Job Applicant Privacy Notice

At DFYNE, we truly value the trust you place in us when you share your personal information. We’re committed to handling your data with care, transparency, and respect — and in line with the General Data Protection Regulation (GDPR) and current data protection laws.

This notice explains the types of information we collect from you as part of the job application process, how and why we use it, how long we keep it, and the rights you have over your data.

Who We Are

DFYNE acts as the data controller, which means we decide how and why your personal information is used.
If you’d like to get in touch about anything in this notice, you can contact us at:

DFYNE
1 Forrest Gate
Tannochside Business Park
Uddingston
G71 5PG

Our Commitment to You

When it comes to your personal data, we promise to:

Handle it fairly, lawfully, and transparently.
Collect only what we need and only for reasons that we’ve explained.
Use it only for the purpose it was collected.
Keep it accurate and up to date.
Hold on to it only as long as necessary.
Keep it safe and secure, and make sure it’s never used in ways you haven’t agreed to or been told about.

The Information We Collect

We may collect details such as:

Your name, contact information, and date of birth
A photograph, if provided
Gender and marital status
Details about any disability (to help us make reasonable adjustments)
Information from your CV, including your education, work history, and references
Proof of your right to work in the UK (e.g., passport or visa)
Driving licence (if relevant to your role)

How We Collect Your Information

We usually gather this information directly from you through your CV, cover letter, application forms, or during interviews.

We might also collect information from:

Documents you share with us (e.g. passport, right-to-work evidence)
Third parties such as employment agencies or referees (with your permission)

All your data is securely stored within DFYNE’s HR and IT systems.

Why We Use Your Data

We only use your data for legitimate reasons, including:

Fulfilling our legal and contractual obligations
Running an effective and fair recruitment process
Meeting legal requirements, such as verifying your right to work
Supporting you (e.g., making reasonable adjustments if you have a disability)

We also use your data to make important recruitment-related decisions, such as:

Who to offer roles to
Determining salaries or benefits
Planning training and development
Managing legal claims (if any)

If you’re not successful, we may ask if we can keep your details on file for up to 12 months in case a suitable role opens up. You’re always free to say no and it won’t affect your application in any way.

Sensitive Information (Special Category Data)

Sometimes we may need to collect information about things like your health, ethnic background, or religious beliefs, but only when it’s necessary and lawful.

We’ll always:

Be clear about why we need it
Ask for your explicit consent, where required
Keep it secure and confidential

You can withdraw your consent at any time, no questions asked.

Criminal Conviction Data

For some roles, we may need to ask about criminal convictions if it’s relevant and permitted by law.
We’ll always handle this information carefully and in line with data protection requirements.

What Happens If You Don’t Provide Your Data

You don’t have to share your personal data with us. However, if you choose not to, we may not be able to process your application or move forward in the recruitment process.

Who We Share Your Data With

Your information is shared only with the people who need it to carry out their role for example:

The People & Culture Team
The hiring manager or interviewers
IT, if you need access to complete online assessments

We may also share your data with:

Employment agencies, if applicable
Third parties, but only if you’re offered a position (more details are provided in our Employee Privacy Notice)

We do not transfer your data outside the European Economic Area (EEA).

How We Protect Your Data

We take data protection seriously. Your information is safeguarded against loss, misuse, or unauthorised access.
If we share data with trusted partners, they must follow strict security and confidentiality requirements.

How Long We Keep Your Data

Unsuccessful applicants: Your data is kept for up to 6 months after recruitment ends.
If you’ve given us permission to hold your data for future roles, we’ll keep it for up to 12 months.
If you’re hired, your information will be securely transferred to our employee systems, and you’ll receive our Employee Privacy Notice.

Automated Decisions

We don’t make hiring decisions based solely on automated processes (no decisions without human review).

Your Rights

You have a number of rights regarding your data:

Be informed – Know how your data is used (that’s what this notice is for!)
Access – Request a copy of the data we hold
Rectification – Ask us to fix any errors
Erasure – Ask us to delete your data where appropriate
Restriction – Pause processing while an issue is resolved
Portability – Move your data elsewhere
Object – Stop us using your data in certain ways
Withdraw consent – Change your mind at any time

To exercise any of these rights, please contact our People & Culture Team.

Concerns or Complaints

If you ever have concerns about how we’ve handled your data, we’d encourage you to speak with us first.
You also have the right to contact the Information Commissioner’s Office (ICO), the UK’s data protection authority.