Candidate privacy notice
Sage Homes - Candidate privacy notice
The privacy of your information is important to us at Sage Homes (“Sage”) and we are committed to handling your information securely, respectfully and in line with data protection laws.
This privacy notice is provided to you because you are applying to work with us (whether as an employee, worker or contractor). It tells you what to expect when Sage processes your personal information (‘personal data’) for the recruitment exercise, and how long it will usually be retained for.
‘Personal data’ is any information which relates to an individual who can be identified from that information. ‘Processing' includes the collection, recording, storage, use, disclosure or destruction of personal data. We are a “data controller”. A data controller determines the purposes and means of processing personal data.
Who we are and our contact details
We are Sage Homes of 5th Floor, Orion House, 5 Upper St Martins Lane, London WC2H 9EA.
You can find out more about us at http://www.sagehomes.co.uk
For further information, please contact our Data Protection Officer by emailing: dataprotection@sagehomes.co.uk.
Data protection principles
We will comply with data protection law and principles, which means your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
The information we hold about you
In connection with your application to work with us, we will collect, store, and use the following categories of personal information about you:
- Your name and title.
- Your contact details, including address, telephone number and personal email address.
- Your employment history and any qualifications.
- Any information you provide us during the application process or interview.
- Test results if used as part of the recruitment process.
We may also collect, store and use the following types of special category data:
- Information about your race or ethnicity
- Religious beliefs and sexual orientation if obtained for equality monitoring purposes
How will we use your data?
Under data protection legislation we can only use your data for certain reasons and where we have a legal basis to do so. We will use the personal information we collect about you to:
- Assess your skills, qualifications and suitability for the role.
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Keep records relating to our hiring processes.
- Comply with legal or regulatory requirements.
It is in our legitimate interests to decide whether to appoint you to a role since it would be beneficial to our business to appoint someone who is suitable for this role. We also need to process your personal information to decide whether to enter into a contract with you, such as checking your entitlement to work in the UK.
Having received your CV and covering letter or application form, we will process this information to decide if you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview.
If we decide to call you for an interview, we will use the information you provide us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references before confirming your appointment.
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
How will we use your special category data?
We may use your special category data in the following ways:
- We may use information about your race or national or ethnic origin, religious beliefs and sexual orientation to ensure meaningful equality opportunity monitoring and reporting.
How do we collect data about you?
As a candidate, we will collect personal information about you from the following sources:
- You
- Recruitment agencies
- Third party reference agency
Who might we share your information with and why?
We may only share your personal information with the following third parties for the purposes of processing your application:
- The Blackstone Group
- Revantage Europe
- Regis PLC
- Vero Screening Limited
- Test Partnership Limited
We may share your personal information to these third parties in order to assess your suitability for the role and to obtain consent from our investors.
All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third party service providers to use your personal data for their own purposes. We will only permit them to process your personal data for specified purposes and in accordance with our instructions.
Our staff are trained in data protection and know the importance of keeping your data safe and secure.
We don’t normally send data outside of EU
Our business is based solely in the United Kingdom, and so we do not ordinarily send data overseas. We may sometimes make use of cloud-based systems located outside of the EU to support the management of our business. Where this happens, we will ensure that there are appropriate safeguards in place to protect your data.
How long we keep your data for
We will retain your personal information for 12 months after we have communicated to you our decision whether to appoint you to the role. We retain personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our Data Retention Policy.
If we wish to retain your personal information on file in order to consider you for future opportunities, we will write to you separately to obtain your explicit consent to retain your personal information for a fixed period on that basis.
Please contact us if you would like any more information.
Protecting your data
We take the protection of your data very seriously. We have procedures in place to protect your data from loss, misuse, unauthorised alteration, disclosure, abuse or destruction. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have also put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Automated decision making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
Your rights
The law on data protection gives you certain rights in relation to the personal data we hold about you. These are:
- The right to be informed. This means that we must tell you how we collect and use your data (i.e. the details provided in this privacy notice).
- The right to request access. You can ask to see the data we hold about you which we will provide free of charge (in most circumstances). A request to see this information is known as a ‘subject access request’ (“SAR”).
SARs need to be made in writing and we ask that written your request be accompanied by proof of your identity. If you require specific information, it is helpful if this is clear in your request, for example, information from a particular time period or about a specific correspondence. If someone is requesting information on your behalf, they will need written confirmation from you to show you consent for us to release this and proof of ID (both yours and theirs).
We will seek to provide you with the information you have asked for within one month to provide you with the information requested, although in certain circumstances where the request is particularly complex, we may extend the deadline for an additional two months.
- The right to rectification. If any of the data we hold about you is wrong or incomplete you are able to ask us to correct it.
- The right to ask for erasure: You can ask to have your information deleted where there is no good reason for us continuing to process it. Please be aware, however, that we may not be able to comply with such requests, depending on the circumstances.
- The right to restrict processing of your data. You can ask us to suspend using your data while we check that it is correct or the reason for processing it.
- The right to object to the inclusion of any information if we are processing it based on a legitimate interest (or those of a third party).
- The right to request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact: dataprotection@sagehomes.co.uk.
Making a complaint
Under the Data (Use and Access) Act 2025, you also have the right to complain to us if you think we have not handled your personal information in line with data protection law.
If you want to make a complaint, please contact: dataprotection@sagehomes.co.uk. Please tell us what has happened, what personal information is involved, and what you would like us to do to put things right.
We will acknowledge your complaint within 5 working days of receiving it. We will then investigate your complaint and let you know the outcome as soon as we can.
If you remain dissatisfied, you have the right to refer the matter to the Information Commissioner. The Information Commissioner can be contacted at:
Helpline: 0303 123 1113
Data protection officer
We have appointed a Data Protection Officer to oversee compliance with this privacy notice. If you have any questions about this notice or how we handle personal information, please contact us at: dataprotection@sagehomes.co.uk.