Purpose
The purpose of this Candidate Privacy Notice is to explain how Overland Shoes Ltd (“the Company”, “we”, “our” or “us”) collects, uses, stores, shares and protects personal data relating to individuals applying for employment with us.
We are committed to handling personal data fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Data (Use and Access) Act 2025 and other applicable data protection legislation.
This notice explains what personal information we collect throughout the recruitment process, why we collect it, how long we keep it, and your rights in relation to that information.
Scope
This notice applies to anyone applying for employment with Overland Shoes Ltd, including individuals who:
- apply for advertised vacancies;
- submit speculative applications;
- are approached directly by the Company regarding employment opportunities;
- are introduced through recruitment agencies or other third parties; or
- participate in any stage of our recruitment process.
This notice applies whether information is provided directly by you or obtained from publicly available professional sources, such as LinkedIn, or from recruitment agencies acting on your behalf.
Personal Information We Collect
Depending on the role and stage of the recruitment process, we may collect:
Identity and Contact Information
- name
- home address
- telephone number
- email address
Recruitment Information
- CV
- employment history
- education and qualifications
- professional memberships
- skills and experience
- interview notes
- assessment results
- references (where applicable)
Right to Work Information
Where appropriate, we may collect:
- passport details
- visa or immigration documentation
- right to work evidence
Equality Monitoring Information
Where voluntarily provided, we may collect information relating to diversity monitoring, such as age, gender, ethnicity or disability. This information is used only for monitoring equality of opportunity and is separated from recruitment decisions wherever reasonably practicable.
How We Collect Your Information
We may collect personal information:
- directly from you when you apply for a role;
- through recruitment agencies;
- from publicly available professional networking sites, such as LinkedIn;
- from referees you have provided;
- during interviews and assessments;
- through correspondence with you throughout the recruitment process.
Why We Use Your Information
We use personal information for legitimate recruitment purposes, including:
- assessing your suitability for employment;
- communicating with you throughout the recruitment process;
- arranging interviews and assessments;
- verifying qualifications and employment history where appropriate;
- carrying out right to work checks;
- obtaining references where applicable;
- complying with legal and regulatory obligations;
- defending or responding to legal claims where necessary.
We will only process personal information where we have a lawful basis for doing so.
Lawful Basis for Processing
Depending on the circumstances, our lawful basis for processing your personal information may include:
- taking steps at your request before entering into an employment contract;
- our legitimate interests in recruiting suitable employees and managing recruitment activities;
- compliance with legal obligations, including immigration and employment legislation;
- your consent, where this is specifically required.
Where special category personal data is processed, we will do so only where permitted by law.
Who We Share Your Information With
We only share candidate information where necessary and appropriate.
This may include:
- recruitment agencies;
- referees;
- occupational health providers (where appropriate);
- background screening providers (where applicable);
- IT service providers supporting our recruitment systems;
- legal or regulatory authorities where required by law.
Where third parties process personal data on our behalf, appropriate contractual safeguards are in place to protect your information.
International Transfers
Where any third-party service provider processes personal data outside the United Kingdom, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
Retention of Applicant Information
If your application is unsuccessful, we will normally retain your recruitment records for up to 12 months following the conclusion of the recruitment process, unless a longer retention period is required by law or you ask us to delete your information where applicable.
This enables us to:
- respond to queries regarding recruitment decisions;
- defend potential legal claims;
- consider you for future suitable vacancies, unless you ask us not to.
Where you become an employee, relevant recruitment information will form part of your personnel file and will be managed in accordance with our Data Protection Policy and Employee Privacy Notice.
Your Rights
Under UK GDPR, you have the right to:
- request access to your personal information;
- request correction of inaccurate information;
- request deletion of your information where legally applicable;
- request restriction of processing;
- object to certain processing activities;
- request transfer of your personal data where applicable.
Requests should be made to the People and Culture team.
We will respond in accordance with the timescales required under applicable data protection legislation.
Security
We take appropriate technical and organisational measures to protect candidate information from unauthorised access, loss, misuse or disclosure.
Access to recruitment information is restricted to individuals involved in the recruitment process and others with a legitimate business need.
Complaints
If you have any concerns about how your personal information has been handled, please contact the People and Culture team in the first instance.
We are committed to investigating all complaints fairly and without undue delay. Complaints relating to personal data will be acknowledged within 30 days of receipt in accordance with applicable data protection legislation.
If you remain dissatisfied following our response, you have the right to raise your concerns with the Information Commissioner’s Office (ICO).
Contact
If you have any questions about this Candidate Privacy Notice or wish to exercise your data protection rights, please contact the People and Culture team.
Further information about data protection rights is available from the Information Commissioner’s Office (ICO).
Candidate Privacy Notice issued: July 2026
Date for review: July 2028