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Fair Processing Notice for Candidates


At Macildowie Associates Ltd (and our parent company), we respect your personal data. This Fair Processing Notice (FPN) explains how we will use your personal data after you have sent us your data.

Our contact details

We have offices in Nottingham and Leicester.


6th Floor
Waterfront House
Station Street


3 Merus Court
Meridian Way
Meridian Business Park
LE19 1RJ

Our Data Protection Consultant is Kristy Gouldsmith of Sapphire Consulting Ltd who can be contacted via the email address: dpo@macildowie.com.

What personal data do we collect about you?  How will we use that personal data?

At Macildowie, we believe that our candidates are the life blood of our business and we value each and every one of you. With that in mind, we want you to know that we take the privacy of your data very seriously.  We need to collect and process your personal data in order to assist you in finding work. That’s what we’re here for.

There are two ways that we could have your data. Firstly, if you sent it to us (eg emailed us your CV, applied for a job through us on a job board website or uploaded your CV to our website). Secondly, we found your data by searching a job board’s CV directory as we thought we could help in your search for work. If you’re not sure how we first received your data, please email mydata@macildowie.com and we will let you know.

The following table tells you what we do with your data, depending on which of the above categories you fall in to:

You sent us your data

We found your data on a jobsite

What data we collect

Your name, email address, phone number and all data from your CV and/or our registration form

Your name, email address, phone number and all data from your CV and/or online profile

What we do with it

We enter it into our Customer Relationship Management (CRM) software. Sometimes we do this ourselves, sometimes we send it through a clever piece of software which takes that data from your CV and populates our CRM for us.

Rest assured that Macildowie and our approved processors are the only ones with access to it.

What is our legal basis for processing your data?

Legitimate Interest

We have a legitimate interest in processing your data to find you work if:

  • You have sent us your data; or 

  • We have meaningful contact with you; or

  • You are engaged in a recruitment process with us.


We found your data on a jobsite, so we will ask for your consent to initially process it to make sure you are happy with us doing so.

What can I do if I don’t want you to have my data?

You have the right to request we delete it. Just email us at mydata@macildowie.com and we will happily respect your wishes. A full list of your rights are at the bottom of this document.

You can withdraw your consent at any time. Just email us at mydata@macildowie.com and we will happily respect your wishes.

A full list of your rights are at the bottom of this document.

We may be required to see proof of your right to work in the UK, which is normally done by taking a copy of your passport, birth certificate or other suitable document. Most of these contain information about your country of origin, which could be considered “Special Category” data under GDPR. If we find you temporary work, then we have to take a copy of these documents to fulfil our legal obligations to you as your employer – please see the separate FPN for Macildowie Employees. Rest assured, we do not do anything with this information except attach a copy to your file. On rare occasions, we may be asked to send this data to a third-party company (e.g. the client you are working with).

On occasions, candidates have provided us with some medical data (e.g. if you needed us to make special arrangements for an interview).  This is one of a number of types of data classed as “Special Category” which you may have chosen to send us alongside the personal data listed above. We have taken this affirmative action as your consent to hold and process the information, however if you feel this is not the case then please contact us. We will not share this info with any third-party companies unless you explicitly ask us to.

Do we use any automated decision making?

We do not use any automated decision making.

Who do we share your personal data with?

We share your data with:

  • Our software providers, (e.g. our CRM provider or external assessment software)

  • Our professional advisors (e.g. legal advisors, accountants etc.)

  • Our clients (but only after speaking to you about a specific role)

  • Professional bodies (if we need to conduct qualification checks)

Do we transfer your personal data outside of the EU or EEA?

We do not transfer your personal data outside of the EU as a general rule. If we discuss a role with you which requires us to send your data outside the EU then we will speak to you in advance.

How long do we keep your personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. If you ask us,  we will delete the data we hold on you that we are not required to retain by law.  

We retain data on candidates for six years after we have found you a position in case you wish for us to assist you again.  We will periodically email to ask you if you still wish to be on our data base and will remove you if you request for us to do so.  This is a legitimate interest for the business and you have the option to opt out.

We keep a list of people who have made deletion requests (name, email, date deletion actioned and any correspondence) for one year after the request in case of any further enquiries.  This is a legitimate interest for the business.

We keep a similar list of people who have made a subject access request for one year in case of any further enquiries. This is a legitimate interest for the business.

Your rights as a data subject

The GDPR gives you rights as a data subject. You have:

  1. The right to request from us access to your personal data;

  2. The right to request from us rectification of your personal data;

  3. The right to request from us erasure of your personal data;

  4. The right to request from us restriction of processing your personal data;

  5. The right to object to our processing of your personal data;

  6. The right of data portability;

  7. If we are processing your personal data on the basis of your consent, you have the right to withdraw your consent at any time. To do so please contact mydata@macildowie.com. This does not affect the lawfulness of processing based on your consent before you withdrew it; and

  8. You have the right to complain to the ICO if you feel that we have been unable to resolve your query.

More information on your rights can be found in Chapter 3 of the General Data Protection Regulation.

For the full list of our Privacy Policies and Fair Processing Notices please click here.