Purpose 

Inspired Villages is committed to protecting the privacy and security of your personal information, also known as personal data. 

This privacy notice describes how we collect and use personal information about you when you apply for a job at Inspired Villages, in accordance with our obligations under data protection legislation including the UK GDPR, UK Data Protection Act 2018, and the Data (Use and Access) Act 2025. 

 

Scope 

This privacy notice applies to all applicants for UK job vacancies advertised to recruit employees, agency workers, contractors, interns and apprentices. 

Inspired Villages Group is a “Data Controller". This means that we are responsible for deciding how and why we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. 

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

 

What type of information we have about you 

We currently collect and process the following information: 

• Personal identifiers, contacts and characteristics (for example, name, contact details, employment history, qualifications). 
• Special category data where this is necessary and permitted by law (for example, whether you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process). 
• Entitlement to work in the UK (which in some cases may also be considered special category data). 

If invited for an interview, we will also make notes based on the information you provide. 

Other examples of special category data we collect includes: 

• Information about your race or ethnicity, religion or religious beliefs, sexual orientation and gender identity. 
• Information about your health, including any medical condition or disability. 
• Information about criminal convictions and offences, where necessary and relevant to the role and appropriate safeguards are put in place. 

 

How we get the information and why we have it 

The personal information we process is provided to us directly by you for one of the following reasons: 

• To apply for a position with the intent to enter into a contract of employment 
• To facilitate the contract of employment where you are successful. 

We will also process information provided by third parties such as previous employers, qualification bodies and government agencies for these same purposes.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

• In order to take steps at your request prior to entering into a contract 
• For compliance with a legal obligation (reasonable adjustments and right to work) 
• Where it is in our legitimate interests – where that legitimate interest is the employer/ employee relationship, and an assessment deems these interests to outweigh any potential for harm to your rights and freedoms. 
• Where applicable under the Data (Use and Access) Act 2025, we may rely on Recognised Legitimate Interests for safeguarding, crime and fraud prevention, or security purposes. 
• Where we process special category data or criminal offence data, we rely on the conditions set out in Articles 9 and 10 of the UK GDPR and Schedule 1 of the Data Protection Act 2018. 

 

What we do with the information we have 

We use the information that you have given us in order to: 

• Assess your suitability for the position 

We may share your data with third-party service providers for recruitment-related purposes, including background check providers, cloud storage services, and payroll providers. These parties are subject to strict contractual obligations and will not process your data for purposes beyond those specified. 

We only share this information with other organisations or individuals in order to process your application and confirm your right to work in the UK. These organisations are either government agencies or other organisations who are contracted not to further process the data except where required to do so by law. This would only be done in the case of successful applicants. 

Examples of these third parties are HMRC, The Home Office, the Disclosure and Barring Service, Disclosure Scotland and previous employers. 

We do not conduct any processing activities which constitute automated decision-making as defined under Article 22 of GDPR. 

 

How we store your information 

Your information is securely stored on a cloud-based system protected by access controls, and in hard copy in a locked filing cabinet. 

We keep the information for unsuccessful candidates for up to 12 months in case a further suitable position becomes available. We will then dispose of your information by deleting the computer files and securely shredding any hard copies. 

Successful candidates’ information will be kept in line with their period of employment, which is covered in the Colleague Privacy Notice. 

 

Your data protection rights

Under data protection law, you have rights including: 

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. We will only be able to do this if we are not bound by law or contract to retain it. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. 

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances. This is normally where it is being processed under the legitimate interests’ provision and your right to privacy outweighs the legitimate interest in processing the data or where it is being processed with your consent and you wish to withdraw this. 

Your right to data portability - You have the right to request your personal data to be transferred in a structured, commonly used format such as CSV or PDF. The data can be transferred to another organisation or to you directly. 

You are not required to pay any charge for exercising your rights. If you make a request, we will respond to you within one month. If your request is complex, or we receive a number of requests from you, we may extend this by a futher two months. We will conduct searches that are reasonable and proportionate, and may pause the statutory timeframe should we need to verify your identity or clarify your request. 

Please contact us at [email protected] or [email protected] if you wish to make a request.

 

How to complain 

In the first instance, please contact us at the above address to give us chance to rectify any mistakes. 

If you are not happy with our response, you have the right to complain to the Information Commissioner’s Office (transitioning to the Information Commission under the Data (Use and Access) Act 2025): https://ico.org.uk/make-a-complaint. 

The ICO’s address: 

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

Helpline number: 0303 123 1113

 

Compliance with this privacy notice 

The HR team is responsible for the implementation of this privacy notice and The Data Protection team will oversee compliance with the notice. If you have any questions about this privacy notice or how we handle your personal information, please contact us at [email protected]. 

 

Changes to this Privacy Notice 

This privacy notice was last reviewed in January 2026. We will review this Privacy Notice at least annually and reserve the right to update this Privacy Notice at any time.