Oodle Recruitment Privacy Notice

Who is processing my personal data?

Oodle Financial Services Ltd (“Oodle”, “we”, “our” or “us”) is the data controller which means we are responsible for deciding how we hold and use your personal data. We are registered with the Information Commissioner’s Office with registration number ZA121323 and you can search our registration details on the Public Register of Data Controllers www.ico.org.uk.

This notice explains how and why we use your personal information when you apply for a role with Oodle.

What is included in the Privacy Notice?

This privacy notice explains the personal data that we collect from you and how we use this in connection with your application. “Personal Data” is information that can identify you and also includes ‘special category personal data’ which is more sensitive and subject to higher levels of protection.

Who does this apply to?

This privacy notice applies to anyone who creates a profile on our recruitment system, anyone who proceeds to make a job application with Oodle, and anyone who is offered a role with Oodle.

The personal data we collect

We will collect, store and use (further details below) personal data provided by you to manage and monitor any recruitment and pre-employment checking processes as part of your application to Oodle. The data that you provide to us as part of recruitment and pre-employment checking processes, can include:

Personal data

  • Personal details e.g. names, title, address, date of birth, gender, telephone number, and personal email address;

  • Screening/selection information e.g. your CV, education results, work experience and qualifications;

  • Information provided by you which is required for a final employment contract and creation of an employee record e.g. national insurance number and bank account details;

  • Background information – such as academic/professional qualifications, education, CV, criminal records data (for vetting purposes, where permissible and in accordance with applicable law), diversity and inclusion statistics and previous employment records and references.

Special category data

  • Information you have provided relevant to any reasonable adjustments you may need as part of the recruitment process e.g. health or disability information;

  • Information you have provided for the purpose of equal opportunities monitoring e.g. racial or ethnic origin, religious beliefs, disability status, and gender identification;

  • Some information may also be provided by third parties e.g. external testing providers or head-hunters engaged by us as part of the recruitment and pre-employment processes.

Purposes and lawful basis of processing

Your personal data is only processed as is necessary for compliance with our contractual and legal obligations, and for our legitimate interests. Personal data which may be collected will be primarily for the following purposes:

  • to consider your application in respect of a role for which you have applied;

  • to consider your application in respect of other roles available, which you may not have applied for;

  • to communicate with you in respect of the recruitment process;

  • to find appropriate candidates to fill our job openings;

  • to carry out relevant pre-employment checks and screening, which we will inform you about as part of your application process;

  • to ensure that we can provide any reasonable adjustments required; and

  • for our internal HR records to monitor diversity and equal opportunities.

For most of the processing above, we carry this out on the basis that it is necessary to take steps at your request before entering into a contract with you – in other words, to consider whether to offer you an employment contract.

When we process your personal data to consider your suitability for any other roles available, to find appropriate candidates or for our internal HR records to monitor diversity and equal opportunities, we do this on the basis that it is necessary in our legitimate interests. We have a legitimate interest in recruiting appropriate staff for our business and ensuring that our recruitment activities attract diverse candidates and offer equal opportunities to all.

Where we process special category personal data for the purposes of recruitment, as outlined above, we do this either on the basis that it is necessary to comply with our employment law obligations to provide reasonable adjustments, or on the basis that the processing is necessary to monitor equality of opportunity within our organisation.

How and where we store your information

This data is predominantly held in data centres within the UK or the European Economic Area (“EEA”). All countries within the EEA are regarded as providing an adequate level of data protection. We or our suppliers may need to transfer some of your personal data to other countries which might not offer the same level of protection as UK data protection laws. When we transfer your personal information to a different country, we will take steps to ensure that such transfers comply with applicable laws.

Who we share your personal data with

We share your personal data with the following third parties:

  • suppliers of our recruitment software to manage recruitment campaigns;

  • third-party testing and screening providers for the purpose of carrying out evaluation and testing of your suitability for a job;

  • trusted partners or other organisations we are running recruitment campaigns on behalf of for the purposes of secondments, placements and joint working ventures. Where this is the case, the job description will specify who those parties are;

  • any third parties who we have engaged to carry out a recruitment process on our behalf, for example we may share shortlisting or interview feedback;

  • regulators and government agencies, such as HMRC for the purposes of making returns and fulfilling our reporting obligations;

  • other third parties, such as the police or similar organisations, where necessary for the prevention and detection of crime or where there is a legal requirement to do so;

  • contractors and designated agents where required to process your application;

  • professional advisors and corporate auditors;

  • any other third parties that you consent to.

If an offer of employment is accepted, checks will be conducted as detailed in the Employee Privacy Notice.

How long we keep your information

We will hold your personal data for as long as necessary to fulfil the purposes for which it is collected, as follows:

  • Following an accepted offer of employment, all personal data will be retained for a period of 7 years after the end of your employment with Oodle;

  • If you are not made an offer, or you reject an offer, we will keep your personal data for a period of 6 months after the end of recruitment process to allow for any recruitment queries, employment tribunals or other legal challenges.

Your rights

You have the following rights which you can exercise under data protection laws in relation to your personal data:

  • the right of access, which allows you to know what personal data that Oodle has for you and how we process it;

  • the right to update and correct personal data if it is inaccurate. We may need to verify the accuracy of new data provided;

  • the right to request that we provide (to you or to another third party, in an electronic format) any personal data that we process for the purposes of consider whether to enter into an employment contract with you;

  • the right to request deletion of personal data. Please be aware that this right only applies in certain circumstances, but we will evaluate requests within applicable data protection law;

  • the right to ask us to restrict processing of your personal data. Again, this only applies in certain circumstances;

  • the right to object to our processing of any personal data that we process on the basis of our legitimate interests (as detailed above).

To exercise these rights, contact HR@oodlefinance.com. We have one month to respond to any request, which can be extended to three months in certain circumstances.

Who can I contact if I have further questions or wish to make a complaint?

If you have any further questions about data privacy at Oodle, or if you are unhappy with how we’ve handled your information, you can contact our Data Protection Officer:

Who can I contact if I have further concerns?

If you remain dissatisfied you can refer your concerns to the Information Commissioner’s Office (ICO), the body that regulates the handling of Personal Data in the UK at:

Website: www.ico.org.uk

  • Tel: 0303 123 1113

  • Address:

    • Information Commissioner’s Office
      Wycliffe House
      Water Lane
      SK9 5AF

Changes to this notice

We may modify this Privacy Notice from time to time. Any material changes we make to our privacy notice in the future will be posted on this page and, if significant, will be sent to you by email.

This Privacy Notice was last updated on 10 May 2024.