TalentKind Ltd - Recruitment Privacy Notice & Candidate Data Retention Policy
Last updated: 5th June 2025
1. Data Controller (Who We Are)
Business Name: TalentKind Ltd
Business Type: Registered Ltd Company
Address: 2 Mayfair Avenue, St Albans, AL4 9TN
Email: support@talentkinduk.com
ICO Registration: Registered with the Information Commissioner under the Data Protection Act 2018 (DPA 2018). Registration number: ZB908835
Although we are not legally required to appoint a Data Protection Officer, we have chosen to nominate one voluntarily to uphold our commitment to transparency and data protection.
Data Protection Officer (DPO): Katie Gosling
Email: katie@talentkinduk.com
2. Personal Data We Collect
We may collect and process the following personal data during the recruitment process:
- Personal details (name, contact information, date of birth)
- CVs, cover letters, and application forms
- Employment history, qualifications, and references
- Interview notes and assessments
- Eligibility to work in the UK
- Any other information you provide directly or via third parties
2a. Health and Special Category Data
In limited cases, we may collect and process health-related information if you provide it directly — for example, to request reasonable adjustments during the recruitment process.
This data is considered “special category” personal data under the UK GDPR. Where applicable, we will only process such data:
- with your explicit consent, which will be requested at the time of collection; or
- where necessary to carry out our obligations in employment and social security law (e.g. making reasonable adjustments under the Equality Act 2010).
You may withdraw your consent at any time by contacting us at: support@talentkinduk.com.
3. How We Use Your Personal Data
- Assess your suitability for roles and manage the recruitment process
- Communicate with you about job opportunities and recruitment stages
- Conduct background and reference checks where applicable
- Comply with legal requirements (e.g., right to work checks)
- Consider you for future roles (only with your consent)
4. Legal Basis for Processing
We rely on the following lawful bases under the UK GDPR:
- Performance of a contract – to assess and engage you in potential employment
- Consent – to retain your data for future opportunities (explicitly requested and can be withdrawn at any time)
- Legal obligation – e.g., verifying your right to work
- Legitimate interests – e.g., effective recruitment management and legal defence
- Explicit consent (Article 9(2)(a)) – for processing special category data such as health information where relevant
5. Data Sharing
We may share your data with:
- Clients (potential employers) for recruitment purposes
- Third-party service providers (e.g., applicant tracking systems, reference checks)
- Regulatory or legal authorities where required
International Transfers: If we transfer your data outside the UK, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK ICO.
We do not sell your personal data.
6. Candidate Data Retention
- Unsuccessful applicants: Data retained for up to 12 months post-process
- Successful applicants: Data passed to the hiring employer under their policies
- After this period, data will be securely deleted or anonymised
7. Your Rights
You have the right to:
- Access your personal data
- Request correction or deletion
- Restrict or object to processing
- Withdraw consent (where applicable)
- Lodge a complaint with the ICO (https://ico.org.uk/make-a-complaint/)
Contact for rights requests: support@talentkinduk.com
8. Cookies
We use cookies and similar technologies to enhance your experience, analyse traffic, and support marketing.
For full details, please refer to our Cookie Policy.
9. Security
We apply appropriate technical and organisational safeguards to protect your personal data from unauthorised access, loss, or misuse.
10. Updates to This Notice
We may update this notice occasionally. The most recent version will always be published on our website.