About our Privacy Notice for job applicants
Last updated 12th November 2025
We store your data securely and safely and use it in accordance with all relevant data protection laws. Our service was designed using ‘Privacy by Design’ principles and is fully compliant with the UK Data Protection Act 2018 and the UK retained version of the General Data Protection Regulations (GDPR).
Our Privacy Notice tells you, amongst other things, what personal data we collect about you, what we do with it, where we use it and for how long we keep it.
If we make changes to this notice, we will notify you by email. RareCan Limited will be what is known as the ‘Data Controller’ of personal data you provide to us.
Who this Privacy Notice applies to
This notice applies to people applying to work with RareCan. A separate notice applies to our members and business contacts (for example people who access our services).
Our Contact Details
Name: Simon Allocca (our Data Protection Officer)
Address: 8 Park Avenue, Hexham, NE46 3EN
E-mail: dpo@rarecan.com
The types of personal information we collect
We collect and process personal data that you provide to us directly or that we receive from recruitment agencies or other third parties, such as:
Your name, address, contact details, and date of birth
Education history, qualifications, skills, and employment history
Right to work documentation (e.g. passport, visa, or national insurance number)
References and information from referees
Interview notes and assessment results
Information about health or disabilities (where necessary for reasonable adjustments)
Criminal record information (only where relevant to the role and permitted by law)
How we get the personal information and why we have it
We collect information in the following ways:
From you directly (e.g. through application forms, CVs, interviews, or correspondence)
From recruitment agencies or job boards where you have submitted an application
From referees you have identified
From publicly available sources such as LinkedIn or professional networking sites (where appropriate)
We process your data for the following purposes:
To manage recruitment and assess your suitability for employment
To communicate with you about the recruitment process
To verify your information and conduct background checks (where applicable)
To comply with our legal obligations (e.g. right to work checks, equality monitoring)
To make reasonable adjustments for candidates with disabilities
To keep records of our recruitment processes for legitimate business purposes
Who we share your data with
We may share your information with:
Recruitment agencies or platforms that you have used to apply
Background check and referencing providers
Professional advisers (e.g. HR or legal consultants)
IT service providers that support our HR and recruitment systems
All such parties are required to handle your information securely and in accordance with data protection law.
Our lawful basis for processing your data
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information is your consent. You are able to remove your consent at any time. You can do this by contacting our data protection officer via mail at 8, Park Avenue, Hexham, NE46 3EN or via email at DPO@rarecan.com. You do not have to provide any reasons for your decision.
How we store your personal information
Your information is securely stored on servers in the EU. Limited information (your name and email address) may also be stored on secure servers in the US. We will keep your personal data indefinitely unless you ask us to delete it from our database. Please contact us at DPO@rarecan.com, 8 Park Avenue, Hexham, NE46 3EN if you wish to make a request to delete your information.
How long we keep your data
Successful candidates: Your data will be retained and incorporated into your employee record.
Unsuccessful candidates: We will retain your application data for up to 12 months after the recruitment process ends, unless you consent to us keeping it longer for future opportunities.
After this period, we will securely delete or anonymise your data.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at DPO@rarecan.com, 8 Park Avenue, Hexham, NE46 3EN if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
DPO@rarecan.com,
8 Park Avenue, Hexham, NE46 3EN.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk