Fair Processing Notice for Candidates

We have offices in Nottingham and Leicester.

Our Data Protection Consultant is Kristy Gouldsmith who can be contacted via the email address: This email address is being protected from spambots. You need JavaScript enabled to view it..

The personal data we collect when you register as a candidate is covered in our “Candidate FPN” so this section will only list the additional personal data collected when we submit your data as part of a Government Contract application.

Some roles require a driving licence check. If this is the case, then we will tell you. In this case, you will be required to send us your DVLA Licence check code, which we will send to the hiring organization. Our legal basis for processing this data is Legitimate Interest. Our Legitimate Interest is providing necessary data to our client to facilitate your employment.

Your image is classed as personal data so is subject to the same rules as any other personal data. We are required to submit a passport-sized photograph with your application. The photograph is transmitted electronically to the hiring organization, and is also stored by Macildowie on your electronic candidate record. Our legal basis for processing this data is Legitimate Interest. Our Legitimate Interest is providing necessary data to our client to facilitate your employment.

Some roles require candidates to hold a “Certificate of Fitness”. If the role for which you are applying requires this assessment, then Macildowie will pass your email address to our Occupational Health partner, Healthier Business, and they will then liaise with you directly. Your medical data is classed as Special Category data, so we can only process this with your express consent. If you decide at any point that you do not wish Healthier Business and/or Macildowie to process your medical data, then please discuss this with us as soon as possible.

Some roles require candidates to undergo a DBS check, which could result in criminal conviction data being shared with the hiring authority. Macildowie will pass your email address to Experian, who will contact you directly to gather information for the DBS check. Macildowie will receive a report from Experian once the check is complete, which is password-protected and stored securely on your candidate record. The report is shared with the hiring organization. If you do not wish your criminal data to be processed by Macildowie or Experian, then please discuss this with us as soon as possible.

We may be required to take copies of additional ID documents, depending on the role you are applying for. When this is the case, we treat the ID document as personal data and will attach a copy securely to your electronic candidate record. Our legal basis for processing this data is Legitimate Interest. Our Legitimate Interest is providing necessary documents to our client to facilitate your employment.

We do not use any automated decision making.

We share your data with:

The GDPR gives you rights as a data subject. You have

More information on your rights can be found in Chapter 3 of the General Data Protection Regulation.