Reformed IT Limited
Effective from 27 September 2026 · Version 1.0
1. About this notice
This notice explains how Reformed IT Limited uses your personal data when you apply for a job with us, whether through our careers page, by email, or through a recruiter or job board. We are the data controller for this information.
It sits alongside our main privacy notice, which gives our full company details and explains your rights in more depth. If you join us, our staff privacy notice takes over from this one.
2. How to contact us
Reformed IT Limited is registered in England and Wales under company number 12132045, with its registered office at 10 Farrington Way, Eastwood, Nottingham NG16 3BF. We are registered with the Information Commissioner's Office under registration number ZA755268.
For any question about how we handle your application, or to exercise your rights, email [email protected] or write to the Data Protection Lead at the address above.
3. What we collect
- Your contact details: name, email address and, if you give it, your phone number
- Your application: the role you're interested in, your answers to the questions on our application form (such as your experience, skills, availability and notice period, and whether you have a driving licence and a vehicle for site visits), and anything else you choose to tell us
- Your CV and covering email, if you send them to us
- Notes from the recruitment process, such as interview notes, the results of any technical exercise, and our reasons for the decision
- Information from a recruiter or job board, if you apply through one
- If we offer you a role: the information we need to check your right to work in the UK, and references from the referees you give us
4. How we use it, and our lawful basis
We use your information to consider your application, to contact you about it, to arrange and hold interviews, to decide who to offer the role to, and to keep a record of how we made that decision.
- Taking steps at your request before entering a contract: most of this processing is needed to consider you for a job you have applied for.
- Legitimate interests: our interest in recruiting the right people and in being able to show that our recruitment was fair. We keep this proportionate by collecting only what we need to assess your application and keeping it for a limited time.
- Legal obligation: checking the right to work in the UK of anyone we offer a job to, which UK law requires employers to do.
You don't have to give us any of this information, but we can't consider your application without enough detail to assess it and get back to you.
5. Sensitive information
We don't ask for information about your health, ethnicity, religion, sexuality or other special category data, and we ask you not to include it in your application.
If you tell us about a disability or health condition so that we can make adjustments for an interview, we use that information only to make those adjustments, as permitted for employment purposes under the UK GDPR and the Data Protection Act 2018, and we keep it no longer than the rest of your application.
6. Checks if we offer you a role
Any offer we make depends on a satisfactory right-to-work check and references. We will ask for the documents we need and for your referees' details at that point, and we won't contact referees without telling you first.
7. Who sees your information
Your application is seen only by the people at Reformed IT involved in recruiting for the role. It is stored in the systems we use to run our business, including our service management platform and our email, whose providers process it on our behalf under contract. If you applied through a recruiter or job board, we may share updates on your application with them.
We don't sell your information or share it with anyone for their own purposes. Where our providers process data outside the UK, the safeguards described in section 9 of our main privacy notice apply.
8. How long we keep it
| What | How long |
|---|---|
| Applications that are unsuccessful | 6 months from when we tell you the outcome |
| Applications we keep on file for a future role, with your agreement | 12 months from your agreement, unless you ask us to delete it sooner |
| Applications from people who join us | Moved to your staff record, covered by our staff privacy notice |
We keep unsuccessful applications for six months so that we can respond to any question or complaint about how the decision was made, and then delete them.
9. Automated decisions and AI
No decision about your application is made by automated means, and we don't use AI tools on applications. A person reads every application and makes every decision.
10. Your rights
You can ask to see the information we hold about you, have it corrected, have it deleted, restrict or object to how we use it, or withdraw your application at any time. Section 11 of our main privacy notice explains each right. To use any of them, email [email protected].
11. How to complain
If you're unhappy with how we've handled your information, please tell us first using the details in section 2. You can also complain to the Information Commissioner's Office at any time, at ico.org.uk/make-a-complaint or on 0303 123 1113.