UK Applicant Data Policy

Data controller

Stax LLC

103 Wigmore Street, W1U 1QS
PrivacyTeam@stax.com 

As part of any recruitment process, the Company collects and processes personal data relating to job applicants, either directly or via an Applicant Tracking System. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. 

The Company collects a range of information about you. This may include: 

• Your name, address and contact details, including email address and telephone number. 
• Details of your qualifications, skills, experience and employment history. 
• Information about your current level of remuneration, including benefit entitlements. 
• Whether or not you have a disability for which the Company needs to make reasonable adjustments during the recruitment process, and Information about your entitlement to work in the UK. 

The Company may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, collected through interviews or other forms of assessment, or by you submitting details on an Applicant Tracking System. 

The Company may also collect personal data about you from third parties, such as references supplied by former Companies, information from employment background check providers and information from criminal records checks. The Company will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. 

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

The Company needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you. 

In some cases, the Company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts. 



The Company has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the Company to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The Company may also need to process data from job applicants to respond to and defend against legal claims. 

The Company may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. It may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. The Company processes such information to carry out its obligations and exercise specific rights in relation to employment. 

For some roles, the Company is obliged to seek information about criminal convictions and offences. Where the Company seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment. 

The Company will not use your data for any purpose other than the recruitment exercise for which you have applied. 

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area for which you may be considered and IT staff if access to the data is necessary for the performance of their roles. This may include our Colleagues in Stax US, in the United States. 



Where we use an Applicant Tracking System, the third party that provides that service will have access to the data. We will ensure that any such provider complies with both this policy and any national agreements regarding the transfer of data out of the UK.  

The Company will not share your data with any other third parties, unless your application for employment is successful and it makes you an offer of employment. The Company will then share your data with former Companies to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks. 

The Company takes the security of your data seriously. It has 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. 

If your application for employment is unsuccessful, the Company will hold your data on file for two years after the end of the relevant recruitment process. At the end of that period, 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 personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice. 

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



• Access and obtain a copy of your data on request. 
• Require the Company to change incorrect or incomplete data. 
• Require the Company to 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 Company is relying on its legitimate interests as the legal ground for processing. 
  

If you would like to exercise any of these rights, please contact the Data Security Manager at the Data Controller office address. 

If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner. 

You are under no statutory or contractual obligation to provide data to the Company during the recruitment process. However, if you do not provide the information, the Company may not be able to process your application properly or at all. 

Recruitment processes are not based solely on automated decision-making.