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Data Protection Recruitment Policy

Details of our recruitment data protection policy.

Job Applicants

Lepra is the data controller for the information applicants provide during the process unless otherwise stated. If applicants have any queries about the process or how we handle their information they can contact us contact us at

How we process information provided to us

All of the information applicants provide during the process will only be used for the purpose of progressing their application, or to fulfill legal or regulatory requirements if necessary. 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 ask for is used to assess suitability for employment. Applicants don’t have to provide what we ask for but it might affect their application if they do not.

We will not share any of the information applicants provide during the recruitment process with any third parties for marketing purposes or store any of their information outside of the European Economic Area. The information they 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 applicants provide to us to contact them to progress their application. We will use the other information applicants provide to assess suitability for the role applied for.

Application stage

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

Applicants will also be asked to provide equal opportunities information. This is not mandatory information – if not provided , it will not affect the application. This information will not be made available to any staff outside of our management team, including external hiring managers, in a way which can identify an applicant. Any information provided, will be used only to produce and monitor equal opportunities statistics.

The relevant staff involved will shortlist applications for interview. 


We might ask applicants to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by the applicant and by us. For example, applicants might complete a written test or we might take interview notes. This information is held by Lepra.

If unsuccessful following assessment for the position applied for details will be retained for a period of six months. We would proactively contact applicants should any further suitable vacancies arise. 

Conditional offer

If we make a conditional offer of employment we will ask applicants for information so that we can carry out pre-employment checks. Applicants 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.

Lepra requires all those appointed to declare if they have any potential conflicts of interest. 

HR records - Who has access to data

Your information may be shared internally, including with your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.

Lepra shares your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service.

Lepra may share data with third parties that process data on its behalf, specifically in connection with external human resources services, such as our pension benefits provider and our payroll provider and processor. This information will be provided solely to facilitate payment and compliance with statutory requirements by HMRC.

Data will be stored in several locations such as personnel files, HR management system and in other IT systems (including Lepra’s email system).

Training records

Lepra will only share staff and worker personal information with third parties for the purposes of their training and professional development. Any shared personal information will be kept to a minimum, and any third parties will comply with GDPR (May 2018) and Data Protection Act 1998

External recruitment Agencies

For some vacancies, we sometimes advertise through external recruitment agencies who will collect the application information and forward it to us.

Information retention

If successful, the information applicants provide during the application process will be retained by us as part of their employee file for the duration of employment plus 6 years following the end of employment. This includes their criminal records declaration, fitness to work, records of any security checks and references.

Records in relation to any safeguarding concern will be retained until retirement age is reached or for 10 years, whichever is longer.

If unsuccessful at any stage of the process, the information applicants provided until that point will be retained for 6 months from the closure of the campaign.

If unsuccessful at any stage of the process, the information provided by applicants, for example interview notes, is retained by us for 6 months following the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign whether applicants are successful or not.

How we make decisions about recruitment

Final recruitment decisions are made by senior managers, all of the information gathered during the application process is taken into account.

Applicants are able to ask about decisions made about their application by speaking to your contact within our management team or by emailing

Individual rights

Under the General Data Protection Regulations 2016, applicants, staff, workers and contractors all have rights as individuals which they can exercise in relation to the information we hold about them in line with the ICO (Information Commissioners Office) guidance.