Recruitment Privacy Notice

A statement of our responsibilities and your rights as a job applicant.

1. Purpose

Impey Studio is committed to protecting the privacy and security of your personal information. This Pre-Hire Privacy Notice describes how we collect and use personal information about potential job applicants (“you”) during the recruitment process, in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 (“DPA”), and the EU General Data Protection Regulation (“GDPR”) where applicable.

It explains how and why your personal information will be used and how long it will usually be retained. It also outlines your rights and how to contact us with any questions or concerns.

This Notice does not form part of any contract of employment or engagement. We may update this Notice at any time.

Impey Studio is a “data controller”. This means we are responsible for deciding how we hold and use personal information about you.

02. Data Protection Principles

We will comply with data protection law, which requires that personal information be:

  • Used lawfully, fairly, and transparently

  • Collected only for specific, valid purposes

  • Relevant and limited to what is necessary

  • Accurate and kept up to date

  • Retained only as long as necessary

  • Processed securely

03. Information We Collect

As part of our recruitment process, we may collect, store, and use the following categories of personal information:

  • Information you provide in your CV, portfolio, or covering letter

  • Details on our application form, including name, contact information, employment history, qualifications, nationality, and current salary

  • Notes and assessments from interviews

  • Copies of right-to-work documentation

  • Information received from referees or recruitment agencies

  • Technical data related to website visits, if relevant (e.g. IP address)

We may also collect and process more sensitive personal information (where permitted by law), such as:

  • Information about your race, ethnicity, or sexual orientation (for equal opportunity monitoring)

  • Information about disabilities (to ensure appropriate adjustments)

  • Criminal records information, where applicable and lawfully required

04. How We Collect Your Information

We may collect personal data:

  • Directly from you (e.g. through applications, emails, interviews)

  • From recruitment agencies or referees

  • From professional social media platforms (e.g. LinkedIn)

  • From background check providers (where applicable)

05. How We Use Your Information

We will only use your personal data where legally permitted. This includes:

  • Assessing your suitability for a role

  • Managing recruitment and interview processes

  • Verifying references and qualifications

  • Complying with legal or regulatory obligations

  • Communicating with you during the process

  • Retaining records for internal accountability

It is in our legitimate interests to process your data for recruitment purposes, and we ensure that your rights are not overridden.

If you do not provide required information (e.g. eligibility to work), we may not be able to proceed with your application.

06. Sensitive Personal Information

We process sensitive data only where lawful and necessary:

  • To accommodate disabilities during the recruitment process

  • To monitor diversity in line with our inclusion policies

  • To conduct criminal background checks, where required and permitted

07. Information About Criminal Convictions

If a role requires it, we may ask for a Basic Disclosure (unspent convictions only). Any such data is processed in line with applicable laws and securely destroyed after a defined period.

08. Automated Decision-Making

We do not make decisions about candidates using automated means. Should this change, we will update this Notice.

09. Cookies and Website Analytics

We do not use cookies to collect or store personal information about you. For more, see our Cookie Policy.

10. Data Sharing

We may share your personal information with:

  • Internal hiring personnel at Impey Studio

  • Recruitment service providers or background check agencies (if used)

  • Regulatory authorities where legally required

All third parties are required to respect the confidentiality and security of your information.

11. Data Security

We apply appropriate security measures to prevent your data from being lost, used unlawfully, or accessed without authorisation. Access is limited to those who have a clear business need.

12. Data Retention

If you are not successful, we will retain your application data for up to 6 months. If we wish to keep it on file for future opportunities, we will request your consent.

13. Your Rights

You have the right to:

  • Request access to your data

  • Request correction or deletion

  • Object to processing or request restriction

  • Request transfer of your data

  • Withdraw consent at any time

To exercise any of these rights, please contact: info@impey.studio

14. Changes to This Notice

We may update this Notice periodically. The latest version will always be available on our website.