Recruitment Privacy Notice

Recruitment Privacy Notice

In accordance with the EU General Data Protection Regulation (GDPR), this Privacy Notice is intended to provide you with transparent information regarding our Data Protection Policy and how we process your personal data. In doing so, it will explain:

  • Who we are;
  • What information we collect from you and why;
  • Who we share your information with and why;
  • What we do with your information and how long we keep it for;
  • Your rights in relation to your information


We are TrinityM Limited trading as Trinity Claims and our office address is Trinity Place, 14 Sovereign Way, Tonbridge TN9 1RS. If you have any questions regarding this Privacy Notice, you can write to our Data Protection Officer at this address, or email We are a data controller of your personal data. We are registered with the Information Commissioner’s Office (ICO) and our registration number is Z3447332. You can check our registration details on their website which is Privacy Policy last updated 11/05/2023.


Your personal data consists of many different things where one or more of these can identify you. It may also include personal information which is regarded as more sensitive and is described as 'Special Category Data' under the GDPR. This can include information about your ethnic origin, politics, religion, genetics, biometrics, health or sexuality. We will only process Special Category Data where it is required for the purposes of recruitment if necessary. For the purposes of this Privacy Notice, we also use the term 'information' to mean 'personal data'.


Our Data Protection Policy and related procedures have been designed to comply with the GDPR. We may change this privacy notice from time to time in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website.


Processing Purpose Categories of data Legal basis for Processing
To assess your suitability for a role
  • Personal Identifiers such as your name
  • Your contact details
  • Employment Information such as your work history
  • Education information such as your relevant qualifications
  • Government Identifiers such as licenses or registrations
  • Activity Information such as your performance in tests or interviews
  • In some cases, your application may include a video interview. With your permission, we may record the interview.
  • Necessary for performance of the contract between you and us
  • To meet our legitimate interests of managing the recruitment process and assessing the most suitable applicants for roles with us.
To onboard you as a new member of the team If successful in your application we will also require additional information to prepare for your employment such as:
  • Financial information such as bank details
  • Individual preferences & characteristics such as uniform size
  • Next of kin
- Necessary for performance of the contract between you and us
To help us make any necessary adjustments to support you if you're invited for interview/assessment - Information relevant to a disability - We have a legal obligation to understand your needs in order to make reasonable adjustments to your interview or application process
For some roles we might need to ask you about previous criminal convictions or carry out criminal records checks (such as a DBS check) to confirm your suitability for a role - Criminal conviction information - Personal & Government Identifiers - for example your identification documents - For some roles we have a legal obligation to confirm your suitability for a role - In other roles we have a legitimate interest to protect the safety of our customers and staff, and to protect the reputation of our business, by confirming the suitability of an applicant for a role.
To monitor the effectiveness of our Equal Opportunities Policy. In most cases, we use aggregated information to tell us about trends rather than information relating to a specific individual. - Equal opportunities information such as Gender, race or ethnic origin, religion or belief, age bracket, sexual orientation, and details of any disability - To meet our legitimate interests of implementing an effective resourcing strategy to meet our objectives as an inclusive and diverse employer. - We have a legal responsibility to monitor Equal Opportunities within recruitment
If your application is successful, and we invite you for an interview/assessment we'll need additional information to chek you have the right to work in the UK, including a copy of your passport, your National Insurance number and any other relevant proof of your right to work, for example visa or working permits. - Right to work information - Necessary for compliance with our legal obligations including the Asylum and Nationality Act 2006, the Immigration Act 1971, and the Immigration Act 2016.


Your personal data will be collected from:

  • information you provide on your CV sent to us via email/post or delivered by hand to our offices,
  • via online recruitment boards.
  • via recruitment agencies with whom we instruct to provide potential candidates
  • via publicly available resources such as LinkedIn, networking or industry events


GDPR gives you various rights in relation to the processing of your personal data, as follows:

  • RIGHT TO BE INFORMED - You have the right to receive clear and transparent information regarding why we require your personal data and what we are doing with it, which includes fair processing information as provided by this Privacy Notice.

  • RIGHT OF ACCESS - Your personal data includes information which can directly or indirectly identify you, and you are legally entitled to access that information should you wish to do so. This access is called a Data Subject Access Request (DSAR).

  • RIGHT TO RECTIFICATION - You are entitled to have your personal data rectified if it is inaccurate or incomplete.

  • RIGHT TO ERASURE - In certain circumstances, you have the right to request the deletion or removal of your personal data where there is no compelling reason for its continued processing.

  • RIGHT TO RESTRICT PROCESSING - You have the right to block or suppress the processing of your personal data where you contest its accuracy.

  • RIGHT TO DATA PORTABILITY - In certain circumstances, you are entitled to obtain and reuse your personal data for your own purposes across different services, and this right allows you to move, copy or transfer your personal data easily from one IT environment to another in a safe and secure way without hindrance to your usability.

  • RIGHT TO OBJECT - You also have the right to object to the processing of your personal data.

  • RIGHTS IN RELATION TO AUTOMATED DECISION MAKING & PROFILING - If we use an automated decision making or profiling process, we will be required to give you information about the processing. You will also have the right to request human intervention or challenge a decision. (See below for further information).

If you want to exercise any of these rights, please write to our Data Protection Officer.


Failure to provide relevant information about yourself may limit our opportunities to recruit and/or check suitability of the candidate for the specific vacancy/vacancies.


During the recruitment process, your personal data will only be shared internally, with the Human Resources Team and the recruiting manager/department. Following a successful application, staff will be provided with an Employee Privacy Notice explaining the manner in which your data is shared.

Upon request, and where it is required by law, the Company may also provide your personal data to:

  • Official bodies, such as government agencies, local authorities and the police
  • Internal/External Auditors


If the candidate is unsuccessful in their application, CV’s and the personal data that they contain, will be retained for a maximum of three years. These are retained for reference, should we feel that an applicant may suit a future vacancy, or similarly if an applicant wished to challenge our decision to employ based on the information contained within the CV.

If an applicant is successful, the CV will be retained on file for the duration of employment, plus an additional 6 years. Details of this are contained with the Employee Privacy Notice, provided to staff upon successful employment.

All personal data is retained within our secure servers with access strictly prohibited to Trinity Claims staff.


Protecting the privacy of your personal data is very important to us. However, if you are concerned in any way or wish to make a complaint regarding how we process it, then you should write to our Data Protection Officer. If you are still not satisfied with his response, you can raise your concerns with the Information Commissioner's Office (ICO), who are our Supervisory Authority in relation to Data Protection. Details of how to contact our Data Protection Officer or the ICO are set out earlier within this Privacy Policy.

This policy was last updated 11/05/2023.

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