Privacy Policy
As part of any recruitment process, Walsall Housing Group Limited (“whg”) collects and processes personal data relating to job applicants.
This Privacy notice describes how we collect and use personal information about you during the recruitment process and gathered through this this website in accordance with the Data Protection Act 2018 (DPA) and UK General Data Protection Regulations (UK GDPR).
It is extremely important that you read this notice, together with any other privacy notice we may provide for different circumstances, for example, if your application is successful, you will receive another privacy notice on commencing your contract with whg.
Data Controller
As defined by the DPA and UK GDPR, whg whose registered address is, 100 Hatherton Street, WS1 1AB is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide. As part of our Data Controller responsibilities, we have an assigned Data Protection Officer.
Data Processor
The recruitment software we use via this website is supplied by Tribepad Limited (trading as Tribepad) and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions. Tribepad can be contacted at: The Innovation Centre, 217 Portobello, Sheffield, South Yorkshire, D1 4DP. The Data Protection Officer be contacted on
team@tribepad.com
What Personal information do we collect?
We collect a range of information about you, including:
- Your name, address and contact details including email address, telephone number
- Details of your qualifications, skills, experience and employment history
- Information about whether whether you have a disability for which we may need to make reasonable adjustments during the recruitment process
- Information about your entitlement to work within the UK
- Special category data, for example ethnic origin, sexual orientation, religion/belief
How is the information collected?
We may collect information through a variety of methods, for example data may be collected directly from you through application forms, CVs, passport or driving licence or any other identity documents.
We may also collect personal and sensitive data about you from third parties, such as references supplied by former employers and health assessments. Information from third parties will only be sought once an offer of employment has been made and accepted.
Your data is stored securely in a range of systems, including your HR file, whg’s HR management systems, and relevant IT systems (such as email).
Why we process your personal data?
We process personal data for the purposes of managing the recruitment process, including:
- Assessing your suitability for employment
- Making recruitment decisions
- Communicating with you during the recruitment process
Processing is necessary prior to entering into a contract with successful candidates and, where applicable, to enter an employment contract. In some cases, we process personal data to comply with legal obligations.
We also have a legitimate interest in processing applicant data to keep appropriate records and to respond to or defend against potential legal claims.
Special Category data
We may process special category data (such as information about ethnic origin, religion or belief, sexual orientation, or disability) to:
- Monitor recruitment and diversity statistics
- Make reasonable adjustments where required
- Meet our legal obligations and exercise rights relating to employment
For certain roles, we are legally required to carry out Disclosure and Barring Service (DBS) checks and/or pre-employment health checks. Where applicable, this information is processed only where necessary to comply with legal requirements.
We will not use your data for any purpose other than the recruitment exercise for which you have applied.
Who has access to your data?
The information gathered through the recruitment process may be shared internally for the purposes of the recruitment exercise. This will include sharing your information with:
- The HR Team
- Interviewers involved in the recruitment process
- Managers with responsibility for the vacancy
We will not share your data with third parties, unless you are successful and are made an offer of employment. We will then share your data with former employers to obtain references for you.
Transfers of Personal data
We will not transfer your data outside of the UK/EEA as part of the recruitment process If any transfers must be made, we will ensure appropriate safeguards are in place.
How we protect your data?
We take security of your data very seriously. We have internal controls and policies in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is securely stored to ensure that it is not accessed by anyone except in the performance of their duties.
How long does we keep the data?
If your application is unsuccessful, we will retain your data for six (6) months following the end of the recruitment process. After this period, or if you withdraw your consent (whichever occurs first), your data will be securely deleted or destroyed.
If your application is successful, personal data collected during the recruitment process will be transferred to your personnel file and retained for the duration of your employment, in accordance with our retention policies.
How can I access the information you hold about me? Your rights
As a data subject, you have a number of rights. You can:
- Access your personal data and receive a copy upon request
- Request correction of inaccurate or incomplete data
- Request deletion or restriction of processing where data is no longer necessary
- Object to processing where we rely on legitimate interests as the lawful basisObject to automated processing, including profiling – you have the right not to be subject to the legal effects of a decision based solely on automated processing or profiling.
If you would like to exercise any of these rights, please contact our Data Protection Officer at dataprotection@whgrp.co.uk or by post to whg Data Protection Team Team, 100 Hatherton Street, Walsall WS1 1AB.
If we need to establish your identity before responding to a request to exercise your rights, we may request that you provide us with ID, for example passport, driving licence, birth certificate, or utility bill (within the last three months).
Within your candidate account, you can also download data relating to any applications you have submitted via the site.
In certain circumstances, we may continue to process personal data without your consent where required or permitted by law. In such cases, we will limit processing to what is strictly necessary.
If you believe we have not complied with your data protection requirements, you can raise your concerns in the first instance through our internal complaint’s procedure. If you remain dissatisfied, you may contact the Information Commissioners Office (ICO).
Information Security
We have in place reasonable commercial standards of technology and operational security along with internal policies and procedures to protect all information provided by visitors and applicants from loss, misuse, alteration or destruction.
Use of Artificial Intelligence and Automated Decision Making
We do not make decisions about recruitment candidates based solely on automated decision-making, including profiling, that produce legal or similarly significant effects.
While we may use technology, including Artificial Intelligence (AI), to support aspects of the recruitment process (such as screening or shortlisting), all decisions that materially affect applicants are subject to human review and oversight.
Changes to our Privacy Policy
We reserve the right to amend this Privacy Notice at any time, provided changes remain compliant with the DPA 2018 and UK GDPR. Where required, updates will be communicated appropriately. By ticking the relevant box, you confirm that you have read and understood this Privacy Notice.
Last updated: April 2026