Fideres is committed to protecting the privacy of job applicants and candidates. This Candidate Privacy Policy explains how we collect, use, store, and protect your personal information during the recruitment process.

This policy applies to all candidates who apply for positions with our consultancy, whether directly or through recruitment agencies, job boards, or other channels.

Under GDPR and UK GDPR, we are the data controller for your personal information.

Information We Collect

We collect information that is necessary to assess your suitability for employment and to comply with our legal obligations. This may include:

Information You Provide

  • Personal details: Name, address, email address, phone number, date of birth
  • Professional information: CV/resume, cover letter, work history, educational qualifications, certifications, references
  • Application data: Job preferences, salary expectations, notice period, eligibility to work
  • Assessment results: Interview notes, skills assessments, work samples, presentation materials
  • Background check information: Employment verification, professional references, qualification verification
  • Diversity and equal opportunity data: Information collected for monitoring purposes (collected separately and not used in hiring decisions)

Information From Third Parties

We may receive information about you from:

  • Recruitment agencies
  • Professional references
  • Former employers
  • Educational institutions
  • Background check providers
  • LinkedIn and other professional networking sites
  • Publicly available sources

Automatically Collected Information

When you visit our careers page or applicant tracking system, we may collect:

  • Device and browser information
  • IP address
  • Cookies and similar tracking technologies
  • Application interaction data (pages viewed, time spent)

Legitimate Interest Candidate Sourcing And Data Pooling

Fideres conducts its own candidate sourcing and talent Pooling: we process personal data about potential candidates, including contact details, work history and qualifications, obtained from publicly accessible sources such as professional networking sites, job boards, and third-party databases. This is based on our legitimate interest in identifying and approaching suitable candidates for employment opportunities with our clients. We may also approach candidates directly where their contact details are publicly available. This enables us to build a comprehensive talent pool, match qualified individuals with relevant positions, and deliver effective recruitment services. You have the right to object to this processing, request details of the data we hold about you, or ask us to delete your information at any time by contacting us at the email address at the end of this privacy notice.

Use Of Artificial Intelligence In Recruitment

Fideres uses Greenhouse Recruiting, an applicant tracking system (ATS) and hiring platform which has the option to use an AI functionality designed to create a consistent, fair and data-driven hiring process. In the event that Fideres makes use of this AI functionality, all final hiring decisions will be monitored and reviewed by a human.

All AI vendors and service providers are required to comply with applicable data protection laws, implement appropriate security measures, maintain confidentiality, allow us to audit their systems to ensure fairness and limit bias, process data only in accordance with our instructions, not to train any AI systems on your data and to delete or return data when the service relationship ends.

The Greenhouse Recruiting Tool can carry out the following tasks:

  • Resume screening: Assisting in reviewing applications to identify relevant skills and experience
  • Candidate matching: Matching candidate profiles to job requirements
  • Interview scheduling: Automating systems to coordinate interview times
  • Communication tools: Chatbots for answering candidate questions
  • Assessment analysis: Assisting with analyzing skills assessments and interview responses
  • Data extraction: Helping to extract and organize information from CVs and applications

Important Information About AI Use

  • Human oversight: While we use AI tools, all final hiring decisions are made by human recruiters and hiring managers. AI is used as a decision-support tool, not a decision-maker.
  • Transparency: You have the right to know when AI is being used in the evaluation of your application.
  • Fairness and bias mitigation: We regularly audit our AI tools to identify and mitigate potential bias. Our AI systems are designed to focus on job-relevant criteria only.
  • Opting out: If you have concerns about AI processing of your application, you may request human-only review by contacting us at careers@fideres.com.
  • Right to explanation: You have the right to request an explanation of any AI-assisted decision that affects your application.

