iiaa Limited Applicants Privacy Policy / Notice 

17 February 2026 

 

Iiaa Limited, a UK company with a registered address of Riverside House, 2a Southwark Bridge Road, London, SE1 9HA (“us”, “we”, “iiaa” or the “Company”), is the Data Controller. We have prepared this Applicant Privacy Policy / Notice (“Notice”) for applicants (“you”, “your”, “data subject”) for employment vacancies at iiaa. 

In connection with your application for employment with iiaa, and to comply with our statutory requirements, we have to process your personal data (“personal data”, which is any information relating to you). We are committed to protecting your personal data and complying with applicable data privacy legislation (such as the UK General Data Protection Regulation [GDPR]) and this Notice describes about how we collect, process, store and otherwise use it, and your rights in relation to it. 

If we are not able to carry out the processing activities we describe in this Notice we may not be able to continue with your application. We need to ask for your specific consent to process your personal data in a particular way in certain circumstances, for instance, to contact your referees as part of the background checks we conduct should your application be successful. 

We may update this document from time to time, for example if we implement new systems or processes that involve the use of personal data. 

  1. What personal data does iiaa collect about me, and why?  
  2. How does iiaa keep my personal data confidential and secure? 
  3. Who might iiaa share my personal data with, and why? 
  4. Is my personal data shared across borders? 
  5. How long will iiaa keep my personal data for?  
  6. What rights do I have in respect of my personal data?  
  7. Changes to this policy / notice. 
  8. Who can I contact?  

 

  1. What personal data does iiaa collect about me, and why? 

We collect personal data directly from you including:- 

  • Identification data, such as your first and last name, photo (if voluntarily provided by you), CCTV images (if you visit us) and your proof of right to working. 
  • Personal information, such as your date and place of birth, emergency contact details, and gender. 
  • Contact details, such as your home address, telephone number and email address. 
  • Education and work experience, such as contact details for your current/former employer, information about your educational background, your work experience and other experience/interests, previous employment details including current salary and benefits package. 
  • Other application data, such as the information included in your application form/CV/cover letter and details of any previous relationship with us. 
  • Information collected as part of the interview process, such as notes taken from your interview and/or assessment day, information provided from recruitment agencies, and video interview recordings, where applicable. 
  • Background check information, such as information obtained through reference checks, about your work/educational background, and any other checks intended to verify the personal data which you have provided to us in respect of your application. 

We may also collect your personal data indirectly from our “Data Processors” – third parties we have appointed to process personal data for us under appropriate instructions – for instance, recruitment agencies; or from publicly available sources, for instance, from your profile on online networking platforms like LinkedIn). In this instance, we will inform you of our source, by the first time we contact you. 

We use your personal data for a variety of reasons (purposes), as summarised in the table below, which also indicates the various legal bases that we rely on for each purpose of processing.

 Purposes of processing  Legal Bases

1. Communicating with you, the Company’s employees and third parties (such as recruitment agencies). 
 
2. Administering and processing your application (including processing a job offer should you be successful). 

 
  • Necessary for performing a contract with you as the data subject
  • Compliance with legal obligations which the Company is subject (for instance, to in relation to employment law)
  • Legitimate interests* of the Company. 
3. Informing you of future opportunities with the Company. 
  • Your consent as data subject – we will obtain your prior opt-in to be contacted for future roles.

4. And for successful applicantswe provide with offers of employment:- 

Aministering and processing your job offer. 

5. To determine your eligibility for the role you applied for, including your eligibility to work in the UK. 

6. Conducting background checks. 

7. Complying with applicable laws, our corporate financial responsibilities and employment-related requirements. 
  • Necessary for performing a contract with you as the data subject.
     
  • Compliance with legal obligations to which we are subject, for instance, in relation to employment law.
     
  • Legitimate interests* of the Company.

 

*Our “legitimate interests” include: 

  • Assessing your suitability for employment/engagement with iiaa. 
  • Managing iiaa’s business operations effectively. 
  • Prevention of fraud and corruption. 
  • Statistical analysis to review and benchmark iiaa’s recruitment practices. 

When relying on the legitimate interests lawful basis for processing your personal data, we are always careful to ensure that the legitimate interest we are pursuing does not infringe your fundamental rights and freedoms in relation to the protection of your personal data.
 

  1. How does iiaa keep my personal data confidential and secure? 

To help protect the privacy of your personal data, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We keep your information confidential by restricting access to it to those employees who need to know that information to process your application. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your personal data.  

 

  1. Who might iiaa share my personal data with, and why?

    For the purposes of processing described above iiaa may transfer your personal data to Data Processors and regulators, authorities, and other third parties where necessary, for instance, to fulfil our legal obligations.  For a list of the third parties that we may share your personal data with, please contact us as set out below.
     
  2. Is my personal data shared across borders?

iiaa’s recruitment team are located in the UK. If the third parties we need to share your personal data with are located outside the UK or European Economic Area (“EAA”), in ‘third countries’ not deemed to provide an adequate level of privacy protection, then extra safeguards (in addition to those described above) will be implemented, for instance, the UK International Data Transfer Agreement (UK IDTA) or the EU Standard Contractual Clauses (EU SCCs).
 

  1. How long will iiaa keep my personal data for?

    It is our policy not to keep personal data for longer than is necessary. We hold your application data for 6 months in compliance with employment law, unless there is a legitimate business reason to hold the data for longer or where applicable law requires us to do so; after which time we dispose of it securely. For further information, please contact us as set out below.
     
  2. What rights do I have in respect of my personal data?

    You have a number of rights in relation to your personal data, which can be summarised as: 
  • Access your personal data – you can learn if your data is being processed by the owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the data undergoing processing.
     
  • Verify and seek rectification – you can ask that inaccurate personal data be updated or corrected.
     
  • Restrict the processing of your personal data – under certain circumstances, you can restrict the processing of your personal data. In this case, we will not process your personal data for any purpose other than storing it.
     
  • Withdraw your consent at any time – where you have previously given your consent to the processing of your personal data.
     
  • Object to the processing of your personal data –  if the processing is carried out on a legal basis other than consent and / or the performance of a contract with you. 
     
  • Have your personal data deleted or otherwise removed – under certain circumstances, you can obtain the erasure of your personal data from us.
     
  • Receive your personal data in a portable format (a structured, commonly used and machine-readable format), and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that we have processed your data by automated means and that the processing is based on your consent, or a contract which you are part of or on pre-contractual obligations.
     
  • For the processing of your personal data not to be subject to a decision based on automated processing, including profiling (‘automated decision making’), which produce legal effects. 

You may also lodge a complaint and bring a claim before your data protection authority, the UK’s Information Commissioner’s Office (the ICO). 

To exercise any of these rights, please contact us as stated below.
 

  1. Changes to this policy / notice

This policy / notice was last updated on, and has been in effect from, the date stated at the top.  We review this policy / notice regularly and revise, modify and update it to ensure continued compliance with data protection laws.  We will notify you via email about material changes in the way we treat your personal data.  

 

  1. Who can I contact?

    If you have concerns or questions regarding this Applicants Privacy Policy / Notice or if you would like to exercise your rights as a data subject, please email [email protected]  If you have a privacy complaint, please click here to complete and submit our ‘Data Privacy Complaints Form’. 

For questions concerning your application, please contact [email protected]