Candidate Privacy Notice

We collect personal data from job applicants as part of our recruitment process. We will let you know how we collect and use that data and meet data protection obligations.

Security of our website

This is a secure site and ensures privacy. However, the security of communication online is not guaranteed. We are not responsible for any harm, loss or damage you may have by sending personal information. By using this site, you signify you understand Gentoo Group’s online privacy notice. We reserve the right, to update, change, add or remove portions of our site and notice from time to time.

Information we collect

We collect a range of information about you, including:

  • your name, address, contact details, email address and telephone numbers
  • details of your qualifications, skills, experience and employment history
  • your current level of pay and benefit entitlements
  • if you have a disability so we can make reasonable adjustments during the recruitment process
  • your diversity, gender, age, sexual orientation, ethnic group and religion
  • your entitlement to work in the UK

We may collect this information from your:

  • application form
  • CV
  • passport or other identification
  • interview
  • assessment, like an online test

We may also collect personal data about you from:

  • references supplied by former employers
  • employment background checks
  • criminal record checks

We will only seek information from third parties once we make a job offer. We will inform you when we do seek this information.

We keep data on your application record, HR management systems, email and other IT systems.

Processing personal data

We process data at the start of the application process. We may need to process your data to enter a contract with you.

In some cases, we need to process data to ensure that it complies with its legal obligations. For example, we need to check an applicant's right to work in the UK.

We have a legitimate interest in processing personal data during the recruitment process and in keeping records of the process.

Processing data from job applicants allows us to:

  • manage the recruitment process
  • assess and confirm a candidate's suitability for employment
  • decide whom to offer a job to

We may also need to process data from job applicants to respond to and defend against legal claims.

We may process categories of data to track recruitment statistics. We process this kind of information to perform our obligations and exercise specific rights in relation to employment.

For some roles, we must seek information about criminal convictions and offences. We do so because it is necessary for us to perform our obligations and exercise specific rights in relation to employment.

We will not use your data for any purpose other than the recruitment exercise for which you have applied.

We may keep your personal data for future employment opportunities. We will ask for your consent before we keep your data for this purpose, and you can withdraw your consent at any time.

Access to data

We may share your information with Gentoo staff involved in the recruitment process, including:

  • the HR Team
  • interviewers
  • managers
  • IT staff

Only the HR Team can access any equality data you share with us and will not share this with interviewers.

We will only share your data with third parties if your application is successful and we make you a job offer. We will share your data with:

  • former employers for references
  • employment background check providers
  • the Disclosure and Barring Service

We will not transfer your data outside the European Economic Area.

How we protect data

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not:

  • lost
  • accidentally destroyed
  • misused or disclosed
  • accessed except by authorised employees in the proper performance of their duties

We operate a Data Protection Policy, Information Security Handbook and Digital Behavioural guidelines.

How long we keep data

We will hold your personal data you provide us in line with our Retention Guidelines. Once out of the retention period, we will delete your personal data.

If your application for employment is unsuccessful, we will hold your data for 12 months at the end of the recruitment process. At the end of that period or if you withdraw your consent, we will delete your data.

If your application for employment is successful, we will transfer your personal data to your personnel file. We will provide you with a new privacy notice for how long we hold your data.

Your rights

As a data subject, you can:

  • access and get a copy of your data on request
  • change incorrect or incomplete data
  • ask us to delete or stop processing your data
  • object to the processing of your data where we are relying on legitimate interests as the legal ground for processing

If you do not give us personal data

You are under no statutory or contractual obligation to give data to us during the recruitment process. But if you do not give us the information, we will be unable to process your application.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

Data Protection Officer

Gentoo Group’s Data Protection Officer is Simon Walker, who can be contacted by email at

All Gentoo companies are registered with the Information Commissioner’s Officer and the references are:

  • Gentoo Group – ZA198299
  • Gentoo Homes – Z8485125
  • Gentoo Genie – Z2888075