Recruitment Candidate Privacy Notice
Effective as of September 19th, 2025
1 What is the purpose of the document?
Thank you for considering a job opportunity with us! This Recruitment Candidate Privacy Notice (the “Notice”) applies to the processing of personal data collected in connection with career opportunities at our company and the hiring process. It explains how and why we gather, store, share and use your personal data, as well as the rights and choices you have around your personal data, in accordance with the General Data Protection Regulation ((EU) 2016/679) (GDPR) and Data Protection Act 2018 (UK GDPR).
We are part of the Odevo Group, and the data controller for the processing of your personal data is the Odevo Group entity specified in the job application form. These include (but are not limited to):
- Odevo UK Limited, located at 4th Floor, 20 Red Lion Street, London, Greater London, England, WC1R 4PS
- Alexander Bonhill Limited, located at 20 Red Lion Street, London, England, WC1R 4PS
- CoDwellers.com Ltd, located at Unit V103 Vox Studios, 1-45 Durham Street, London, England, SE11 5JH
- Diamond & Company (Scotland) Limited, located at 140 Lower Ground, 140 West George Street, Glasgow, Scotland, G2 2HG
- Encore Property Management Group Ltd, located at 2 Hills Road, Cambridge, England, CB2 1JP
- Ginger Energy Limited, located at 4 The Cloisters, 12 George Road, Edgbaston, Birmingham, England, B15 1NP
- Pinnacle Property Management Ltd, located at Units 1, 2 & 3, Beech Court Hurst Berkshire, RG10 0RQ
- Premier Estates Limited, located at Chiltern House, 72-74 King Edward Street, Macclesfield, Cheshire, SK10 1AT
- Rendall & Rittner Limited, located at 13B St George Wharf, London SW8 2LE
- SRVO Property Limited, located at 13b St. George Wharf, London, England, SW8 2LE
- The Vegner Group Ltd, located at 9-11 The Quadrant Richmond TW9 1BP
- Trinity Property Group Limited, located at Vantage Point, 23 Mark Rd, Hemel Hempstead Industrial Estate, Hemel Hempstead HP2 7DN
2 The kind of information we hold about you
We will comply with data protection law and principles, which means that your data will be:
• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.
We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary.
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
• The information you have provided to us in your curriculum vitae and covering letter.
• The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, education history, qualifications.
• Publicly available information from publicly available sources relevant to the recruitment process, e.g. your LinkedIn profile.
• Any information you provide to us during an interview.
• Other information provided by you in the recruitment process.
• Information related to your immigration status and visa requirements.
• Information obtained from references or previous employers.
• Information obtained from background checks, including credit reports, criminal record checks (if applicable for the position you have applied for, and as permitted by applicable laws).
We may also collect, store and use the following types of more sensitive personal information:
• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
• Information about your health, including any medical condition, health and sickness records for that we may need the purposes of any reasonable adjustment during the interview process.
• Information about criminal convictions and offences.
3. How is your personal information collected?
We collect personal information from candidates from the following sources:
• You, the candidate;
• Recruitment agencies
• Disclosure and Barring Service in respect of criminal convictions
• Your named referees
• Credit reference agencies
• Previous employers
• Social media
4 How we will use information about you?
We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide with any third parties for marketing purposes.
We will use the personal information we collect about you to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary, and in particular:
• Assess your skills, qualifications, and suitability for the role.
• Carry out background and reference checks, where applicable.
• Communicate with you about the recruitment process.
• Keep records related to our hiring processes.
• To prepare your employment agreement if you receive a job offer from us.
• In some cases, to consider you and inform you about future job opportunities.
• To evaluate and improve our diversity and inclusion efforts.
• Comply with legal or regulatory requirements.
The lawful basis we rely on for processing your personal data is primarily article 6(1)(f) of the UK GDPR, which relates to processing of your personal data when we or a third party has a legitimate interest in using your personal data to conduct the recruitment, and your interests and fundamental rights do not override those interests.
If you receive a job offer from us, we will rely on article 6(1)(b) to process your personal data where it is necessary to perform a contract or to take steps at your request, before entering a contract.
In some cases, we may actively seek your consent to use your personal data for a certain purpose.
If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 the lawful basis we rely on for processing this information is article 6(1)(c) to comply with our legal obligations under the Act.
The Article 9 conditions we rely on to process any information you provide as part of your application which is special category data, such as health, religious, sexual orientation or ethnicity information are article 9(2)(b) of the UK GDPR, which relates to our obligations in employment and the safeguarding of your fundamental rights or article 9(2)(g) - necessary for reasons of substantial public interest. The additional DPA 2018 processing conditions we rely on are Schedule 1 part 1(1) which again relates to processing for employment purposes, and part 2(8) – equality of opportunity or treatment.
