What is the purpose of this document?
Statement Group Limited (trading as NOVOS) with company number 10718626 whose registered office is at 24 Old Bond Street, London, United Kingdom, W1S 4AP is a "controller" in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is
incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter.
- The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history and qualifications.
- Any information you provide to us during an interview.
We may also collect, store and use the following types of more sensitive personal information:
- Information about your race or ethnicity, religious or philosophical beliefs, sexual orientation, or other diversity characteristics for equal opportunities monitoring;
- Information about your health or disability status where this is needed to consider adjustments during the recruitment process;
- Limited information relating to right to work, immigration status, or other legal eligibility to work where required.
How is your personal information collected?
We may collect personal information about applicants from the following sources:
- You, the applicant;
- Recruitment agencies, partners and search firms, who may provide us with candidate information for open roles;
- Background and credit check providers;
- Your named referees;
- Professional networking sites or job boards, such as LinkedIn, Indeed, or other recruitment platforms, where you apply for a role or share information relevant to your application;
- Applicant tracking systems, recruitment software, and interview scheduling tools used to manage applications and recruitment communications;
- Recruitment tools, communication platforms, and productivity software used during the hiring process, including systems such as Slack or Notion used internally to coordinate recruitment activity;
- Publicly available professional information that is relevant to your application, where lawful and appropriate.
How we will use information about you
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role.
- Carry out background, credit and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
- Verify your identity and right to work in the United Kingdom, where required.
Lawful bases for processing
We process your personal information for recruitment purposes on the following lawful bases under UK GDPR:
Legitimate interests: to assess your suitability for the role, manage the recruitment process, communicate with you, keep records of our hiring decisions, and protect our business from legal risk.
Steps prior to entering into a contract: where processing is necessary in order to decide whether to enter into an employment or contractor agreement with you.
Compliance with legal obligations: where we need to comply with legal or regulatory requirements, including obligations relating to employment, immigration, equality, and anti-discrimination law.
Where we process special category personal data, we do so only where permitted by law, including where processing is necessary for carrying out obligations or exercising rights in connection with employment, or for equal opportunities monitoring where permitted under applicable law.
Having received your CV and covering letter or application form and the results from any tests (if applicable), we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and carry out any other necessary checks before confirming your appointment.
If your application is successful, we may also process additional information, including proof of identity, right-to-work documentation, and any other information required to complete pre-employment checks and onboarding.
If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How we use particularly sensitive personal information
We will use particularly sensitive personal information only where necessary and permitted by law.
This may include:
- Using information about your health or disability status to consider whether reasonable adjustments are needed during the recruitment process;
- Using information about your race, ethnic origin, religion or belief, sexual orientation, or other diversity information for equal opportunities monitoring and reporting;
- Using limited information relating to your legal right to work where this is necessary to comply with our legal obligations.
Where we collect equal opportunities monitoring information, this information is kept separate from the assessment of your application wherever possible and is not used by hiring managers to make recruitment decisions.
Information about criminal convictions
We do not generally process information relating to criminal convictions during recruitment unless this is required for a specific role and permitted by law.
Automated decision-making and use of technology
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
We may use technology tools to assist with aspects of the recruitment process, such as organising applications, summarising information, scheduling interviews, or supporting internal recruitment administration. These tools do not make final hiring decisions, and all recruitment decisions are made by NOVOS personnel.
Data sharing
Sharing your data with third parties?
We may share your personal information with third parties where necessary for the purposes of managing the recruitment process, assessing your suitability for a role, or complying with legal obligations.
These third parties may include:
- Recruitment agencies and talent partners;
- Job boards and professional networking platforms where applications may be submitted, such as LinkedIn or Indeed;
- Background screening, identity verification, and reference-check providers;
- Applicant tracking systems, recruitment software providers, and interview scheduling platforms;
- IT service providers, cloud storage providers, and communications platforms to support our recruitment process and internal collaboration, including tools such as Slack and Notion;
- Professional advisers, including legal, regulatory, or insurance advisers where necessary;
- Other companies within our group where relevant to the recruitment process.
We require third-party service providers to respect the security of your personal information and to process it only on our instructions and in accordance with applicable data protection law.
International data transfers
Some of the third-party service providers we use may store or process personal information outside the United Kingdom.
For example, some recruitment platforms, collaboration tools, or software providers we use may operate internationally.
Where personal information is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place to protect your personal information. These safeguards may include the use of adequacy regulations, the UK International Data Transfer Agreement (IDTA), or other legally recognised transfer mechanisms.
If you would like further information about how your personal information may be transferred internationally, please contact us using the details provided in this notice.
Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
We will retain your personal information for twelve (12) months after we have communicated our decision on your application, unless a longer retention period is required by law or is necessary in connection with legal claims.
We retain applicant data for this period in order to manage the recruitment process, respond to queries, maintain appropriate records, and establish, exercise or defend legal claims, including claims relating to discrimination or unfair recruitment practices.
After this period, we will securely delete or anonymise your personal information in accordance with applicable laws and our data retention practices.
If we would like to retain your personal information for future suitable opportunities after this period, we will ask for your consent separately.
Rights of access, correction, erasure, and restriction
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us at in writing.
Right to withdraw consent
Where we have relied on consent to process your personal data you have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact us at . Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.
Contact us
If you need to contact us or have a complaint in connection with this policy we would prefer you contact us directly on to resolve the matter. You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO) who is responsible for data protection issues in the UK. https://ico.org.uk/make-a-complaint/