Privacy Policy

OVERVIEW

1.1 This privacy policy explains how Student Castle processes and protects your personal data. This includes any information that you submit through our online recruitment software and any information gathered via this website.

1.2 By using this site, you agree that your data will be held, stored and processed in accordance with this policy. We comply with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018. Your data is securely stored and accessed only by relevant and authorised personnel.

1.3 The purpose of the data collection and the type of data requested is determined by the Data Controller. In this instance, the Data Controller is Student Castle.

1.4 The Data Controller uses a Data Processor to collect, store and securely transfer your data. In this instance, the Data Processor is Student Castle Property Management Services Ltd. The Data Protection Officer for Student Castle can be contacted at: sylan.tan@studentcastle.co.uk

DATA SECURITY

2.1 The technology we use has been designed with your security in mind. Our Data Processor’s servers are based in the UK and deploy both technological and operational security measures, alongside internal policies specifically implemented to protect your data.

LEGAL BASIS

3.1 In accordance with UK GDPR, our legal basis for processing your data is legitimate interest in using the information you supply in order to process your job application and to provide you with information that may be relevant to you.

3.2 The purpose of our data collection is to assess your suitability for the specific role for which you have applied. We may also use this information to contact you about other suitable opportunities and to undertake statistical analysis to improve our recruitment processes.

3.3 We may also process your data where it is necessary for the performance of a contract or to take steps prior to entering into a contract. This may include data required to progress an offer of employment.

3.4 Where we require your explicit consent to process certain categories of data under UK GDPR, we will inform you at the point of collection and request your explicit opt-in consent.

WHAT DATA DO WE COLLECT?

4.1 The personally identifiable information we collect, store and process is that which is voluntarily provided to us. This may include (but is not limited to):

Your CV
Cover letters
Personal details such as your name, email address and phone number
Information entered into application forms
Responses to recruitment-related questions
Supporting information provided to expand your candidate profile

YOUR DATA ACCESS RIGHTS

5.1 In relation to your personal data, you have the right to:

Rectify inaccurate or outdated information
Request data portability
Object to processing
Withdraw consent (where processing is based on consent)
Request erasure (“the right to be forgotten”)
Request access to your data via a Subject Access Request (SAR)
Lodge a complaint with the UK Information Commissioner’s Office (ICO)

5.2 If you believe your data is inaccurate, please contact us and we will amend your records. You may also request access to the data you have provided. Subject Access Requests should be submitted to Student Castle at: sylan.tan@studentcastle.co.uk.

5.3 If you would like your data removed, please contact sylan.tan@studentcastle.co.uk and we will action your request in accordance with data protection legislation.

5.4 If you are dissatisfied with the way your data has been handled, you may raise this with Student Castle via Sylan Tan. If you remain dissatisfied, you have the right to lodge a complaint with the ICO (www.ico.org.uk).

SHARING DATA

6.1 The data you submit may be:

Made available to the Data Controller (Student Castle)
Processed by the Data Processor (Talos 360)
Used to communicate with you regarding your application
Used to communicate with you about recruitment opportunities
Used to provide optional job alerts
Added to a searchable candidate database
Analysed for internal reporting and process improvement

6.2 In some instances, data may be processed on our behalf by third-party providers, including (but not limited to) video interview platforms, payroll systems, and HR software providers.

6.3 We will not process your information for unrelated purposes without first obtaining your consent where required.

6.4 In certain circumstances, we may be legally required or permitted to process personal data without your consent (for example, where required by law or regulatory authority). In such cases, we will only process the minimum data necessary to comply with those obligations.

LENGTH OF DATA STORAGE

7.1 If there is no activity on your candidate profile for two years, it will be deactivated. You may also request withdrawal of your details at any time, after which your data will be anonymised or deleted in accordance with our retention policy and legal obligations.

PRIVACY POLICY CHANGES

8.1 Provided compliance is maintained with UK GDPR and applicable data protection legislation, Student Castle reserves the right to amend this Privacy Policy at any time.