Applicant Privacy Notice

Notice version: APN-2026-10-2

Who we are

Bordon Security Ltd (company number 17115852), London, England, is the controller of the information described in this notice. For any question about it, or to exercise your rights, contact our HR team at hr@bordonsecurity.com.

What we collect

• Your name, email address, UK telephone number, town or city, and postcode.
• Your SIA licence type, number and expiry date.
• Your answers about whether you have the right to work in the UK, whether it is time-limited or restricted, whether you are a student with a working-hour limit (and that limit), and whether you have a National Insurance number. We do not ask for the number itself at this stage.
• Your current employment or student status and, if you are a student, your confirmation that you will keep to your visa conditions and permitted working hours.
• The types of security work you are interested in, your preferred work locations, whether you have your own transport, your availability (start date, shifts, days and maximum weekly hours), your security experience and relevant training, and any additional message you send us.
• Your CV and anything you choose to include in it, or in an email you send us.
• Your declarations, the version of this notice you acknowledged, and an application ID and submission time.
• Notes and status updates our HR team adds when reviewing your registration, and, later, the dates and outcomes of any checks.

We do not want, at this stage, a passport, biometric document, right-to-work share code, National Insurance document, bank details, a photograph of your SIA card, criminal-record information, medical information or payroll details. Please also leave out of your CV anything we do not need, such as your date of birth, a photograph or health information. If you are considered for an assignment, we will ask for the evidence we need through a secure process.

Why we use it

• To keep a pool of interested, suitably licensed security operatives and consider you for possible assignments.
• To contact you about your registration, ask for any missing information, and tell you about assignments that may match your licence, location, experience and availability.
• If you are considered for an actual assignment: to verify your SIA licence on the official register, carry out the prescribed right-to-work check, and check any working-hour or work-type restrictions.
• To make sure we never offer work that would exceed your permitted hours or breach a condition of your immigration permission.
• To keep records we need for legal reasons, and to handle questions or complaints.

Our lawful bases

• Legitimate interests in keeping a talent pool so that we can staff client assignments with suitably licensed people. We have assessed this interest and balanced it against your rights and expectations.
• Steps before entering into a contract at your request, when we discuss a specific assignment with you.
• Legal obligation for right-to-work checks and other records we must keep by law.

The tickboxes on the form confirm that you have read this notice and understand how long we keep your registration. They are acknowledgements, not consent, and they are not the legal basis for using your information.

How your registration is handled

When you use the Careers form, your details and CV are sent securely from our website to our HR mailbox (hr@bordonsecurity.com) in Bordon Security's Microsoft 365. Your details and CV are then recorded in a restricted area of our Microsoft 365 (a SharePoint list and document library) that only three named HR and management staff can open. This is done either by a member of our HR team or by an automated Microsoft 365 workflow (Power Automate) that copies the details and CV from the email into that area. The workflow only files the information: it does not assess, score or decide anything. If you email your CV instead, a member of our HR team records it by hand. A member of our HR team then reads every registration.

No automated decisions and no AI. We do not use automated systems or artificial intelligence to screen, score, rank, accept or reject applicants, and we do not send your registration or CV to any AI service. Every decision is made by a person. Your answers are treated as your own statements: we verify your licence and right to work only through the official processes, and only when you are being considered for an actual assignment.

Who we share your information with

We do not sell personal data. We use these service providers, under contract:

• Microsoft (Microsoft 365) for email and for storing registrations and CVs securely.
• Netlify, which hosts this website. Your form submission passes through its servers on its way to our mailbox; it is not stored there.
• Cloudflare (Turnstile) for the security check that protects the form from spam.

If you are considered for an assignment, we may share the information a client needs to approve your deployment (for example your name, licence type and relevant experience). We will tell you before we do so. We may also disclose information where the law requires it, for example to the Home Office or the SIA.

International transfers

Netlify may process your form submission in the United States while passing it to our mailbox. Netlify relies on standard contractual clauses and the UK Extension to the EU-US Data Privacy Framework, which are safeguards recognised under UK data protection law.

How long we keep it

• Talent-pool registrations and CVs: 12 months from submission or your most recent update. Before that date we contact you to ask whether you want to stay registered. If you do not renew, we delete or anonymise your registration and CV, unless we have a lawful reason to keep them longer (for example, if you have been engaged for an assignment, in which case our worker records retention applies).
• CVs sent by email without enough information to register you: if we ask for the missing details and you do not reply within 30 days, we delete your email and CV.
• If you withdraw: we remove you from the active talent pool and delete your information, unless the law requires us to keep something.
• Records of right-to-work and other pre-engagement checks are kept for the periods the law requires.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to object to or restrict our use of it (including use based on our legitimate interests), and to data portability where it applies. To update your details, withdraw your registration or ask us to delete it, email hr@bordonsecurity.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, although we would appreciate the chance to resolve your concern first.

Keeping your information secure

Your registration reaches our HR mailbox over encrypted connections. CVs and registration records are kept in a restricted SharePoint area that only named HR and management staff can open. They are never published on our website or shared by public link, and the website does not keep a copy of your CV after delivering it.

Changes to this notice

We may update this notice. The version and “last updated” date at the top show which notice is current, and we record the version you acknowledged when you registered.