Applicant Privacy Notice (Data Protection)
This notice explains how Empex Digital processes your personal data when you apply for a role through the Empex Careers website. It’s designed to meet transparency requirements (the “right to be informed”).
Controller and contact
Empex Digital is the data controller for your application data.
Contact: careers@empex.co.uk
UK data protection is governed by the UK GDPR and the Data Protection Act 2018. Learn more at gov.uk.
What we collect
- Identity and contact details: full name, email address, and optional phone number.
- Professional information you provide: CV, optional cover letter, and optional links (LinkedIn/Portfolio/GitHub).
- Application metadata: role applied for, submission timestamps, and internal identifiers used to manage the pipeline.
- Right-to-work confirmation (your checkbox confirmation in the form). (We may request evidence later if you progress.)
Recruitment guidance (ICO): ico.org.uk.
Why we process your data
- To assess your suitability for the role you applied for.
- To communicate with you about your application.
- To keep records of recruitment decisions and process applications fairly and consistently.
- To prevent fraud/abuse and protect the security of our recruitment systems (e.g., anti-bot measures).
Lawful bases for processing
- Legitimate interests (running recruitment, assessing candidates, protecting and improving our systems).
- Steps prior to entering a contract (processing your application where relevant).
- Legal obligations (where applicable).
Transparency guidance (“right to be informed”): ico.org.uk.
Where your data is stored
Your application record is stored in our database. Your CV is uploaded to our secure file storage. Access is restricted to authorised recruitment staff and systems.
We use service providers (processors) to run parts of the recruitment platform (for example, email delivery and file storage). They process data under our instructions and with appropriate safeguards.
Sharing your data
Your data may be shared internally with relevant hiring team members involved in the recruitment process. We don’t sell your data.
We may share data with service providers that support our recruitment operations, under contract and with appropriate security measures.
Retention (how long we keep it)
We keep applicant information only as long as necessary for the recruitment process and related record-keeping, in line with the storage limitation principle.
Storage limitation guidance (ICO): ico.org.uk.
Suggested default retention: up to 6 months after the role closes or a final decision is made, unless a longer period is required for legal reasons or you ask us to consider you for future roles.
Automated decision-making
We do not make solely automated decisions that have legal or similarly significant effects on you through this application process. Recruitment decisions involve human review.
Your rights
You may have rights to access, rectification, erasure, restriction, objection, and data portability, depending on the circumstances.
To exercise your rights, email careers@empex.co.uk and include enough information for us to identify your application.
Complaints
If you’re unhappy with how we handle your data, contact us first and we’ll try to resolve it. You can also complain to the UK supervisory authority, the ICO.
ICO overview: ico.org.uk.
Updates to this notice
We may update this notice from time to time. The latest version will be published on this page.