Last updated: 26 May 2026

Goodlord is the data controller of the personal data you provide during our recruitment process. This notice explains how we collect, use, store, share and retain your personal data when you apply for a role with us, and reflects the structure of your uploaded recruitment privacy statement with updated drafting on lawful basis, transparency and recruitment governance.

• Personal Data We Collect

1.1 We may collect your name, contact details, CV, covering letter, application form, supporting documents, employment history, qualifications, skills, interview notes, assessment results, correspondence, references, right to work information, identification documents and other pre-employment screening information where relevant to the role.

1.2 We may also collect information about reasonable adjustments and, where you choose to provide it, equality monitoring data.

• How Goodlord Uses Your Personal Data

2.1 We use your personal data to administer your application, assess your suitability for the role, arrange interviews and assessments, communicate with you, verify information you provide, carry out appropriate pre-employment and right to work checks, make recruitment decisions, maintain recruitment records and, where appropriate, consider you for future suitable vacancies. We will only process data that is necessary and relevant to those purposes.

• Lawful Basis for Processing

3.1 We process your personal data where necessary to take steps at your request before entering into a contract, to comply with our legal obligations, and for our legitimate interests in running an effective, fair and secure recruitment process. Where we rely on legitimate interests, the processing must be necessary, proportionate and balanced against your rights and freedoms.

3.2 Where we process special category data, including health information relating to reasonable adjustments, we will only do so where a valid additional legal condition applies under Article 9 UK GDPR and the Data Protection Act 2018. Where equality monitoring data is processed for diversity monitoring, it will be used only for that purpose and not for selection decisions.

• Equality and Health Information

4.1 Equality monitoring information will be kept separately from your application and will not be made available to those making shortlisting or hiring decisions. We will only ask health or disability-related questions before an offer where this is lawful, including to arrange reasonable adjustments or assess whether an applicant can carry out an intrinsic function of the role.

• AI screening and automated decision-making

5.1 We may use AI-assisted tools to support recruitment administration, screen applications, identify skills or experience relevant to the role, and help prioritise applications for human review.

5.2 Where AI-assisted tools are used, they are intended to support and not replace human decision-making. We will not rely on AI-assisted screening as the sole basis for a final recruitment decision unless this is permitted by law and appropriate safeguards are in place.

5.3 Where relevant, applications, screening outcomes and recommendations generated by AI-assisted tools will be reviewed by a human decision-maker who has the authority, discretion and competence to assess the outcome properly and change it where appropriate.

5.4 If we use automated processing that has legal effects, or similarly significant effects, on you, we will tell you at the relevant stage of the recruitment process and provide meaningful information about the processing, including the logic involved and the likely consequences for you.

5.5 Where automated decision-making is used, and subject to applicable legal limits, you will have the right to express your point of view, make representations, request human review, and contest the decision.

5.6 We will take steps to test, review and monitor the fairness, accuracy and performance of any AI-assisted tools used in recruitment, including taking steps to identify and address inappropriate bias.

5.7 We will only process special category data in connection with AI-assisted or automated recruitment processes where a valid legal condition applies, and stricter safeguards will apply where required by law.

5.8 We will carry out a data protection impact assessment where required and keep our use of AI-assisted recruitment tools under review as part of our wider recruitment governance and data protection compliance processes.

6. Checks, Sharing and Retention

6.1 We may carry out proportionate pre-employment checks relevant to the role, including references, verification of application information, right to work checks and, where justified, limited social media or internet-based checks using publicly available information only. These checks will be applied consistently, in a non-discriminatory manner, and adverse information may be put to you before a final decision is made.

6.2 We may share your personal data where necessary with recruitment staff, hiring managers, interview panel members, recruitment agencies, applicant tracking system providers, assessment providers, screening providers, referees and IT support providers. Any third party processing personal data on our behalf must do so securely and only in accordance with our instructions.

6.3 If your application is unsuccessful, we will normally retain your recruitment data for 24 months from the date it is archived, unless longer retention is required by law or for legal claims. We may also retain your details in a talent pool for up to 24 months for future suitable vacancies.

6.4 You may request removal from the talent pool at any time by contacting the Goodlord Talent Team at: Iwanttowork@goodlord.co

6.5 If your application is successful, relevant recruitment information will be retained on your personnel file in accordance with our employee privacy notice and retention schedule.

7. Your Rights

Subject to legal limitations, you may have the right to request access to, correction of, deletion of, restriction of, or objection to the processing of your personal data. You may also complain to the Information Commissioner’s Office if you believe your personal data has been handled unlawfully.