Privacy Notice – CVs and Candidate Data
Dolphin Personnel
Last updated: 23/09/2026
Dolphin Personnel is committed to protecting the privacy and personal information of candidates, applicants and individuals who provide us with their CVs or other information in connection with recruitment opportunities.
This Privacy Notice explains how Dolphin Personnel collects, uses, stores and protects personal data relating to candidates and prospective candidates in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Dolphin Personnel is a health and social care recruitment and consultancy organisation based at:
15 Heritage Park, Hayes Way,
Cannock, WS11 7LT, United Kingdom
Dolphin Personnel provides recruitment and staffing services, including recruitment for children’s residential settings and other health and social care organisations.
For general privacy or data protection enquiries, please contact:
Email: info@dolphin-personnel.org
HR: hr@dolphin-personnel.org
Recruitment: recruitment@dolphin-personnel.org
Telephone: 0843 289 5278
2. What personal data we collect
When you apply for a position, submit your CV, register with us or communicate with us about employment opportunities, we may collect and process information including:
- Full name and contact details
- Address and location
- Telephone number
- Email address
- Date of birth or age where relevant and legally required
- CV and employment history
- Education, qualifications and professional training
- Professional registrations and memberships
- Skills, experience and employment preferences
- References and referee information
- Right-to-work information
- Identity verification information
- Work history and gaps in employment
- Availability and preferred working arrangements
- Information relating to roles you have applied for
- Interview notes and recruitment assessments
- Communication between you and Dolphin Personnel
- Information required to complete recruitment and safer-recruitment checks
- DBS and other relevant vetting information where applicable
- Information relating to safeguarding or regulatory requirements where legally permitted and necessary
Where necessary and permitted by law, we may also process special category personal data, such as information relating to health, disability or other protected information, where this is relevant to recruitment, workplace adjustments, safeguarding, legal obligations or another lawful purpose under the UK GDPR.
We will only request information that is relevant and necessary for the particular recruitment or employment process.
3. How we collect candidate information
We may obtain candidate information:
- Directly from you when you submit your CV or application
- Through our website or online forms
- By email, telephone or other direct communication
- During interviews or recruitment discussions
- From recruitment platforms or job boards
- From professional networking or employment websites where information has been made publicly available
- From referees or previous employers
- From organisations involved in recruitment or staffing
- From verification, vetting or screening providers where appropriate
- From publicly available professional sources where this is lawful and relevant
If you provide us with information about another person, such as a referee, you should ensure that you are entitled to provide that information and, where appropriate, that the individual is aware that their information may be shared with us.
4. Why we use candidate information
We use candidate information for legitimate recruitment and employment-related purposes, including to:
- Assess your suitability for vacancies
- Match your experience and qualifications with suitable positions
- Contact you regarding current or future employment opportunities
- Arrange interviews and recruitment discussions
- Communicate with potential employers or clients regarding suitable candidates
- Verify qualifications, employment history and references
- Carry out identity and right-to-work checks
- Conduct appropriate safer-recruitment and vetting checks
- Process DBS checks where applicable
- Meet safeguarding and regulatory requirements
- Maintain recruitment and candidate records
- Manage our relationship with candidates
- Respond to enquiries
- Protect the rights, safety and interests of candidates, clients, employees and other individuals
- Comply with legal and regulatory obligations
- Establish, exercise or defend legal claims where necessary
We do not use candidate information for purposes that are incompatible with the purposes for which it was collected unless permitted or required by law.
5. Our lawful bases for processing
Under the UK GDPR, we rely on one or more lawful bases depending on the circumstances.
These may include:
Consent – where you have given us clear consent to process your information for a particular purpose and where consent is the appropriate lawful basis.
Contract or steps prior to entering into a contract – where processing is necessary to take steps at your request before entering into an employment or other contract.
Legal obligation – where we need to process information to comply with a legal or regulatory requirement, such as applicable employment, immigration, safeguarding or other legal obligations.
Legitimate interests – where processing is necessary for our legitimate business and recruitment interests, provided that those interests are not overridden by your rights and interests.
Where we process special category data, we will also ensure that an appropriate additional condition under UK data protection law applies.
6. CVs and candidate profiles
When you submit your CV to Dolphin Personnel, we may retain your CV and relevant candidate information so that we can consider you for suitable vacancies.
Your CV may be reviewed by our recruitment personnel and, where appropriate, shared with a prospective employer or client where this is relevant to a potential employment opportunity.
We will not sell your CV or candidate information.
Where your information is provided to a prospective employer, we will only provide information that is relevant to the recruitment process and appropriate in the circumstances.
