FLYdocs Recruitment Privacy Notice

Recruitment Privacy Notice


As part of our recruitment process, Gen2 Systems Ltd collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data.

What information do we collect?

  • Name, address, date of birth, email address and telephone number
  • Qualifications, skills, experience and employment history
  • Information about your current level of remuneration, including benefit entitlements
  • Information about any disability for which we need to make reasonable adjustments during the recruitment process
  • Notes and results of any interviews or skills tests
  • Confirmation of your entitlement to work in the UK

We may collect this information in a variety of ways. For example, data might be provided in CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers. We will only seek information from third parties once we have made a job offer to you.

Data will be stored securely on your application record held in IT systems (including email).

Why do we process data?

Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment, and decide to whom to offer a job.

If your application is unsuccessful, the organisation may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

Who has access to my data?

Your information may be shared internally for the purposes of the recruitment process. This includes members of the HR/Admin team, personnel who will be involved in the interviews, and relevant senior managers in the business. IT staff may have access to your data if it is necessary for the performance of their roles.

We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment.

How do we protect data?

We have been ISO 27001:2013 and ISO 9001:2015 certified since 2013; we take the security of all data very seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long do we keep your data?

If your application for employment is unsuccessful, the organisation will store your data for 3 months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisations will hold your data on file for a further 3 months for consideration for future employment opportunities. At the end of that period (or once you withdraw your consent), your data will be deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in the data privacy notice at that time.

Your rights

As a data subject, you have several rights, including the below:

  • Submit a request to access and obtain a copy of personal data being processed by us
  • Submit a request to change incorrect or incomplete data
  • Submit a request to delete or stop processing your data, for example where your data is no longer necessary for the purposes of processing

Do you have to provide personal data?

You are under no statutory or contractual obligation to provide personal 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.

Should you have any further questions regarding our data protection policies and processes, please contact us at



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