How We Use Your Information

We process candidate information for the following purposes:

  • Evaluating your qualifications and suitability for the position
  • Communicating with you about your application and the recruitment process
  • Conducting interviews, assessments, and background checks
  • Verifying information you have provided
  • Complying with legal and regulatory requirements
  • Creating a diverse and inclusive workforce (diversity data)
  • Improving our recruitment processes
  • Considering you for other suitable positions (with your consent)
  • Protecting our business interests and legal rights

Legal Basis For Processing

We process your personal information based on:

  • Contractual necessity: To assess your application and potentially enter into an employment contract
  • Legitimate interests: To operate effective recruitment processes and select the best candidates
  • Legal compliance: To meet employment law, tax, and regulatory requirements

How We Share Your Information

We may share your information with:

  • Internal teams: Hiring managers, HR personnel, and relevant department heads involved in the recruitment process.
  • Service providers: Third-party vendors who assist with our recruitment process, including, but not limited to applicant tracking system providers.
  • Professional advisors: Legal, accounting, and consulting firms where necessary.
  • Regulatory authorities: When required by law or to comply with legal processes.
  • Future employers: If you accept a position with us, your candidate information becomes part of your employment record.

We require all third parties to maintain appropriate security measures and to process your information only as instructed by us.

We do not sell candidate information to third parties.

Data Security

We implement robust security measures to protect your information, including:

  • Encryption of data at rest
  • Access controls and authentication requirements
  • Regular security assessments and updates
  • Secure data storage systems
  • Employee training on data protection
  • Vendor security assessments

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain candidate information for different periods depending on the outcome of your application:

  • Successful candidates: Your application information becomes part of your employee record and is retained according to our employee data retention policy.
  • Unsuccessful candidates: We retain your information for 12 months after the conclusion of the recruitment process to:
    • Defend against potential legal claims
    • Consider you for future opportunities (with consent)
    • Analyze and improve our recruitment processes
  • Talent pool: With your explicit consent, we may retain your information for up to 24 months to contact you about future suitable positions.

After the retention period, we securely delete or anonymize your information.

Your Rights

Under applicable data protection laws, you have the following rights:

  • Right to access: Request a copy of the personal information we hold about you.
  • Right to rectification: Request correction of inaccurate or incomplete information.
  • Right to erasure: Request deletion of your information in certain circumstances.
  • Right to restrict processing: Request that we limit how we use your information.
  • Right to data portability: Receive your information in a structured, commonly used format.
  • Right to object: Object to processing based on legitimate interests or for direct marketing.
  • Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.
  • Right not to be subject to automated decision-making: You have the right not to be subject to decisions based solely on automated processing, including profiling, that produce legal effects or similarly significantly affect you.
  • Right to human review: You may request that a hiring decision made with AI assistance be reviewed by a human recruiter.
  • Right to explanation: You may request an explanation of how AI was used in evaluating your application and what factors influenced the outcome.

To exercise any of these rights, please contact us on the email address at the end of this privacy notice.

International Data Transfers

Your information may be transferred to and processed in countries outside of your country of residence, including countries that may not have the same data protection laws. When we transfer data internationally, we implement appropriate safeguards, such as:

  • Standard Contractual Clauses approved by relevant authorities
  • Adequacy decisions
  • Privacy Shield frameworks (where applicable)
  • Binding Corporate Rules

Withdrawing Your Application

You may withdraw your application at any time by contacting us. If you withdraw, we will stop processing your application, but we may retain your information for the periods described in this policy for legal compliance purposes.

Diversity And Equal Opportunity Data

We collect diversity information separately from your application to monitor equal opportunities and ensure our recruitment processes are fair and inclusive. This information is:

  • Collected on a voluntary basis
  • Kept separate from your application
  • Not accessible to hiring managers or interviewers
  • Used only for statistical analysis and reporting
  • Subject to additional security measures

Automated Decision-Making And Profiling

While we use AI tools in our recruitment process, we do not make hiring decisions based solely on automated processing. AI tools are used to:

  • Support human decision-makers
  • Screen high volumes of applications efficiently
  • Identify relevant skills and experience
  • Reduce unconscious bias

All final decisions about your application are made by qualified human recruiters and hiring managers who review AI recommendations alongside other factors.

Contact Us And Complaints

If you have questions, concerns, or wish to exercise your rights under this policy, please contact:

Fideres Partners LLP
Data Protection Officer
Email: data.protection@fideres.com

If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.