The lawful basis we rely on to process criminal offence data are Article 6(1)(f) legitimate interests in protecting our operations and reputation by ensuring the employment of reliable and qualified individuals. In addition, we rely on the processing condition at Schedule 1 part 1(1) which relates to processing for employment purposes.
Having received your CV we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and we may ask for a criminal record check before confirming your appointment.
If we make a conditional offer of employment, we will then take up references and we may ask for a criminal record check before confirming your appointment. You must successfully complete pre-employment checks to progress to a final offer. We must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability.
You must therefore provide:
• proof of your identity – you may be asked to attend our office with original documents and we may take copies;
• proof of your qualifications – you may be asked to attend our office with original documents and we may take copies;
• a criminal records declaration to declare any unspent convictions;
• your email address, which we’ll pass to the Government Recruitment Service, which will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions;
• We will contact your referees, using the details you provide in your application, directly to obtain references
• We may also ask you to complete a questionnaire about your health to establish your fitness to work.
• We will also ask you about any reasonable adjustments you may require under the Equality Act 2010. This information will be shared with relevant staff to ensure these are in place for when you start your employment.
If we make a final offer, we will also ask you for the following:
• bank details – to process salary payments
• emergency contact details – so we know who to contact in case you have an emergency at work
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
5 How we use particularly sensitive personal information
We may use your particularly sensitive personal information in the following ways:
• We may use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during the interview or at the workplace if you start your employment with us.
• You may also be asked to provide equal opportunities information. This is not mandatory – if you don’t provide it, it won’t affect your application. We won’t make the information available to any staff outside our recruitment team, including hiring managers, in a way that can identify you. Any information you provide will be used to produce and monitor equal opportunities statistics. This information may also be shared with external equality and diversity auditors.
6 Information about criminal convictions
We may collect information about your criminal convictions history if we would like to offer you the position (conditional on checks and any other conditions, such as references, being satisfactory). We are required to carry out a criminal record check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.
Where required, we will inform you in advance that such information will be collected, limit the data collected to what is strictly necessary, and retain it only for as long as necessary to fulfil the stated purpose or as required by law. We will maintain an appropriate policy document governing the secure handling of this information.
7 Automated decision making
In limited circumstances our recruitment processes use elements of solely automated decision-making in order to confirm that we only proceed with candidates who meet the minimum requirements for a job, as set out in a job description. For example, if the job description clearly requires candidates to have a driver’s license and the application form asks whether you possess one, your application may be rejected automatically if your answer in the application form is “No”. Automated decision-making is only used as an exception when we expect a high volume of applications which we cannot handle manually.
8 Data Sharing
We may share your personal information with third parties for the purposes of processing your application. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may also share your personal information with other companies in the Odevo Group in order to carry out the activities described in this Notice. In some cases, this may include forwarding your job application to another Odevo Group entity that offers a role better aligned with your experience and qualifications.
We may also share your personal information with authorities and other public actors when we are legally required to do so or as necessary in connection with legal proceedings involving you.
We generally aim to process your personal data within the EEA/UK area.
However, some of our third-party service providers may process your personal data outside of the EEA/UK. When this occurs, we will ensure that a safeguard recognized by the applicable laws is used to enable the transfer. We use the following safeguards:
• Transfers to countries that the EU or UK authorities recognize as providing an adequate level of data protection, equivalent to the GDPR/UK GDPR. For example, we rely on the EU Commission’s adequacy decisions for the US under the EU-US Data Privacy Framework and the adequacy decision for the UK.
• Entering into the EU or UK standard contractual clauses with recipients outside the EEA/UK, which guarantee that GDPR/UK GDPR-level protections continue to apply to your personal data, and that your rights are still protected.
9 Data Security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
10 Data Retention
We retain your personal information so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.
If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will seek your explicit consent to retain your personal information for a fixed period on that basis.
Information collected from background checks is retained for as long as required under applicable law and company procedures.
11 Your Rights
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.
• Right to not be subject to automated decision making - You can request a manual review of a decision based solely on automated decision making (decisions without human involvement), including profiling, where the decision would have a legal effect on you or produce a similarly significant effect.
For more information on how we use automated decision-making, please see Section 7 above.
12 Changes to this Notice
We reserve the right to update this Notice at any time. When we make material changes to this Privacy Notice, we will notify you of such updates. Any changes to this Notice will become effective as of the date that appears at the very beginning of this document in the section “Effective as of”.
12 Contact us
If you wish to exercise any of your data protection rights or have questions about this Notice, please contact us at:
Odevo UK Limited
• Emailing us at privacy@odevo.com
• Writing to us at 4th Floor, 20 Red Lion Street, London, Greater London, England, WC1R 4PS
Encore Property Management Group Ltd
• Emailing us at privacy@odevo.com
• Writing to us at 2 Hills Road, Cambridge, England, CB2 1JP
