Thank you for your interest in joining ICS.AI. This notice explains how we collect, use, and protect your personal information during the recruitment process. Your privacy is important to us, and we are committed to handling your data in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

​

ICS.AI is the data controller for the personal information we collect and process about you during the recruitment process.

​

What information do we collect about you?

​

During the recruitment process, we collect and process the following types of information:

​

Information you provide to us:

​

• Your name, address, email address and telephone number

• Date of birth and National Insurance number

• CV, covering letter, and application form details

• Details of your education, qualifications, skills, experience and employment history

• Professional memberships and affiliations

• Information about your current remuneration, benefits and notice period

• References from current and previous employers

• Right to work documentation (passport, visa, work permits, etc.)

• Driving licence (where relevant to the role)

• Responses to interview questions and assessment results

 

Information we may obtain from other sources:

​

• References from previous employers or professional contacts

• Background check and verification information from third-party providers

• Information from online professional profiles (such as LinkedIn)

• Criminal record checks (where relevant to the role and permitted by law)

• Credit checks (where relevant to the role, typically following a conditional offer, and with your consent)

 

Sensitive personal information:

 

We may also collect sensitive information in specific circumstances:

​

• Information about your health or disability: Where necessary to make reasonable adjustments during the recruitment process in accordance with equality law

• Criminal conviction information: Only where relevant to the role and permitted by law

• Equal opportunities monitoring information: (ethnicity, gender, disability) - this is always optional and kept separate from your application

 

How do we use your information?

 

We use your personal information for the following purposes:

​

• To assess your skills, qualifications, and suitability for roles

• To verify your identity and right to work in the UK

• To communicate with you about your application and relevant opportunities

• To arrange and conduct interviews and assessments

• To obtain references and conduct background checks

• To comply with legal and regulatory requirements

• To keep records of our recruitment activities

• To manage our employment relationship with you if you are offered a role

• To maintain our database for future suitable opportunities (with your consent)

 

Legal basis for processing

 

We process your personal information under the following legal bases:

​

• Legitimate interests: To run a fair and effective recruitment process, make informed hiring decisions, and assess your suitability for employment

• Contract: To take steps prior to entering into an employment contract with you

• Legal obligation: To verify your right to work in the UK and comply with employment law and other legal/regulatory requirements

• Consent: Only for specific optional items, such as retaining your information for future opportunities in our talent pool, or conducting certain optional checks

 

For sensitive personal information:

​

• Health/disability information: We process this where necessary to comply with our obligations under equality law, including making reasonable adjustments

• Equal opportunities monitoring: We process this with your consent, and participation is always optional

• Criminal conviction information: We process this only where relevant to the role, necessary, and permitted by law

 

Who do we share your information with?

 

We may share your personal information with:

​

• Background check providers: For employment verification, reference checking, DBS checks, credit checks, or qualification verification

• Professional advisers: Such as lawyers, auditors, and insurers

• Regulatory authorities: Such as HMRC, Home Office, or law enforcement if required by law

• Service providers: IT systems, payroll providers, and other business service providers who support our operations

 

We ensure all third parties treat your information confidentially and in accordance with data protection law.

 

How long do we keep your information?

 

Successful candidates:

 

If you are successfully appointed to a role, your information will be retained in accordance with employment law requirements and transferred to our employee records.

 

Unsuccessful candidates:

​

Interview and assessment records: Records of unsuccessful applications, including interview notes and assessments, will be retained for 6 months to demonstrate fair recruitment practices.

 

Talent pool retention: If you are not appointed to a role, we would like to keep your information on file for 24 months so we can contact you about future suitable opportunities. We will ask for your consent to retain your information for this purpose. You can opt out or withdraw your consent at any time by contacting us.

​

Where multiple retention periods apply, we will retain your data for the relevant period applicable to each purpose. Unless you consent to us retaining your information in our talent pool, we will delete your application information after the standard retention period for unsuccessful applications expires.

​

If you opt out, withdraw consent, or after the retention period expires, we will securely delete or anonymize your information unless we are required to retain it for legal or regulatory purposes.

​

Your rights

​

You have the following rights regarding your personal information:

​

• Access: Request a copy of the information we hold about you

• Rectification: Ask us to correct inaccurate or incomplete information

• Erasure: Request deletion of your information (in certain circumstances)

• Restriction: Ask us to temporarily stop processing your information

• Objection: Object to us processing your information for legitimate interests

• Portability: Receive your information in a portable format

• Withdraw consent: Withdraw your consent at any time where we rely on consent as our legal basis (this will not affect any processing already carried out)

 

To exercise any of these rights, please contact us using the details below.

​

Keeping your information up to date

​

Please help us keep your information accurate by notifying us of any changes to your contact details, qualifications, or right to work status.

​

Data security

​

We have security measures in place to protect your information from unauthorized access, accidental loss, or destruction. Access to your information is restricted to authorized personnel who need it to perform their duties.

​

Automated decision-making

​

We do not make recruitment decisions based solely on automated processing or profiling.

​

International transfers

​

If we need to transfer your information outside the UK or European Economic Area (for example, to service providers in other countries), we will ensure appropriate safeguards are in place to protect your information.

​

How to contact us

​

If you have any questions about this notice or how we handle your information, please contact us:

​

ICS.AI
Grove House, Lutyens Close, Basingstoke, Hampshire, RG24 8AG
info@ics.ai
01256 403800
 

Making a complaint

​

If you are unhappy with how we have handled your information, you have the right to complain to the Information Commissioner's Office (ICO):

​

Website: www.ico.org.uk
Telephone: 0303 123 1113

​

Changes to this notice

​

We may update this notice from time to time. The current version will always be available on our website.

By proceeding with your application, you acknowledge that you have read and understood this Candidate Privacy Notice.