Recruitment Privacy Policy

Who are we?

P+HS Architects is the data controller for the information you provide during the recruitment process.

Company Name: P+HS Architects

Email: enquiries@pandhs.co.uk

Address:  71 Grey St, Newcastle upon Tyne NE1 6EF

What Information We Collect

We may collect and process the following personal data from you:

- Your name, contact details (address, email, phone number)

- CV, cover letter, employment and education history

- Interview notes and assessments

- Right to work documentation

- Any other information you voluntarily share with us

- In certain circumstances, we may check your LinkedIn, other business related account or your public profile

Processing personal data

We need to process data to take steps at your request, prior to entering into a contract with you. We also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with our legal and regulator obligations. For example, we are required to check your eligibility to work in the UK before employment starts. 

Processing data from you allows us to manage the recruitment process, assess and confirm your suitability for employment and decide to whom to offer a job. 

We process health information if we need to make reasonable adjustments to the recruitment process for you. This is to carry out our obligations and exercise specific rights in relation to employment. 

How We Use Your Information

We process your personal data for the purpose of:

- Managing and assessing your job application

- Communicating with you during the recruitment process

- Keeping a record of your application and interview outcome

- Considering you for future roles (with your consent)

- Emailing you about practice information (you can opt out of this communication at any time)

Legal Basis for Processing

We process your data under the following legal bases:

- Legitimate interest – to manage recruitment activities

- Consent – to keep your details on file for future opportunities (where you have given clear permission)

- Emailing you about practice information (you can opt out of this communication at any time)

Access to your data

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the people and business operations team, interviewers in the recruitment process and managers in the hiring process. 

If you make an application through HiBob our online candidate portal, your data is held within that third party system. The third-party provider does not have direct access to your data but there may be limited occasions where in order to investigate a support ticket, the supplier may need to be granted access.

We will not share your data with other third parties during the recruitment process. 

Protecting your data

We take the security of your data seriously. 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 who need to know. 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 when we are legally required to do so.

Not providing personal data

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all. 

You may be asked to provide information for equal opportunities monitoring purposes but there are no consequences for your application if you choose not to provide such information. 

Data Retention

If your application is unsuccessful, we will retain your personal data for up to 12 months, unless you ask us to delete it sooner. If you give your consent to be considered for future opportunities, we will retain your details for this period to contact you about relevant roles or updates.

Your rights

Under data protection law, you have the right to:

- Access the personal data we hold about you

- Correct inaccurate or incomplete data

- Request deletion of your data

- Withdraw your consent at any time

- Object to or restrict how we process your data

- To exercise any of these rights, contact us at enquiries@pandhs.co.uk

How to Contact Us

If you have any questions about this policy or how we use your data, please contact:

Data Protection Contact:
Rebecca McDonald at enquiries@pandhs.co.uk

If you believe your data has been mishandled, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time.

Last updated: July 2025