Board Recruitment Privacy Notice

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Publication date
12 August 2026
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PDF, 173.2 KB
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Last updated: August 2026

1. Introduction

1.1 We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. It is important that you read this Notice carefully. It sets out how we handle your personal information, when you apply for a UKEB Board Member role, and the rights you have in connection with that information. The term "applicants" is used in this Notice to refer to anyone who applies for a UKEB Board Member role. If you are in any doubt, or have any comments or questions about this Notice, please contact us using the contact details set out at Section 9, below.

2. Types of personal information we collect when you apply

Information that we collect automatically

2.1 You can visit the recruitment section of our website at https://www.endorsement-board.uk/about-us/careers/ ("Website") and search for jobs without providing personal information. However, we do collect certain information automatically from your device when you visit the Website. For further information, please see the privacy notice that applies to the use of the Website at https://www.endorsement-board.uk/terms-of-use.

Personal Information collected from you

2.2 The types of personal information we collect and process when you apply for a UKEB Board Member role includes (but is not limited to):

  • Identification data and contact details – your name, address, email address, phone number and other contact information, gender, date of birth, nationality/ies, national identifiers (such as national ID/passport).
  • Employment history – previous employers and job titles/positions.
  • Background information – academic/professional qualifications, job qualifications, education, details included in your CV/résumé (which might include details of memberships or interests constituting Special Category Data), transcripts and employment references.
  • Details of your nominated referees (their name, contact details, employer and job role).
  • Details of your immigration/visa status.
  • Previous applications/roles - information relating to previous applications you have made to the UKEB or roles you have held with the UKEB.
  • Other information you voluntarily provide throughout the process, including through the interviews and through optional diversity information.

Personal information collected from other sources

  • References provided by referees.
  • Information provided by background checking agencies and other external database holders (for example social media checks, credit reference agencies and professional / other sanctions registries).
  • Information provided by recruitment or executive search agencies (in each case, where permissible and in accordance with applicable law).

3. Purposes for processing personal information

3.1 We collect and use this personal information for recruitment purposes, to determine your qualifications for appointment and to reach a hiring decision. This includes assessing your skills, qualifications, and background for a particular role, verifying your information, carrying out reference checks or background checks (where applicable) and generally managing the hiring process and communicating with you about it.

3.2 If you are appointed as a UKEB Board Member, the information collected during the recruitment process will form part of your ongoing staff record and will be processed in accordance with our Member and Staff Privacy Notice.

3.3 If you are unsuccessful, we may retain your application for a period of six months after informing you of the result of your application, unless you request that we delete your application.

3.4 As a general rule, during the recruitment process, we try not to collect or process any of the following: information that reveals your racial or ethnic origin, religious, political, or philosophical beliefs or trade union membership; genetic data; biometric data for the purposes of unique identification; or information concerning your health/sex life ("Special Category Data"), unless authorised by law or where necessary to comply with applicable laws.

3.5 However, in some circumstances, we may need to collect, or request on a voluntary disclosure basis, some Special Category Data for legitimate recruitment-related purposes. Information about your racial/ethnic origin, gender and disabilities may be collected for equal opportunities monitoring and anonymised reporting, to improve our recruitment processes, comply with anti-discrimination laws, for government reporting obligations, or for benchmarking against diversity indexes for time to time. Information about your physical or mental condition to consider accommodations for the recruitment process and/or subsequent job role. You may provide, on a voluntary basis, other Special Category Data during the recruitment process.

4. Who we share your personal information with and transfers abroad

4.1 We take care to ensure personal information is only accessible to those who require it to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Where we report internally and externally on diversity statistics (e.g. sharing statistics with senior or hiring management, or in our public reports, or with our sponsoring government Department), this will be on a strictly anonymised basis, to help transparently inform, achieve and report on diversity and inclusion across the organisation. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Notice and that the security and confidentiality of the information is maintained.

Transfers to third party service providers

4.2 We may make certain personal information available to third parties who provide services relating to the recruitment process to us, including:

  • recruitment or executive search agencies involved in your recruitment;
  • background checking or other screening providers and relevant local criminal records checking agencies;
  • data storage, shared services and recruitment platform providers, IT developers and support providers and providers of hosting services in relation to our careers website; and
  • third parties which provide support and advice, including in relation to legal, financial / audit, management consultancy, insurance, health and safety, security and intel and whistleblowing / reporting issues.

4.3 We may also disclose personal information to third parties on other lawful grounds, including:

  • where you have provided your consent;
  • to comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process, including, but not limited to, a subpoena, government audit or search warrant;
  • in response to lawful requests by public authorities (including for tax, immigration, health and safety, national security or law enforcement purposes);
  • as necessary to establish, exercise or defend against potential, threatened or actual legal claims;
  • where necessary to protect your vital interests or those of another person; and/or
  • in connection with, or during negotiations of, any restructuring or reorganisation of the UKEB.

4.4 In some cases, the sharing described above may result in your personal information being transferred outside of the UK to recipients in countries that do not benefit from a UK data bridge. We will take steps to ensure that any such transfers are made in accordance with applicable data protection laws by implementing adequate safeguards, for example, by entering into the Information Commissioner-approved International Data Transfer Agreement (or other contractual clauses approved by the UK Government) or European Commission-approved Standard Contractual Clauses with any third-party recipients of your information based in countries that do not benefit from a UK data bridge. Further details on these safeguards are available, upon request, from the UKEB.

5. Legal basis for processing personal information

5.1 Under UK data protection law, our legal basis for processing your personal information as part of the recruitment process is:

  • our legitimate interests (as summarised above in Section 3) (where these are not overridden by your data protection interests or fundamental rights and freedoms, particularly taking into consideration the safeguards that we put in place, for example, those outlined in Section 4 above);
  • to comply with applicable immigration and/or employment laws and regulations;
  • to take steps prior to appointing you as a UKEB Board Member, where you are considered for appointment;
  • in circumstances where you have made the data public;
  • where we have your consent to do so. Where we have requested your consent to process your personal data, you have the right to withdraw your consent at any time;
  • to protect the rights and interests of the UKEB, our staff, applicants and others, as required and permitted by applicable law.

5.2 If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information). If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided in Section 9 below.

6. Data retention periods

6.1 Personal information will be stored in accordance with applicable laws and kept as long as needed to carry out the purposes described in this Notice, or as otherwise required by applicable law.

6.2 Generally, this means your personal information will be retained:

  • if you become a UKEB Board Member, in accordance with the retention periods explained further in the UKEB’s Member and Staff Privacy Notice; or
  • if your application is unsuccessful, for a period of six months after confirmation that your application was unsuccessful or you decline appointment, unless you request that we delete your application sooner

6.3 Materials gathered during the interview process will be deleted after six months following the recruitment decision being made.

7. Your data privacy rights

7.1 You may exercise the rights available to you under applicable data protection laws as follows:

  • If you wish to access, correct, update, or request deletion of your personal information, you can do so at any time by contacting us, using the contact details provided below.
  • You can object to the processing of your personal information, ask us to restrict processing of your personal information, or request portability of your personal information. Again, you can exercise these rights by contacting us, using the contact details provided below.
  • If we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
  • You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. Contact details for the UK Information Commissioner's Office are available at https://ico.org.uk/global/contact-us/.

7.2 We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

8. Updates to this notice

8.1 This Notice may be updated periodically to reflect any necessary changes in our privacy practices. In such cases, we will indicate at the top of the Notice when it was most recently updated.

9. Contact details

9.1 Please address any questions or requests relating to this Notice to the Privacy Team by emailing [email protected].