Recruitment Privacy Notice

Who we are
Sherwoods SW Ltd is the data controller for the personal data described in this notice.

Address: Sherwoods SW Ltd, Vander House, Brunel Road, Newton Abbot, Devon, TQ12 4YQ
Email: people@sherwoods.uk
Telephone: 0330 390 2058
For data protection queries write to the Data Protection Lead at the address above.

We are committed to protecting the privacy and security of your personal information in accordance with UK GDPR and applicable data protection legislation.

This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

What this notice covers
This notice explains how we collect, use, share, and protect personal information about job applicants, candidates, interviewees, and referees.

It applies from the point you first engage with our recruitment process, including where you submit a CV, apply for a role, attend interview, complete checks, or are offered a role.

The personal data we collect
We may collect and use the following categories of personal data.

Identity and contact details

Name, title, address

Personal contact details

Right to work status

Application information

CV

Employment history

Qualifications, skills and training

Memberships

Interview notes, assessment results and work samples where provided.

Salary expectations

Notice period and availability

Pre employment checks

References

Right to evidence

Driving licence information where needed for the role

DBS Outcome where required for the role

Evidence of qualifications and accreditations where relevant

Equality monitoring
If used, equality information may be collected separately and used in aggregate to monitor fairness and improve our recruitment process. Providing this information is optional.

Special category data
We may process limited special category data where necessary, for example health information to make reasonable adjustments during recruitment or safeguarding related checks where relevant to a role. We only process special category data where a lawful basis and an additional legal condition apply.

Where we get your personal data from
We collect personal data from you directly and may also receive personal data from recruitment agencies, referees, background checking providers, publicly available professional sources where relevant and lawful, and from colleagues involved in the recruitment process.

What if you do not provide personal data?
If you do not provide the personal data we request, we may be unable to progress your application, complete required checks, or offer you a role.

How we use your personal data and our lawful bases
We use personal data only where the law allows. We typically rely on one or more of the lawful bases below.

Legitimate interests
To:

Manage recruitment

Assess suitability for roles

Communicate with candidates and arrange interviews

Keep records of decisions

Improve recruitment processes

Vital interests

To protect life in emergencies, for example if we need to use emergency contact information or manage an urgent health and safety situation during an in-person recruitment activity.

Steps at your request prior to entering into a contract
To consider you for employment and take steps to offer you a contract

Legal obligation
To meet legal duties, including right to work checks, equality obligations where applicable, and safeguarding requirements where applicable

Consent
Used only where required and where no other lawful basis applies, for example where you choose to provide optional information

Call transcription/note-taking (voice calls are not recorded)

Sherwoods does not record recruitment-related voice calls. However, where enabled, we use a note-taker and/or transcription tool during recruitment calls to help produce an accurate record of the discussion. This may involve processing your voice and call content to generate notes and/or a transcript.

Why we use transcription/note-taking tools

Operational accuracy and continuity (including capturing role and availability details)

Supporting a consistent and fair recruitment process (including interview note quality)

Training and coaching for those involved in recruitment

Handling queries, complaints or disputes

Protecting the business and supporting audit trails

Compliance with legal, regulatory or contractual requirements

How are you notified

Where a transcription or note-taking tool is used, we will make this clear at the start of the call (and/or via the meeting invite or platform notification where available).

When transcription/note-taking should not be used

If a call is likely to include highly sensitive personal data, we will avoid using transcription/note-taking tools where possible and use an alternative approach instead.

Retention

Notes and/or transcripts created for recruitment purposes are retained in line with this recruitment privacy policy and our retention approach

Where we set specific retention periods for transcription outputs, transcripts are kept for up to 60 days, unless a longer period is required to deal with a query, complaint, dispute. Or legal/regulatory requirement

How we share your personal data
We do not sell personal data. We may share personal data only where necessary to administer recruitment, deliver operational services, complete checks, meet legal requirements, or protect the business and our people.

Recipients may include

Recruitment agencies involved in your application

Referees

Background screening providers and DBS services where required

Occupational health providers where used to support reasonable adjustments

IT and business system providers used to administer recruitment

Professional advisers and regulators required by law

International transfers
Where any supplier processing involves access from outside the UK, we ensure appropriate safeguards are in place such as the UK Addendum to Standard Contractual Clauses or an adequacy route where applicable.

Security of your data
We implement appropriate technical and organisational measures to protect candidate data and restrict access to those involved in recruitment.

Monitoring and access controls

We may use access logs, audit logs, and security monitoring to protect systems and data, investigate incidents, protect health and safety and maintain service reliability.

We do not use monitoring for routine intrusive surveillance. Where more specific monitoring applies, this will be explained in a separate notice or policy.

How long we keep your personal data
If your application is unsuccessful, we typically retain recruitment records for up to 12 months after the decision, to handle queries, demonstrate fair process, and manage any related claims.

If you join Sherwoods, relevant recruitment information becomes part of your employee record and is retained in line with our Employee Privacy Notice.

Automated decision making
We do not use automated decision making that produces legal or similarly significant effects for employees without meaningful human involvement.

Your rights
You have rights under UK GDPR including access, rectification, erasure, restriction, objection, and data portability in certain circumstances.

To exercise your rights, contact us using the details at the top of this notice. We will respond in line with ICO guidance and UK GDPR statutory timeframes.

Complaints
If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office.

Last updated
20 February 2026