Candidate Privacy Notice

This notice explains how TentBox Ltd ("TentBox", "we", "us") collects, uses, and protects your personal data when you apply for a role with us. It applies whether you apply directly, through a recruitment agency, or via a job platform.

1. Who We Are

TentBox Ltd is the data controller for the personal data you provide as part of your application. We are a UK-registered company operating across the UK, Germany, and France.

Contact for data protection queries: neill@tentbox.com.

2. What Data We Collect

Depending on the stage of your application, we may collect:

• Contact and identity details (name, address, email, phone number)

• CV, cover letter, and application form responses

• Right to work documentation (passport, visa, share code, or other accepted evidence)

• Interview notes and assessment/test results

• References (sought after a conditional offer is made)

• Unspent criminal conviction information, where relevant to the role (see Section 4)

• For DBS-exempt roles only: DBS certificate information, including spent convictions where applicable

• Health or disability information, but only where relevant to reasonable adjustments during recruitment, or an essential function of the role, and only sought after a conditional offer where applicable

3. Why We Collect It, and Our Legal Basis

 

4. Criminal Record Information

For most roles, we only ask about unspent convictions, in line with the Rehabilitation of Offenders Act 1974. You do not need to disclose spent convictions or cautions unless the role is legally exempt from the Act (for example, roles requiring a DBS check).

If a role is DBS-exempt, this will be made clear to you, and the recruitment process will explain what level of DBS check applies and when it will be carried out.

Any disclosure you make is assessed individually — considering relevance to the role, how long ago it occurred, and any context you wish to provide — and will not automatically affect your application.

5. Who We Share Your Data With

• Internal recruitment panel members and relevant line managers, on a need-to-know basis

• Right to work verification services (e.g. Home Office online checking service)

• DBS, where a check is required for the role

• Reference providers you have nominated

• IT and HR systems providers who process data on our behalf under contract (e.g. applicant tracking systems, BambooHR)

Where TentBox engages staff outside the UK (for example, via an Employer of Record arrangement), your data may be shared with that provider strictly for employment administration purposes, under appropriate data protection safeguards.

6. International Transfers

Where your data is transferred outside the UK or European Economic Area (for example, to an overseas recruitment or payroll partner), we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or adequacy protections, before any transfer takes place.

7. How Long We Keep Your Data

If your application is unsuccessful, we retain your data for 12 months in case a suitable role arises, unless you ask us to delete it sooner. If you are successful, your application data forms part of your employee record and is retained in line with our employee data retention policy.

8. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate data

• Request deletion of your data, subject to legal retention requirements

• Object to or restrict certain processing

• Withdraw consent at any time, where consent is the basis for processing

• Complain to the Information Commissioner's Office (ICO) if you believe your data has been mishandled

To exercise any of these rights, please contact neill@tentbox.com.

9. Changes to This Notice

We may update this notice from time to time. The latest version will always be available on request from the recruitment team.

Last updated: 13.07.2026