Recruitment Privacy Policy

1. Introduction

PremFina ("we", "us", "our") is committed to protecting your personal data and ensuring that your privacy is respected throughout the recruitment process. This policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Purpose and Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent – where you have provided explicit consent (e.g., for equal opportunities monitoring)
• Legitimate interest – to assess your suitability for employment and manage our recruitment process
• Legal obligation – to comply with employment and immigration laws
• Performance of a contract – to take steps before entering into an employment contract

2.1 What will we do with the information you give us

We will use your information solely for recruitment purposes, including assessing your application, conducting interviews and assessments, and making hiring decisions. If you are successful, your data will form part of your employment record. We will not share any of the information you provide with any third parties for marketing purpose and we do not sell your personal data.

2.2 What information do we ask for, and why?

We only collect personal data necessary for recruitment, including contact details, work history, qualifications, and references. Additional data may be requested for compliance with legal obligations. The information we request is used to evaluate your suitability for the role. While providing this information is voluntary, failing to do so may impact our ability to process your application effectively.

2.3 How long is the information kept for?

Candidate information (such as CV’s, applications, interview notes, identity documents, right-to-work evidence and background checks including personal references) is typically retained for 6 years after the application process ends if unsuccessful, or 6 years after employment ends if successful. This period may be extended to comply with local legal requirements.

3. Application Stage

At this stage, we collect your CV, application form, and any supporting documents you provide. We may also conduct right-to-work checks.

4. Shortlisting

Our hiring Managers will review applications against job requirements and create a shortlist of applicants for pre-interview assessment call, prior to the interview.

5. Assessment

You may be required to complete assessments, tests, or practical exercises relevant to the role. These will be used to evaluate your skills and suitability. If you are unsuccessful after assessment for the role, we may ask if you would like your details retained in PremFina’s own talent pool for longer than we normally would (please see section ‘How long is the information kept for?’ below). If you say yes, we may proactively contact you should any further suitable vacancies arise.

6. Employment Offer

If you receive an offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to employment. We must confirm the identity of our staff and their right to work in the relevant country, and seek assurance as to their trustworthiness, integrity and reliability. The level of checks we will conduct depends on the role you applied for.

You may therefore provide:

Recruitment Privacy Policy 2025 v2.0 3

• Proof of ID (passport – if no passport, birth certificate and national insurance/social security documents).
• Proof of Right to Work in country where job is based; and
• Proof of Address.

We may also perform the following, subject to local laws and practices:

• Criminal Record check
• Electronic ID Verification check
• Credit & Bankruptcy checks, including a full 5-year address history
• Global Financial Sanctions checks
• Compliance checks, including Office of Foreign Assets Control (‘OFOC’)
• Directorship & Media Searches
• Education & Professional Qualifications checks; and/or
• Proof of Five Years Employment References check (gaps of over 1 month to be verified).

7. Decision Making

At the initial application stage, we may automatically decline your on-line application if you fail to satisfy any relevant legal requirements for employment (e.g., You state you do not have the legal right to work in the country where the role exists). Final recruitment decisions are made by the Department Manager and HR Team. We take account of all the information gathered during the application process. We do not use automated decision-making in recruitment. You can ask about decisions on your application by speaking to your contact in the HR Team.

8. Your Rights

As an individual, you have certain rights regarding your own personal data. For more information on your rights, please see the section ‘What are your rights?’ in our online Privacy Policy (https://premfina.com/privacy-policy/).

9. Data Processors

We use several processors to provide elements of our recruitment, as further explained below:

9.1 Recruitment Agencies and Talent Pools

We have relationships with a number of recruitment agencies and talent pools and where you have applied for a position with PremFina through such agency or registered with a particular talent pool, you should approach them directly for information on their privacy policy and data retention periods.

9.2 Video Interviews

As part of the recruitment process, you may be invited to face-to-face or video interview. We use Microsoft Team for our video interview.

9.3 Telephone Calls

All telephone calls related to the recruitment process may be recorded for training, monitoring, and compliance purposes. You will be informed at the start of the call if recording is taking place.

9.4 Employment Vetting

PremFina can conduct those checks directly with your consent or via a third-party to comply with specific requirements. A basic or standard criminal records check (Disclosure and Barring Service or ‘DBS’) can be conducted via the government platform. Additional checks may be carried out via credit reference agencies (Experian Ltd and/or LexisNexis Risk Solutions UK Ltd). Depending on the role you applied for, we may conduct further checks via a third-party provider which information will be shared with you if such checks are required