Fair Processing Notice for Referees

Introduction

At Macildowie Associates Ltd, our parent and subsidiary companies, we respect your personal data. 

This Fair Processing Notice explains how we will use your personal data when your data has been given to us as a referee. 

Our contact details

We have offices in Nottingham and Leicester.

Nottingham

6th Floor
Waterfront House
Station Street
Nottingham
NG2 3DQ

Leicester

3 Merus Court
Meridian Way
Meridian Business Park
Leicester
LE19 1RJ

Our Data Protection Consultant is Kristy Gouldsmith, and the email address to contact her is This email address is being protected from spambots. You need JavaScript enabled to view it..

What personal data do we collect about you? How will we use that personal data?

When a new employee starts with Macildowie Associates Ltd or a new candidate registers with us, we ask them to provide the contact details for their referees. We ask for the referee’s name, job title, email address, employer’s name and employer’s address. Once returned to us, this information is stored electronically in our Customer Relationship Management Database (CRM) or digitally on our HR system. When we receive your reference, it is stored digitally in the employee’s file (for employees) and electronically (for candidates). We do not process any Special Category data for referees.

What is our legal basis for processing your personal data?

We need a legal basis in order to process your personal data. We process all the data above as we have a legitimate interest; therefore, our legal basis is “Legitimate Interest”. 

You have the right to object to our processing of your data using legitimate interest. Please speak to us if you have any concerns.

Do we use any automated decision-making?

We do not use any automated decision-making.

Who do we share your personal data with?

We do not share your personal data with any third party without your permission.

Do we transfer your personal data outside of the UK?

We do not transfer your personal data outside of the UK.

How long do we keep your personal data for?

We will hold your data for two years from the day our new employee or candidate (the person you provided the reference for) starts. After this time, records will be deleted.

Your rights as a data subject

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

• The right to request from us access to your personal data;
• The right to request from us the rectification of your personal data;
• The right to request from us the erasure of your personal data;
• The right to request from us restriction of processing your personal data;
• The right to object to our processing of your personal data;
• The right of data portability;
• If we are processing your personal data based on your consent, you have the right to withdraw your consent at any time. To do so, please get in touch with This email address is being protected from spambots. You need JavaScript enabled to view it.. That does not affect the lawfulness of processing based on your consent before you withdrew it; and
• You have the right to complain to the ICO if you feel that we have been unable to resolve your query.

You can find more information on your rights in Chapter 3 of the General Data Protection Regulation.