Recruitment Privacy Policy

Applies to job applicants. This policy explains how Architect Designs LTD (Company No. 15900040) (“we”, “us”, “our”) collects and uses personal data relating to job applicants and candidates.

1. Who we are

Data Controller: Architect Designs LTD (Company No. 15900040)

Registered office and trading address: 102 Ternata Drive, Monmouth, Wales, NP25 5UY

Recruitment privacy contact: legal@architectdesigns.co.uk

2. What data we collect

During recruitment, we may collect:

• Identity and contact data: name, email, phone, address (if provided).
• Application data: CV, cover letter, portfolio links, qualifications, work history, references (where provided), right-to-work information (where applicable).
• Interview and assessment data: interview notes, responses, outcomes, work samples or tasks you submit.
• Communications: emails and messages between you and us.

Please do not send special category personal data (such as health information) unless we explicitly request it and it is strictly necessary for the recruitment process.

3. How we use applicant data

We use applicant data to:

• manage recruitment and selection, including scheduling interviews and assessing suitability;
• communicate with you about your application;
• keep records of recruitment decisions;
• comply with legal obligations (for example, right-to-work checks where applicable); and
• protect our business (for example, to defend against legal claims).

4. Lawful bases

We process applicant data under one or more lawful bases under the UK GDPR, depending on the context:

• Legitimate interests: running a fair and effective recruitment process and selecting candidates.
• Contract / pre-contract steps: taking steps to enter into an employment or contractor relationship where relevant.
• Legal obligation: where required by law (for example, certain employment checks).
• Consent: in limited circumstances where we ask for it (for example, if we want to keep your details for future roles beyond the standard retention period).

5. Who we share applicant data with

We do not sell applicant data. We may share applicant data with:

• internal staff involved in recruitment decisions;
• service providers supporting recruitment administration (for example, email, scheduling, document handling), where applicable; and
• professional advisers where necessary (for example, legal advisers).

6. International transfers

Some service providers may process data outside the UK. Where international transfers occur, we apply appropriate safeguards required by law (such as contractual protections) where applicable.

7. Retention

We keep applicant data only for as long as necessary for recruitment and related record-keeping. Unless you are hired, we typically retain recruitment records for up to 12 months after the recruitment process ends, unless:

• you ask us to retain your details for future roles (and we confirm this with you); or
• we need to keep records for longer to establish, exercise, or defend legal claims.

If you are hired, applicant data will become part of your personnel file and will be handled under our internal staff privacy practices.

8. Security

We apply appropriate technical and organisational measures to protect applicant data. Access is limited to those who need it for recruitment purposes.

9. Your rights

Subject to legal requirements and exceptions, you may have rights including access, rectification, erasure, restriction, portability (where applicable), and objection. To exercise your rights, contact legal@architectdesigns.co.uk. We may need to verify your identity.

10. Complaints

If you have concerns about our handling of your personal data, contact us at legal@architectdesigns.co.uk. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

11. Contact

Questions about recruitment privacy? Contact legal@architectdesigns.co.uk.