Recruitment privacy notice
On the job board, we control your account, talent-pool profile, vetting and messages. An employer controls the details we pass it when you apply or accept its request. Employers see a limited card, never your email or phone, until you apply or accept. Your statement about permission to work is shown only then.
Last updated 28 October 2026
In short
- You choose whether to be in the talent pool, and whether to be named.
- Employers see a limited card. Contact details and your permission-to-work statement come only after you apply or accept.
- AI helps read CVs and mark one written answer. People decide, and you can ask for a review.
- Retention periods are in the table below.
1. Who is responsible for your data
There are two controllers, and each is responsible for its own part:
- Wartens Ltd (trading as EDWartens UK, company number 15262249, 8 Lyon Road, Milton Keynes MK1 1EX) controls your account, your talent-pool profile, vetting, messages, and how we moderate and handle reports. We are registered with the Information Commissioner's Office, number ZB740468.
- Each employer controls the details we pass to it when you apply to its job or accept its request. From then it is responsible for them under its own privacy notice.
This notice adds to our general privacy notice. Contact us at info@wartens.com.
2. What employers see, and when
Employers search only people who are Vetted and have chosen to be visible. A verified employer sees this:
| What | Does an employer see it? |
|---|---|
| Skills you list, EDWartens courses completed, certificate titles, simulation results | Yes, on your card |
| Your broad UK region and availability | Yes, on your card |
| Your Vetted badge | Yes, on your card |
| Your name and headline | Only if you choose Named and the employer is verified |
| Your email, phone number, address, date of birth, photo, exact location | No, never on the card |
| Your CV | Only if you choose to send it with an application |
| Your statement about permission to work | No. Only after you apply to that employer's job or accept its request |
| Your contact details | Only after you apply to that employer's job or accept its request |
Employers cannot filter, sort or search the talent pool by nationality, visa need, age, graduation year, name or photo. Your statement about permission to work is your own statement, not a check, and you never have to tell an employer your nationality.
3. What we collect, and where it comes from
- From you: your account details, CV, target roles, region, availability, headline and about text, skills, links, your statement about permission to work, your answers to applications and your messages.
- From things we issued or ran: certificates, course assessment results, project marks, job simulation results, and skill-check answers and marks. These are the evidence behind a Vetted badge.
- From us: vetting decisions, with the reviewer, reasons and dates, and the AI summary staff read.
- From public sources: the Home Office Register of Licensed Sponsors and Companies House, to check employers. These are licensed under the Open Government Licence v3.0.
- Sensitive details: please do not put health, religion, ethnicity or similar details in your CV or profile unless a job needs them. We do not ask for them, and we never work them out from your name or CV.
4. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Sending your application to the employer you chose | Steps at your request; contract |
| Showing your talent-pool card to verified employers | Consent. You can withdraw at any time |
| Showing your card to recruitment agencies as well | Separate consent, off unless you switch it on |
| The skill check and the Vetted badge | Consent, in its own box |
| Reading your CV with AI to fill in your profile | Steps at your request; contract. You check every field |
| Job suggestions with reasons (Jobs for you) | Legitimate interests: helping you find relevant jobs. You can switch it off |
| Messages between you and an employer | Contract |
| Anti-fraud checks, moderation and handling reports | Legitimate interests (protecting jobseekers from scams and unlawful adverts); legal obligation (our online safety duties) |
| Keeping records of introductions and applications | Legal obligation (the employment agency regulations) |
| Proving what you agreed to | Legal obligation and legitimate interests (a record of your consent choices) |
5. AI and automated decisions
AI transparency lists every AI feature. In short:
- AI reads your CV to suggest profile fields. You check every field before saving. It decides nothing.
- AI marks the written scenario in the skill check first, and writes a short evidence summary for staff. A named member of staff reviews every Vetted decision.
- We do not use AI to score or rank your application, or to rank people in the talent pool, for an employer.
- We never work out protected characteristics from your name or CV.
A "not yet" skill-check result can stop you appearing to employers, so we treat it as an automated decision with significant effect. You can be told how it was reached, make your case, ask for a person to review it, and contest it. See How we vet.
7. Transfers outside the UK
Our AI providers process data in the United States. We rely on UK adequacy regulations, including the UK-US data bridge for certified US companies, or the UK International Data Transfer Agreement or Addendum. The AI providers we use for your CV and skill check do not use what we send to train their models.
8. How long we keep it
| Data | How long |
|---|---|
| Applications and introductions (our record) | 12 months after we last provided a service to that employer |
| Applications held by an employer | The employer decides and tells you. We suggest no more than 6 months after its decision, unless you agree to longer |
| Talent-pool profile | While it is switched on. Hidden from employers after 12 months without use, until you renew it |
| Record of your consent choices | 6 years, as proof of what you agreed to |
| Uploaded CV file | Until you delete it or close your account. We delete it after 24 months without use, and warn you first |
| CV file sent to the AI to read it | Deleted within 30 days unless you chose to save it |
| Skill-check answers and marks | 12 months after the result, so you can ask for a review. Then deleted or made anonymous |
| Pass or not-yet result, date and guide version | For as long as the Vetted badge lasts, or the result matters to you |
| Messages with employers | 12 months |
| Reports and moderation records | 12 months after the case closes, longer if the police ask us to keep them |
9. Your rights
- See a copy of your data, and have wrong data corrected.
- Have your data deleted, or its use limited, in some cases.
- Object to uses based on legitimate interests, and to direct marketing at any time.
- Take your data in a portable format.
- Withdraw consent at any time. Hiding your profile takes effect straight away, and withdrawing does not affect what we did before.
- Ask for a person to review an automated decision, and contest it.
Email info@wartens.com. We reply within one month. To ask an employer to delete details you sent it, contact the employer, which is its controller.
Complaints. Email us with the subject "Data protection complaint". We acknowledge it within 30 days, look into it, keep you informed and tell you the outcome. You can also complain to the Information Commissioner's Office on 0303 123 1113. See our complaints procedure.
10. Age
The job board, applications and the talent pool are for people aged 18 or over. If you are under 18, please do not use them.
Related pages
Wartens Ltd, trading as EDWartens UK. Version of 28 October 2026. Questions about this page: info@wartens.com. All legal pages.