7. Sharing your information
We may share relevant candidate information with:
- Prospective employers and clients
- Organisations requesting recruitment services from Dolphin Personnel
- Referees and previous employers
- DBS and other appropriate screening or verification providers
- Professional or regulatory bodies where required
- Service providers who assist us with recruitment, IT, communications, hosting, document management or other business functions
- Government departments, regulators, law-enforcement authorities or other bodies where we are legally required or permitted to do so
- Professional advisers, such as legal or compliance advisers, where necessary
We require third-party service providers processing personal data on our behalf to handle that information appropriately and in accordance with applicable data protection requirements.
8. Recruitment and safer recruitment checks
Because Dolphin Personnel provides recruitment services within children’s residential and health and social care settings, additional checks may be necessary for certain positions.
Depending on the role, this may include:
- Identity verification
- Right-to-work checks
- Employment-history checks
- References
- Qualification verification
- Professional registration checks
- DBS checks
- Safeguarding-related checks
- Other checks required by law, regulation, a client or the nature of the role
The information required will depend on the particular position and applicable legal and regulatory requirements.
9. Special category and safeguarding information
Some recruitment processes may require the processing of sensitive information, including information relating to health, disability, criminal convictions or safeguarding matters.
We will only process such information where permitted by UK data protection law and where an appropriate legal condition applies.
Where information concerning criminal convictions or offences is required, we will only process it where authorised by applicable law and where appropriate safeguards are in place.
We will take additional care when handling sensitive or safeguarding-related information and restrict access to individuals who have a legitimate need to receive it.
10. Automated decision-making
Dolphin Personnel does not intend to make recruitment decisions about candidates solely through automated decision-making without appropriate human involvement.
If this position changes and automated decision-making or profiling is used in a way that produces legal or similarly significant effects, we will provide the information and safeguards required by applicable data protection law.
11. How long we keep candidate information
We retain candidate information only for as long as it is reasonably necessary for the purposes for which it was collected, including recruitment, legal, regulatory, safeguarding and record-keeping requirements.
The retention period may depend on:
- Whether you have applied for a particular vacancy
- Whether you have been placed into employment
- Whether you remain available for future opportunities
- Whether we have an ongoing relationship with you
- Legal or regulatory retention requirements
- The need to establish, exercise or defend legal claims
When personal information is no longer required, we will securely delete it or anonymise it where appropriate.
12. Keeping your information accurate
We aim to keep candidate information accurate and up to date.
Please tell us if your contact details, employment history, qualifications or other relevant information changes.
You may contact us using the details in this notice to request that inaccurate or incomplete information is corrected.
13. Security of your information
Dolphin Personnel takes appropriate technical and organisational measures to protect personal information against:
- Unauthorised access
- Accidental loss
- Destruction
- Misuse
- Alteration
- Unauthorised disclosure
Access to candidate information is restricted to people who need the information for legitimate business, recruitment, legal or regulatory purposes.
However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.
14. International transfers
Where candidate information is transferred outside the United Kingdom, we will ensure that the transfer is made in accordance with applicable UK data protection law.
Where required, appropriate safeguards will be implemented before personal data is transferred internationally.
15. Your data protection rights
Subject to certain legal conditions and exemptions, you may have the following rights under UK data protection law:
- Right to be informed about how your personal data is used
- Right of access to the personal information we hold about you
- Right to rectification of inaccurate or incomplete information
- Right to erasure of your personal information in certain circumstances
- Right to restriction of processing in certain circumstances
- Right to data portability in certain circumstances
- Right to object to certain processing
- Rights relating to automated decision-making and profiling, where applicable
- Right to withdraw consent where processing is based on consent
These rights are not absolute and certain legal exemptions or conditions may apply.
To exercise your rights, please contact:
or
We may need to verify your identity before responding to a data protection request.
16. Marketing and future opportunities
Where appropriate, we may contact you about suitable employment opportunities based on the information you have provided.
Where consent is required by law for a particular form of communication, we will obtain that consent.
You may ask us to stop contacting you about future opportunities at any time.
17. Complaints
If you have concerns about how Dolphin Personnel has handled your personal information, please contact us first so that we can investigate your concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection.
Information about making a complaint is available from the ICO website.
18. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our services, recruitment practices, legal requirements or data protection obligations.
The latest version will be published on our website with the relevant update date.
19. Contact us
If you have any questions about this Privacy Notice or how Dolphin Personnel processes your personal information, please contact us:
Dolphin Personnel
15 Heritage Park, Hayes Way
Cannock
WS11 7LT
United Kingdom
Telephone: 0843 289 5278
General enquiries: info@dolphin-personnel.org
HR: hr@dolphin-personnel.org
Recruitment: recruitment@dolphin-personnel.org