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Job Applicants' Privacy Notice

Aquila Heywood is the data controller for the information you provide during the process, unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at

What Will We Do with the Information You Provide to Us?

All the information you provide during the process will be used only for the purpose of progressing your application, or to fulfil legal or regulatory requirements, if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes, or store any of your information outside the European Economic Area. The information you provide will be held securely by us and/or our data processors, whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role for which you have applied.

What Information Do We Ask for, and Why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we request is used to assess your suitability for employment. You need not provide the information that we request, but it might affect your application if you do not.

Application Stage

If you use our online application system, this will be collected by a data processor on our behalf, as outlined in our website's Privacy Notice.

We ask you for your personal details, including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role for which you have applied. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.


We might ask you to: complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by Aquila Heywood.

If you are unsuccessful following assessment for the position for which you have applied, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you, should any further suitable vacancies arise.

Conditional Offer

If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide proof of your:

  • Identity – you will be asked to provide our office with original documents, and we will take copies.
  • Qualifications – you will be asked to provide our office with original documents, and we will take copies.

You will be asked to complete a criminal records declaration to declare any unspent convictions.

We will contact your referees, using the details you provide in your application, directly to obtain references.

We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).

If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments
  • Emergency contact details – so we know whom to contact in case you have an emergency at work

We may ask for further information; this is outlined in our staff privacy notice, which will be sent with your contract.

Use of Data Processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information, unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Use of Job Websites

We use job websites to advertise our vacancies. We have contracts in place with these websites, which govern our use of your data. Any applications made by you through these websites are governed by those websites' privacy notices and the terms and conditions as specified on those websites.