Data Privacy Policy.

Recruitment Privacy Notice Template Scienta Search LTD

GDPR Privacy Notice for all Job Applicants

Data controller: Lewis Hogan, Co-Founder of Scienta Search Introduction


As part of any recruitment process, Scienta Search LTD collects and processes personal data relating to job applicants. The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations under the General Data Protection Regulation


The purpose of this privacy notice is to make all job applicants aware of how and why we collect and use your personal information, both during and after a job application process.

What information does Scienta Search collect?

The company collects a range of information about you. This includes:

  • Your name, address and contact details, including email address and telephone number.
  • Details of your qualifications, skills, experience and employment history.
  • Information about your current level of remuneration.
  • Information about your entitlement to work in the country in which you are applying

Scienta Search collects this information in a variety of ways. For example, data might be contained in application forms, CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

Scienta Search will also collect personal data about you from third parties, such as references supplied by former employers during or after a provisional job offer to you has been made and will inform you that it is doing so.

Scienta Search may share your personal data with the third party set out below for the purpose of providing your details as a Candidate to our Clients.

  • SkoutAI who assist us with formatting Candidate’s CVs.
  • Broabean who assist us with job posting and Candidate management.
  • Feefo who assist us with obtaining feedback.

Data will be stored two different places:

  • Outlook
  • Scienta Search’s cloud candidate management system. If requested, Scienta will share their Data Privacy notice.


We will only use your personal data when the law allows us to.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us using the details above if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.


NOTE: For each processing activity, you can rely on ONE legal basis



Purpose/Activity Lawful basis for processing including basis of legitimate interest
To register you as a new Client or Candidate (a) Performance of a contract with you
To provide services to you and carry out your instructions in connection with our services (a) Performance of a contract with you
To provide your details as a Candidate to our Clients (a) Performance of a contract with you

To carry out administration in connection with the provision of services to you, including:

(a) Managing payments, fees and charges

(b) Collect and recover money owed to us

(a) Performance of a contract with you
To manage queries relating to services we have provided to you historically (a) Necessary for our legitimate interests (to be able to respond to queries about our services)

To manage our relationship with you as a Client, Candidate or professional contact, which will include:

(a) Notifying you about changes to our terms or privacy policy legal obligation

(b) Asking you to leave a review or take a survey

(a) Necessary to comply with a legal obligation

(b) Necessary for our legitimate interests (to keep our records updated and to study how Clients and Candidates use our products/services)

To enable you to partake in a competition or complete a survey (a) Consent
To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To send updates to you about vacancies that may be of interest to you (a) Necessary for our legitimate interests (to develop our products/services and grow our business)


We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

In addition, we may process your personal data without your knowledge or consent where this is required or permitted by law.


We may use your personal data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which of our services and vacancies may be relevant for you.

You will receive marketing communications from us in respect of our business and our services/vacancies if you have requested information from us, enlisted with us and, in each case, have given explicit consent to receive that marketing.

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us using the details above at any time.