Candidate Terms & Conditions (Recruitment Process)
- Accuracy & honesty
Information you provide must be complete and accurate. We may withdraw an application or offer if information is misleading or false.
- Checks & conditional offers
Offers are conditional on right‑to‑work, references, occupational health (where applicable) and, for regulated roles, DBS and other safeguarding checks.
If checks are not satisfied within reasonable timeframes, we may withdraw the offer.
- Conflicts of interest
You must disclose any actual or potential conflicts (e.g., close family relationships with interviewers, competing employment).
- Assessments, work samples & IP
Assessments and work samples provided during the process may be retained for quality assurance.
Unless otherwise stated, intellectual property in assessments/work samples remains with Hft for evaluation and audit purposes only.
- Expenses
Where we agree to reimburse reasonable interview expenses, claims must be submitted within 30 days with receipts and in line with our policy.
- Safeguarding declarations
You must disclose any matter relevant to suitability for regulated activity, both during the process and before starting employment.
- Fair recruitment & adjustments
We provide reasonable adjustments for disability or health conditions. Please tell us what you need as early as possible.
- Data protection
Your personal data is handled under our Candidate Privacy Notice (see below).
Candidate Privacy Notice
Version v2.1 (replacing v2.0, 28 July) | Effective: 18 August 2025
Controller & Contact
Controller: Hft [full legal entity name], [registered address].
DPO/Privacy contact: [privacy@hft.org] | [DPO name].
What data do we collect?
- Identity and contact details; application materials (CV, cover letter, interview notes, assessments).
- Right‑to‑work documents, references, professional registrations/qualification evidence.
- Health/disability data for adjustments (optional); EDI monitoring data (optional and used in aggregate).
- Criminal records data were role‑appropriate (e.g., DBS checks).
Why we use your data & lawful bases
- Legal obligation – right‑to‑work; safeguarding/DBS; regulatory record‑
- Legitimate interests – recruitment administration, shortlisting, interviewing, referencing (proportionate).
- Contract – pre‑contractual steps and offers.
- Special category data: Art. 9(2)(b)/(h) UK GDPR. Criminal records data: DPA 2018 Sch 1 with an Appropriate Policy Document.
Automated decision‑making
We do not use solely automated decision‑making to make recruitment decisions.
How long do we keep it?
- Unsuccessful candidates: 12 months (CV, interview notes, outcome).
- Talent pool (optional): up to 24 months with your explicit opt‑in consent (you can withdraw at any time).
- Right‑to‑work and DBS evidence: retained only as required by law/regulatory guidance; copies of DBS certificates are not retained beyond verification.
Your rights and how to use them
Contact privacy@hft.org to exercise your rights (access, rectification, erasure, restriction, objection, portability). We respond within one month (extendable for complex requests). You may complain to the Information Commissioner’s Office (ico.org.uk).
Security
We use role‑based access controls, encryption in transit and at rest, staff training, and contractually require processors to implement equivalent measures.
Consent and acknowledgement
We rely primarily on legal obligation, legitimate interests and contract. Where we ask for your consent (e.g., to keep your details for future roles), it is optional and may be withdrawn at any time. By applying, you acknowledge that you have read this notice.