FRANK G. GATES LIMITED
Careers & Recruitment Privacy Policy
Date of Publication: 25 June 2026
Frank G. Gates Limited (“we”, “us”, “our”) is committed to protecting the privacy and security of individuals who interact with our careers and recruitment processes. This Privacy Policy explains how we collect, use, store, share, and protect personal data relating to:
Visitors to our Career Site
Individuals who connect with us to receive vacancy updates (“Connecting Candidates”)
Individuals who apply for roles (“Applying Candidates”)
Individuals whose profiles we identify through public sources (“Sourced Candidates”)
Individuals referred to us by employees or partners (“Referred Candidates”)
Individuals acting as references (“References”)
When we refer to “Candidates”, we mean Connecting, Applying, Sourced, and Referred Candidates collectively.
Frank G. Gates Limited is the data controller for the processing described in this Privacy Policy.
1. Categories of Personal Data We Process
All individuals
Device information – IP address, browser type, operating system, session behaviour, language, screen resolution
Technical and statistical data – URLs visited, clickstream data, usage analytics
Communications data – emails, messages, video recordings, survey responses
Contact details – name, email address, telephone number, postal address
Candidates
Application information – CV, cover letter, work history, qualifications, work samples
Interview and assessment data – interview notes, test results, salary expectations
Public profile information – LinkedIn, employer websites, professional publications
Information from references – employment dates, performance, suitability
Special Category Data (where applicable)
We may process the following only where voluntarily provided or required by law:
Health information (e.g., disability adjustments)
Diversity and inclusion data (e.g., ethnicity, gender, age)
Criminal conviction data (only where legally required for the role)
Such data is processed under Article 9 UK GDPR and Schedule 1 DPA 2018 conditions.
2. How We Collect Personal Data
We collect personal data from:
You directly (applications, communications, interviews)
Our Career Site (cookies, analytics, device data)
Public sources (LinkedIn, professional websites)
Recruitment partners
Employees or partners who refer you
References you provide
Data created during the recruitment process (interview notes, assessments)
3. Purposes of Processing and Legal Bases
Legitimate Interests Assessments (LIAs)
Where we rely on legitimate interests, we have conducted a Legitimate Interests Assessment to ensure our interests do not override your rights and freedoms. You may request a summary of this assessment.
Legal Basis (UK GDPR)
Purpose of Processing Operating the Career Site, analytics, security
Individuals Affected Visitors
Personal Data Used Device, technical data
Legal Basis (UK GDPR) Legitimate interests (Art. 6(1)(f))
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Purpose of Processing Managing applications and recruitment
Individuals Affected Candidates
Personal Data Used All candidate data
Legal Basis (UK GDPR) Legitimate interests (Art. 6(1)(f)); Contractual steps (Art. 6(1)(b))
___________________________________________________________________________________________
Purpose of Processing Communicating about vacancies
Individuals Affected Connecting Candidates
Personal Data Used Contact details, communications
Legal Basis (UK GDPR) Consent (Art. 6(1)(a)) or Legitimate interests (Art. 6(1)(f))
___________________________________________________________________________________________
Purpose of Processing Interviewing, assessing suitability
Individuals Affected Candidates
Personal Data Used Application data, assessments
Legal Basis (UK GDPR) Legitimate interests (Art. 6(1)(f)); Contractual steps (Art. 6(1)(b))
____________________________________________________________________________________________
Purpose of Processing Recording interviews (if applicable)
Individuals Affected Candidates
Personal Data Used Video/audio data
Legal Basis (UK GDPR) Consent (Art. 6(1)(a))
____________________________________________________________________________________________
Purpose of Processing Sourcing candidates from public platforms
Individuals Affected Sourced Candidates
Personal Data Used Public profile data, notes
Legal Basis (UK GDPR) Legitimate interests (Art. 6(1)(f))
____________________________________________________________________________________________
Purpose of Processing Reference checks
Individuals Affected References
Personal Data Used Contact details, reference information
Legal Basis (UK GDPR) Legitimate interests (Art. 6(1)(f))
____________________________________________________________________________________________
Purpose of Processing Diversity monitoring (optional)
Individuals Affected Candidates
Personal Data Used Special category data
Legal Basis (UK GDPR) Explicit consent (Art. 9(2)(a))
_____________________________________________________________________________________________
Purpose of Processing Disability adjustments
Individuals Affected Candidates
Personal Data Used Health data
