Privacy Policy

1. Introduction

This Privacy Notice explains how the Dignus Group (“we”, “us”, “our”) collects and processes personal data about individuals who apply for roles with us through our Applicant Tracking System (ATS).
 

We are committed to protecting your privacy and handling your data in a fair, lawful, and transparent way, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who is the Data Controller?

Dignus Group is the data controller for the personal information you submit during the recruitment process.

Contact details:
Data Controller, Dignus Group
10 Hatherton Road, Walsall, WS1 1XS
Email: data-controller@dignus.group
Phone: 0121 357 5049

3. What information do we collect from you?

Whenever you create a profile on our website or ATS, we will collect the following personal information from you:

Information you provide when creating a profile

  • Your full name
  • Your contact telephone number
  • Your email address
  • Your contact postal address
  • Details of your work history
  • Equality and diversity information, including:
    • Ethnicity
    • Gender
    • Any disabilities
    • Where applicable (Northern Ireland), details of your community background
  • Details of any unspent criminal convictions

As part of your application, you may also choose to upload a copy of your CV, which may contain additional personal information depending on its content.

Information collected before confirming a job offer

Before we are able to confirm any job offer, we may also collect:

  • Proof of your right to work in the United Kingdom (for example, a copy of your passport, birth certificate, or work visa)
  • Documentation for role-specific requirements (for example, a copy of your driving licence or professional qualifications)
  • Any other documentation required to enable you to fulfil your role (for example, Disclosure and Barring Service (DBS) checks)

Information generated by us

  • Notes taken during your interview or assessment, which will form part of your recruitment record

4. How we use your personal data

We process your personal data for the following purposes:

  • To manage your account on our ATS
  • To assess your skills, experience and suitability for the role
  • To communicate with you about the recruitment process
  • To arrange interviews, assessments, and reference checks
  • To meet our safeguarding, legal, or regulatory obligations (e.g., right-to-work checks; DBS for regulated roles)
  • To keep a record of our recruitment activities
  • To notify you of future suitable opportunities (only where you have consented)

5. Legal bases for processing

We process your personal data using the following lawful bases under the UK GDPR:

  • Legitimate Interests: assessing and managing recruitment processes
  • Performance of a Contract: taking steps at your request prior to entering an employment contract
  • Legal Obligation: verifying right to work, safeguarding checks (where applicable)
  • Consent: keeping your information on file for future opportunities (optional and withdrawable at any time)

6. Who we share your data with

Your personal data is treated as confidential. It may be shared with:

  • Members of the Dignus Group involved in the recruitment process
  • Our ATS provider (as a data processor)
  • Third-party background check providers (e.g., DBS services), where required
  • Regulatory bodies if legally obligated

We do not sell or share your data for marketing. All third parties are required to protect your data and process it only according to our instructions.

7. How long we keep your data

We retain recruitment data as follows:

  • Unsuccessful applicants: normally retained for 12 months after the end of the recruitment process
  • Successful applicants: data becomes part of your employee record and retained in line with our employee data retention policy
  • Candidates who consent to joining a talent pool: retained for the period you consent to (typically 12 months, renewable)

You may withdraw consent at any time by contacting us or updating your ATS account settings.

8. Your rights

Under the UK GDPR you have the right to:

  • Request access to your personal data (Subject Access Request)
  • Request correction of inaccurate or incomplete data
  • Request erasure of your data where applicable
  • Object to processing based on legitimate interests
  • Request restriction of processing
  • Withdraw consent at any time (where consent has been provided)
  • Request data portability (where processing is automated and based on consent or contract)
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO contact details:
0303 123 1113
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Online: ico.org.uk/global/contact-us/

9. Changes to this Notice

If we make significant changes to how we use your data for recruitment purposes, we will update this notice and, where appropriate, notify you via the ATS.