Fair Processing Notice for Candidates
At Macildowie Associates Ltd, our parent and subsidiary companies, 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.
3 Merus Court
Meridian Business Park
Our Data Protection Consultant is Kristy Gouldsmith, and the email address to contact her is
What personal data do we collect about you? How will we use that personal data?
At Macildowie, our candidates are the lifeblood 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 we could have your data; firstly, if you sent it to us (e.g. 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 unsure how we first received your data, please email
The following table tells you what we do with your data, depending on which of the above categories you fall into:
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, and sometimes we send it through a clever piece of software that takes that data from your CV and populates our CRM.
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?
We have a legitimate interest in processing your data to find work for you if:
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 that we delete it. Just email us at
You can withdraw your consent at any time. Just email us at
A full list of your rights is at the bottom of this document.
We may be required to see proof of your right to work in the UK, which is usually 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. Depending on the type of work we find you, we may have to take a copy of these documents to fulfil our legal obligations (especially if we find you a temporary position and we are your employer – please see the separate FPN for Macildowie Employees. Rest assured, and 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 data 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, please get in touch with us. We will not share this info with third-party companies unless you explicitly ask us to.
Criminal Record Data
Some roles require candidates to undergo a DBS check, which could result in criminal conviction data being shared with the hiring authority. Macildowie will pass your email address to our DBS checking provider, who will contact you directly to gather information for the DBS check. Macildowie will receive a report from our DBS checking provider once the check is complete, which is password-protected and stored securely on your candidate record. The report is shared with the hiring organisation. If you do not wish your criminal data to be processed by Macildowie or DBS checking provider, then please discuss this with us as soon as possible.
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 the following:
- Our software providers (e.g. our CRM provider or external assessment software);
- Our professional advisors (e.g. legal advisors, accountants);
- Our clients (but only after speaking to you about a specific role);
- Professional bodies (if we need to conduct qualification checks);
- Government or regulatory bodies.
Do we transfer your personal data outside of the UK?
As a general rule, we do not transfer your personal data outside of the UK. If we discuss a role with you that requires us to send your data outside the UK, 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 finding you a position in case you wish us to assist you again. We will periodically email you to ask if you still wish to be on our database and remove you if you request 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 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:
- The right to request from us access to your personal data;
- The right to request from us the rectification of your personal data;
- The right to request from us the erasure of your personal data;
- The right to request from us restriction of processing your personal data;
- The right to object to our processing of your personal data;
- The right of data portability;
- If we are processing your personal data based on your consent, you have the right to withdraw your consent at any time. To do so, please get in touch with
- You have the right to complain to the ICO if you feel that we have been unable to resolve your query.
You can find more information on your rights in Chapter 3 of the General Data Protection Regulation.