Who we are

Recruitment Privacy Notice

This Recruitment Privacy Notice supplements and should be read alongside Sircle’s main Privacy Notice, available here.

We are Topscan (UK) Limited, trading as Sircle, a RICS‑registered surveying practice. We are the data controller for personal data processed as part of our recruitment activities

2. What this notice covers

This notice explains how we collect, use, share and retain personal data when you apply for a role with us, whether directly, through a recruiter, or via another source. This notice applies to job applicants and candidates only. If you are successful, further information about how we use employee data will be provided separately.

3. Personal data we collect

Depending on the role and stage of recruitment, we may collect and process the following personal data about you:

• Name and contact details.
• CV, application form details, work history, education and qualifications.
• Interview notes, test results and assessment information.
• Right to work information.
• References and information from previous employers or referees.
• Salary expectations and employment history.
• Details of any reasonable adjustments you request.
• Equality, diversity and inclusion data, where you provide it voluntarily.
• Criminal record information, where permitted and necessary for the role.
• Data from background checks, where applicable and lawful.

4. Why we use your data

We use your personal data to:

• Assess your suitability for the role.
• Manage the recruitment process.
• Verify your identity, right to work and qualifications.
• Contact you about interviews, assessments and outcomes.
• Make recruitment decisions and keep appropriate records.
• Meet legal, regulatory and insurance obligations.
• Protect our legitimate business interests, including defending legal claims.

5. Lawful bases for processing

We process your personal data for recruitment purposes primarily:

• to take steps at your request before entering into an employment contract.
• for our legitimate interests in running an effective recruitment process.
• to comply with a legal obligation.
• You have given consent, where consent is the appropriate basis.

Where we process special category data, such as health or equality data, we rely on an additional lawful condition under UK data protection law and apply appropriate safeguards.

6. Who we share recruitment data with

We may share your data with:

• Internal hiring managers, directors and HR personnel.
• External recruiters or recruitment platforms.
• Referees and previous employers.
• Background screening or verification providers.
• Occupational health providers, if relevant.
• IT, HR and document management service providers.
• Legal or professional advisers.
• Regulators, law enforcement or other authorities where required by law.

All third parties are required to handle personal data appropriately and securely. If any of our service providers store or process data outside the UK, we will ensure appropriate safeguards are in place before transferring your information.

8. How long we keep data

If your application is unsuccessful, we will usually retain your recruitment records for up to 6 months after the recruitment decision, unless we need to keep them longer to deal with legal claims or compliance obligations.

If you are appointed, relevant recruitment data will be transferred to your personnel file and retained in line with our employee privacy information and retention schedule.

9. Your rights

Your rights in relation to your personal data (including rights of access, correction, objection and erasure) are set out in our main Privacy Notice. These rights apply equally to recruitment data.

10. Use of technology and AI

We do not make recruitment decisions based solely on automated processing.

Where technology or AI‑enabled tools are used to support recruitment activities (for example, administrative support or drafting assistance), these tools assist our staff and do not replace human decision‑making. All recruitment decisions involve meaningful human involvement.

11. Data security

We use appropriate technical and organisational measures to protect personal data during the recruitment process,  in line with our information security and data protection policies.

12. Contact and Complaints

If you have questions about this Recruitment Privacy Notice or how we handle recruitment data, please contact us using the details in our main Privacy Notice.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO). Full contact details for the ICO are included in our main Privacy Notice.