Data privacy
for job applicants

This page contains all the information you need to find out what data we may collect from you and how and why we use it.

Last updated: 15 January 2021

Privacy Statement

Utility Warehouse Limited (“Utility Warehouse”, “we” or “us”) has issued this Data Privacy Notice (“Notice”) to describe how we handle personal information that we hold about our job applicants (collectively referred to as “you”). We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This notice explains how we use your personal information - what information we collect about you (including from third parties), why we collect it, what we do with it and on what basis. 

Please take a moment to read this Privacy Notice so that you understand how we use your personal information. If we change the way we collect or handle your personal information, we will update this Privacy Notice and you will be able to see the changes here.

If you have any questions or concerns about our use of your personal information, then please contact us at  [email protected]. You can also write to us at Utility Warehouse 508 Edgware Road, London NW9 5AB.

The data controller of your personal information is Utility Warehouse Limited, which is registered with the ICO with registration number ZA243042.

The type of personal information we collect

We collect, store, and use your personal information throughout the recruitment process where necessary. We collect various types of data at different stages of the recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies where applicable.

The types of personal information we may process include:

  • Your contact details and other information to confirm your identity and your communications with us. This includes your name, gender, address, phone number, date of birth, and email address, national insurance number and bank details if you are successful. We also collect documents to verify this information such as your passport, driving license, photographs and electronic signatures.  

  • Further information about you to help us understand you better, so we can assess adjustments which need to be made or work restrictions which may apply. This may include your nationality, preferred language, and details of any accessibility requirements

  • Your background information  such as your academic/professional qualifications, education, CV/résumé, criminal records data (for vetting purposes, where permissible and in accordance with applicable law). 

  • Information from you about your health, race, ethnic origin, religion, sexual orientation, which we only use to comply with equality and diversity requirements as an employer. 

  • Records of when you contact us, this includes emails, webchats,  recorded interviews, and phone conversations. 

  • Feedback from your application, assessments and interviews to enable us to consider you for future opportunities.

Why do we process personal information?

For recruitment purposes 

We will use your personal information to assess whether you are suitable for a role with us and put in place arrangements for any interviews and assessments. This applies whether you have made an application direct to us, through an agency or a third party. 

This means we’ll:  

  • Assess your suitability to do the job you have applied for.  

  • Contact you to arrange, conduct, evaluate and feedback on assessments and interviews, and where successful to make and offer and provide a contract of employment.  

  • Carry out pre-employment checks which would include your legal right to work, carrying out criminal record and credit checks and follow up references provided to us where applicable.

  •  Look for reasons why you left us if you have worked for us before, check whether you have applied before, ask why you have declined a job offer from us if you do and see if you would be interested in other roles with us (you can always ask us not to contact you and we won’t).  

  • Make reasonable adjustments to the recruitment process based on accessibility requirements you make us aware of or we become aware of.  

We use this information as it is in our legitimate interests as a recruiter to fully understand and assess an applicant’s suitability for a role and verify the information provided to us. 


Law-related purposes 

  • Track how we deal with applications as part of our equal opportunities in employment monitoring to enable us to identify any areas that require steps to be put in place.

We also may use your personal information where we consider it necessary for complying with laws and regulations, including collecting and disclosing personal information as required by law (e.g. for tax, health and safety, anti-discrimination laws), under judicial authorization, or to exercise or defend the legal rights of the Utility Warehouse group of companies. 


Onboarding process

If the recruitment process is successful and you are joining UW, we will use your information to onboard you to UW including communicating with you about the onboarding process.

Who do we share personal information with?

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. 

(i) Transfers to other group companies We may share your personal information with other members of the Utility Warehouse group if your background is suitable for another role within the Utility Warehouse group.

(iii) Transfers to other third parties We may also disclose personal information to third parties on other lawful grounds, including:

  • 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 national security or law enforcement purposes) 

  • As necessary to establish, exercise or defend against potential, threatened or actual litigation 

  •  In connection with the sale, assignment or other transfer of all or part of our business 


Transferring your information outside the UK

Sometimes we may transfer your personal information to organisations who operate outside the UK, including in countries which do not have the same data protection standards as the UK. We have taken appropriate measures to ensure that your personal information will still be protected in accordance with this Privacy Notice. Further details can be provided upon request.

How do we keep information secure?

We use appropriate technical and organisational measures to protect your personal information. These measures provide a level of security appropriate to the risk of processing your personal information.

How long do we keep personal information?

If your application for employment is unsuccessful (including when you have speculatively applied to us in respect of a role which is not available), we will hold your data on file for three years. At the end of that period, your data is deleted or destroyed (unless we need to retain it for longer to exercise or defend any legal claims).

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

What are your privacy rights?

You have various privacy rights in relation to your personal information:

  • Access your personal information – you can request a copy of your personal information at any time;

  • Correct your personal information – you can ask us to correct the personal information we hold on you if it is incorrect;

  • Erase your personal information – you can ask us to delete your personal information in certain circumstances;

  • Object to or restrict processing of your personal information – you can object to our processing of your personal information in certain circumstances;

  • Transfer your personal information – you can ask us to transfer your personal information to you or a third party, including a new supplier should you choose to move your services away; 

  • Withdraw your consent to processing – you can withdraw your consent to our processing of your personal information, however this will not affect the lawfulness of any processing conducted prior to your withdrawal.

  • Complain to the Information Commissioner’s Office (ICO) – you can complain about our collection and use of your personal information by contacting the ICO. 

We respond to all requests from individuals wishing to exercise their data protection rights in accordance with data protection law. We will try to respond to your request within one month; however, if it is complex or you make several requests, we may extend our time to respond. If we do, we will inform you.

You are able to exercise your rights free of charge, however if you make unfounded, repetitive or excessive requests, we may charge a fee or refuse to carry out your requests.

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