Privacy Policy

Privacy Policy

This Privacy Notice explains how Harbour ATS (“we”, “us”, “our”) processes personal data collected through this website on behalf of [Client Name] (“the Data Controller”) for the purpose of managing recruitment processes and related activities.

1. Data Controller and Data Processor

Harbour ATS operates this website as a data processor on behalf of [Client Name], who acts as the data controller.

All personal data submitted through this site is processed for the purpose of managing recruitment, including evaluating candidates, scheduling interviews, and maintaining application records.

If you have any questions about how your data is used, please contact:

Data Protection Contact:
[Insert DPO name if applicable, or general HR/recruitment contact details for [Client Name]]
Email: [Insert contact email address]
Address: [Insert postal address if required]

2. Legal Basis for Processing

The legal basis for processing personal data in this recruitment system is legitimate interests, namely the interest of [Client Name] in managing its recruitment and selection processes in an efficient, fair, and transparent manner.

Where we collect any special category data (for example, diversity monitoring information), processing is based on appropriate safeguards and carried out under Article 9(2)(b) of the UK GDPR for employment and equality monitoring purposes.

3. Information We Collect

We collect and process the information you provide when applying for a role, including:

  1. Name, contact details, and CV or résumé information
  2. Answers to application or screening questions
  3. Details provided during interviews and assessments
  4. References and right-to-work documentation
  5. Notes and communications from the recruitment process

We may also collect optional diversity and inclusion data (such as gender, ethnicity, or disability status) to help monitor equal opportunities. This information is used only in aggregated, anonymised form and is never used in hiring decisions. It may be considered special category data under data protection law.

4. Third Parties

Your personal data may be shared with trusted third-party service providers involved in the recruitment process (for example, background check providers or assessment tools), but only where necessary and under written agreements that ensure appropriate data protection standards are maintained.

Harbour ATS does not sell, rent, or otherwise share your data for marketing purposes.

5. Cookies

This website uses cookies and similar technologies to support its operation and improve your user experience. For more details, please refer to our [Cookie Policy] or the cookie management section within this site.

6. International Data Transfers

All data processed by Harbour ATS is stored on UK-based servers. If data is transferred outside the UK, such transfers are made only where appropriate safeguards are in place — such as adequacy decisions, or Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner’s Office.

7. Data Retention

Personal data is retained only for as long as necessary for recruitment purposes and in accordance with [Client Name]’s data retention policy. After this period, data is securely deleted or anonymised.

8. Automated Decision-Making

We do not use automated decision-making or profiling that would produce legal or similarly significant effects on candidates.

9. Your Rights

Depending on applicable data protection law, you may have the right to:

  1. Access the personal data held about you
  2. Request correction or deletion of your information
  3. Object to or restrict certain types of processing
  4. Request data portability

Requests should be directed to the Data Controller ([Client Name]), using the contact details provided above.

10. Contact and Complaints

If you have concerns about the way your data has been handled, please contact [Client Name] using the details above. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) via www.ico.org.uk/.

11. Harbour ATS (Data Processor)

Harbour ATS acts only on instructions from [Client Name] and maintains appropriate technical and organisational measures to protect personal data in accordance with ISO 27001 and applicable data protection laws.