Legal Basis (UK GDPR) Employment obligations (Art. 9(2)(b)); Schedule 1 DPA 2018
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Purpose of Processing Criminal record checks (if required)
Individuals Affected Candidates
Personal Data Used Criminal conviction data
Legal Basis (UK GDPR) Legal obligation (Art. 6(1)(c)); Schedule 1 DPA 2018
_____________________________________________________________________________________________
Purpose of Processing Legal claims, regulatory obligations
Individuals Affected All individuals
Personal Data Used Any relevant data
Legal Basis (UK GDPR) Legal obligation (Art. 6(1)(c)); Legitimate interests (Art. 6(1)(f))
_____________________________________________________________________________________________
4. Automated Decision-Making
We do not make recruitment decisions based solely on automated processing. Where automated tools assist screening (e.g., CV keyword searches), they do not determine outcomes on their own. Human review is always involved. If this position changes, we will:
Notify you
Explain the logic involved
Provide your right to request human review
5. Sharing Your Personal Data
We may share your data with:
Recruitment service providers
Applicant tracking system providers
Group companies providing HR or IT services
Authorities where legally required
Legal advisers in connection with claims
Potential acquirers in corporate transactions
All third parties are subject to contractual data protection obligations.
6. International Transfers
Some of our service providers may transfer personal data outside the UK or EEA, including to the United States.
Where this occurs, we use:
Adequacy decisions (e.g., UK–US Data Bridge)
Standard Contractual Clauses (SCCs)
Transfer Impact Assessments (TIAs)
Technical and organisational safeguards
You may request details of specific transfers and the safeguards applied.
7. Retention of Personal Data
Retention Schedule
Category of Individual Visitors
Type of Data Device & analytics data
Retention Period 12 months
___________________________________________________________________________________________
Category of Individual Connecting Candidates
Type of Data Contact details, communications
Retention Period Until you unsubscribe or 24 months of inactivity
____________________________________________________________________________________________
Category of Individual Applying Candidates (unsuccessful)
Type of Data Application data, interview notes, assessments
Retention Period 12 months after process completion (unless you consent to longer retention)
_____________________________________________________________________________________________
Category of Individual Sourced Candidates
Type of Data Public profile data, notes
Retention Period 12 months from sourcing
_____________________________________________________________________________________________
Category of Individual Referred Candidates
Type of Data Application data, referral notes
Retention Period 12 months after process completion
_____________________________________________________________________________________________
Category of Individual References
Type of Data Contact details, reference information
Retention Period Retained for the same period as the candidate’s data
_____________________________________________________________________________________________
Category of Individual Successful Candidates
Type of Data Recruitment data transferred to HR file
Retention Period Retained in accordance with the Employee Privacy Notice
_____________________________________________________________________________________________
These periods are based on:
Statutory limitation periods for employment‑related claims
Operational needs for managing recruitment processes
Industry‑standard retention practices
Where legal claims arise, data may be retained until the matter is fully resolved.
8. Cookies and Analytics
Our Career Site uses cookies and similar technologies.
Essential cookies are required for the site to function.
Analytics and performance cookies are used only with your consent.
You can manage cookie preferences through our cookie banner or browser settings.
Full details are available in our Cookie Policy
9. How We Use Consent
Where we rely on consent (e.g., vacancy updates, interview recordings, diversity monitoring):
Consent is collected through clear, affirmative action
You may withdraw consent at any time
Withdrawal does not affect processing carried out before withdrawal
10. Your Rights
You have the following rights under UK GDPR:
Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to object
Right to data portability
Right to withdraw consent
Right to lodge a complaint with the Information Commissioner’s Office (ICO)
You can exercise your rights by contacting us at: data@gates.co.uk
11. Contact Details
Frank G. Gates Limited Data Protection Team Email: data@gates.co.uk
Address: Frank G. Gates Limited, Gates Corner, Edinburgh Way, Harlow. CM20 2EG
12. Updates to This Policy
We may update this Privacy Policy to reflect:
Changes in our processing
Legal or regulatory requirements
Improvements in clarity
The publication date at the top of this document will always show the latest version.