Applicant Privacy Notice

Last updated 8 September 2026

About this notice

This notice explains how Reprotec UK Ltd collects, uses, stores and shares personal information about people who apply to work with us.

It applies whether you apply through Indeed, by email, directly to Reprotec, through a recruitment agency or by another method.

Who we are

Reprotec UK Ltd is the data controller responsible for your personal information.

Reprotec UK Ltd
38a High Street North
Langley Moor
Durham
DH7 8JG

Company number: 01529388
ICO registration number: ZB908512

Our Data Protection Officer is Tom Walton.

For questions about this notice or how we use your information, contact:

data.protection@reprotec.uk

Information we collect

We may collect and use:

• Your name, address, telephone number and email address.

• Your CV, covering letter and application responses.

• Your employment history, qualifications, training, skills and professional experience.

• Information about your availability, notice period and eligibility to work in the UK.

• Communications between you and Reprotec.

• Interview notes, assessment results, scores and recruitment decisions.

• References and verification information where these are required later in the recruitment process.

• Information you voluntarily provide about adjustments needed during the recruitment process.

• Technical or application information supplied through Indeed or another recruitment service.

We do not collect equality-monitoring information as part of this recruitment exercise. Please do not include sensitive personal information in your application unless it is relevant to an adjustment you require or another legitimate recruitment need.

Where we obtain your information

We normally obtain information directly from you.

We may also receive information from:

• Indeed or another recruitment platform through which you apply.

• A recruitment agency acting on your behalf.

• Referees you nominate.

• Public professional sources where checking the information is relevant, proportionate and lawful.

Indeed processes information under its own privacy policy when you use its services. Reprotec is separately responsible for what it does with your information after receiving your application.

Why we use your information

We use applicant information to:

• Receive, administer and acknowledge applications.

• Assess applicants against job-related requirements.

• Compare applicants consistently and fairly.

• Identify possible duplicate applications.

• Communicate with applicants and arrange interviews.

• Consider and provide reasonable adjustments.

• Verify information and obtain references where appropriate.

• Make and administer an offer of employment.

• Meet our legal and regulatory obligations.

• Maintain the security and integrity of our recruitment records.

• Respond to complaints, data-protection requests or legal claims.

Our lawful bases

Depending on the activity, we process your information because:

• It is necessary to take steps at your request before potentially entering into an employment contract.

• It is necessary for our legitimate interests in recruiting suitable employees, administering recruitment fairly and efficiently, maintaining appropriate records and protecting our legal position.

• It is necessary to comply with a legal obligation, including employment, equality and right-to-work requirements.

Where you provide health information or other special-category information for a reasonable adjustment or another employment-related requirement, we will use it only where necessary under employment and social-protection law or for establishing, exercising or defending legal claims.

We do not rely on consent for ordinary recruitment processing. Where we ask for consent for a genuinely optional purpose, you may withdraw it at any time.

Use of assessment tools and artificial intelligence

Because we may receive a large number of applications, Reprotec may use structured assessment tools, including services supplied by OpenAI and Anthropic, to help extract job-related evidence from applications and apply a consistent scoring framework.

These tools are used as decision-support aids. They do not make the final recruitment decision.

The assessment process:

• Uses criteria derived from the job description and requirements.

• Considers job-related information in the application, CV and covering letter.

• Does not intentionally use or infer protected characteristics or unrelated sensitive information.

• Records the evidence supporting each score.

• Requires human review before a recruitment decision or candidate communication is approved.

• Allows errors or missing evidence to be corrected by a human reviewer.

• Gives additional human consideration to candidates close to the stated assessment boundary.

A separate continuity or tenure indicator may be used to identify suitable interview questions about career progression and previous roles. It is not included in the applicant’s CV assessment score.

Reprotec does not reject applicants solely through automated decision-making, and recruitment messages are not sent automatically without human verification and approval.

If you believe information used in your assessment is inaccurate, you may ask us to correct it or request a human review.

Who can access your information

Access within Reprotec is restricted to people who require the information for recruitment, data protection, checking, IT administration or approval purposes. This may include company directors, the hiring manager and the Office Manager.

We may also share information, where necessary, with:

• Indeed or another recruitment platform.

• Google Workspace, which we use for business email and document storage.

• Our managed cloud-backup provider.

• OpenAI and Anthropic where their tools are used to support structured assessment.

• Recruitment agencies, referees or verification providers.

• Professional advisers, insurers, regulators, courts or public authorities where legally necessary.

We do not sell applicant information.

International processing

Some of our technology suppliers may process information in countries outside the United Kingdom.

Where personal information is transferred internationally, we require an appropriate legal transfer mechanism. This may include UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved Standard Contractual Clauses.

You may contact data.protection@reprotec.uk for more information about the safeguards applying to a particular supplier.

How long we keep your information

For unsuccessful applicants, we retain application information and recruitment assessment records for six months from the later of:

• The date we notify the applicant of the final outcome; or

• The date the recruitment campaign closes.

We retain this information for the limited purposes of administering the recruitment process, responding to questions or data-protection requests, and establishing, exercising or defending legal claims.

At the end of the six-month period, the information is securely deleted from our recruitment systems and working files.

The Google Shared Drive used for recruitment information is excluded from Reprotec’s third-party cloud-backup service.

If an applicant raises a complaint, begins ACAS early conciliation, makes a relevant data-protection request or brings a legal claim, we may retain the information reasonably required until the matter has been resolved. Information that is not relevant to that matter will still be deleted according to the normal schedule.

For the successful applicant, information required for employment will be transferred to the employee’s personnel record and handled under our employee privacy arrangements. Recruitment working copies that are no longer required will be deleted.

Your rights

Depending on the circumstances, you may have the right to:

• Request a copy of your personal information.

• Ask us to correct inaccurate or incomplete information.

• Ask us to delete information we no longer need.

• Ask us to restrict how information is used.

• Object to processing based on our legitimate interests.

• Request transfer of information where the right to data portability applies.

• Request human consideration of an assessment.

• Complain about how we have used your information.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, contact data.protection@reprotec.uk. We may need to confirm your identity before responding.

You may also complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.

Providing your information

You are not legally required to apply for employment with Reprotec. However, if you do not provide the information reasonably needed to assess your application, we may be unable to consider you for the position.

Changes to this notice

We may update this notice if our recruitment process, suppliers or legal obligations change. The current version will be published on our website.