Applicant and Candidate Privacy Policy

Our Approach

We collect and process your personal data to manage the recruitment, selection and onboarding process and we are committed to being transparent about how we collect and use your personal data and in meeting our data protection obligations.

Processing Your Data

We need to process your data in order that we can manage a fair and effective recruitment and selection process and to assess your suitability for a role. We may need to process your health information to make reasonable adjustments to the selection processes if you have a disability and we process special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief for equal opportunities, diversity and inclusion monitoring purposes.

If you are successful we will process your data to enter into an employment contract with you and will collect personal data about you from third parties, such as references supplied by former employers or educational establishments and information from employment background check providers, credit reference agencies, fraud prevention databases and criminal records agencies  and we will also process your data to comply with our legal obligations to check your eligibility to work in the UK before employment starts.

We will not use your data for any purpose other than in relation to the vacancy which you have applied unless we specifically ask your consent to keep your personal data on file in case there are future employment opportunities for which you may be suited. In these circumstances, we will tell you how long we will retain your data and you are free to withdraw your consent at any time.

You are under no statutory or contractual obligation to provide data to Experian during the recruitment process. However, if you do not provide the information, we may not be able to process your application or include you in our selection processes.

Collection, Storage and Retention

We collect and process a range of information about you such as your name and address, your skills and experience and your career history. This information is collected in a variety of ways, for example, it might be collected through application forms or your CV, from your passport or other identity documents such as your driving licence and from third parties. 

If your application for employment is unsuccessful, we will hold your data in our HR systems for 12 months after the end of the relevant recruitment process. At the end of that period or if you withdraw your consent earlier, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your HR file and retained during your employment. The periods for which your data will be held will be provided to you in our employee privacy policy.

We take the security of your data seriously and have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

The table below provides a list of all the data held and the purpose for which the data is held:

Data Collected  Reason 
Your name, address and contact details, including email address and telephone number. To maintain accurate and up-to-date contact details during the application and interview process.
Information relating to your Right to Work, references from previous employers and educational establishments, results from fraud prevention databases, credit reference agencies and criminal records agencies.  We have policies in place for both Right to Work and Vetting if you require further information. This information is gathered so that we fulfil our obligations to ensure that the people we employ are entitled to work in the UK&I and to meet the requirements of our employee vetting policy which includes past references, educational references, financial history, fraud database search results and criminal records.
Details of your qualifications, skills, experiences and employment history in the form of CV provided when joining. We use this information to manage recruitment and selection and to assess your suitability for the role applied for. This data will also be used to plan for your induction and onboarding. This is done in line with our Recruitment and Selection Policy.
Information about medical or health conditions, including whether or not you have a disability. We will use this information if we need to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out our legal obligations and exercise specific rights in relation to employment.
Diversity monitoring information about your gender, ethnic origin, sexual orientation, health and religion or belief we will track your gender at application stage and on joining the organisation we will ask you to complete an optional questionnaire. To maintain and promote equality in the workplace if you are successful, this information will be held in the recruitment system. if you choose to complete the questionnaire upon joining this will be stored in your HR record.

Automated Decision Making

Our recruitment processes are not based solely on automated decision-making.

Sharing Your Data

Your information will be shared internally for the purposes of the recruitment process This includes members of the HR and Talent Acquisition Team, interviewers involved in the recruitment and selection process, managers in the business area with the vacancy and anyone else if access to the data is necessary for the performance of their roles.

If you are successful, we will also share your data with third parties in order to obtain pre-employment references from former employers and educational establishments, obtain fraud prevention background checks and obtain necessary criminal records checks from the Disclosure and Barring Service/Disclosure Scotland as required under our vetting policy and we will only do this once we have made an employment offer to you.

We will not transfer your data outside the European Economic Area

Your Rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request;
  • Require that we change incorrect or incomplete data;
  • Require that we delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
  • Ask that we stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, or make a Data Subject Access Request (DSAR) please contact the HR Operations and Onboarding Manager at

If you believe we have not complied with your data protection rights, you may raise your concern in the first instance by contacting

Other Relevant Policies

To gain a copy of the Policies referred to in this document, such as Recruitment, Right To Work and Vetting please contact HR Operations and Onboarding Manager at Should you be successful and join Experian, further information relating to how we manage your data as an employee can be found on our HR Zoom page on our internal intranet site.