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Job Applicant Data Privacy Statement


Job Applicant privacy notice


Structure-flex Limited is aware of its obligations under the General Data Protection Regulations (GDPR) and is committed to processing your data securely and transparently.  This privacy notice sets out, in line with GDPR, the types of data that we collect and hold on you as a job applicant.  It also sets out how we use that information, how long we keep it for and other relevant information about your data.


Data controller details


The Company is a data controller, meaning that it determines the processes to be used and when using your personal data.  Our contact details are as follows: - Structure-flex Limited, 33 Holt Road, Cromer, Norfolk, NR27 9EB.


Data protection principles


In relation to your personal data, we will:



Types of data we process


We hold many types of data about you, including:



How we collect your data


We collect data about you in a variety of ways including the information you would normally include in a CV or a job application cover letter, or notes made by our recruiting officers during a recruitment interview.  Further information will be collected directly from you when you complete forms at the start of your employment, for example, your bank and next of kin details.   Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.

In some cases, we will collect data about you from third parties, such as employment agencies and former employers when gathering references.

Personal data is kept in personnel files or within our IT system.


Why we process your data


The law on data protection allows us to process your data for certain reasons only:



All of the processing carried out by us falls into one of the permitted reasons.  Generally, we will rely on the first three reasons set out above to process your data.


We need to collect your data to ensure we are complying with legal requirements such as:



We also collect data so that we can carry out activities which are in our legitimate interest. We have set these out below:



Criminal conviction data


For some roles, Structure-flex is obliged to seek information about criminal convictions and offences.  Where Structure-flex seeks this information, it does to because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.


Sharing your data


Structure-flex will not use your data for any other purpose other than the recruitment opportunity for which you have applied.


Your information may be shared internally, including with the Structure-flex recruitment team, interviewers directly involved in the recruitment and assessment process, and other Managers with a direct interest in the appointment being made.


Structure-flex will not transfer your data to Countries outside the European Economic Area.


Protecting your data


We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse.  We have implemented processes to guard against such.  Your data will be stored in secure HR and IT systems, and any paper form will be kept in a locked cabinet with restricted access.





How long we keep your data for


In line with data protection principles, we only keep your data for as long as we need it for and this will depend on whether or not you are successful in obtaining employment with us.


If your application is not successful, Structure-flex will hold your data on file for 6 months after the end of the recruitment process.  

At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data, in which case it will be deleted or destroyed upon your withdrawal of consent subject to our legitimate interest.


If your application is successful, your data will be kept and transferred to the systems we administer for employees.  We have a separate privacy notice for employees, which will be provided to you.


Automated decision making


Within Structure-flex, external employment recruitment and internal promotion decisions are not based solely on automated decision-making.


Your rights in relation to your data


As a job applicant you are not under statutory or contractual obligation to provide personal data to Structure-flex during the recruitment process.  Notwithstanding this, if you do not provide the requested information, Structure-flex may not be able to process your application either properly, fully, or at all.


As a data subject, you have a number of rights.  You can:



If you wish to exercise any of the rights explained above, please contact Sarah Davis by email at


Making a complaint


If you believe that Structure-flex has not complied with your data protection rights, you can complain to the Information Commissioner.


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