party processors including:

    • Agenda (pre-employment screening)

    • Workday

    • Sugarman Occupational Health Services 

    • TrustID (identification verification)

Retention period

All unsuccessful job applicant data will normally be deleted from UKCEH systems within a year, unless we are obliged by legal requirement to retain this data beyond six months.

Data subject right

  • Right to be informed
  • Right to rectification
  • Right to erasure
  • Right to access
  • Right to data portability

Changes to privacy notice

This privacy notice will be revised as required and you are encouraged to revisit the privacy notice regularly to read the latest versions. This version was update in July 2025.