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Job Applicant Privacy Policy for One Utility Bill Ltd and Fused

Introduction

One Utility Bill Limited, including the Fused Bills brand ("One Utility Bill" or "the Company") collects and processes personal data relating to job applicants ("Applicants") during the recruitment process. We are committed to transparency and compliance with data protection laws, including the UK General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018 (“DPA”)

One Utility Bill is the data controller, responsible for determining how your personal data is used. This Notice is dated 29th July 2025, but we may update this notice periodically, and you will be provided with an updated copy whenever material changes occur.

 

Data Protection Principles

  • Lawfulness, Fairness, and Transparency: We process data lawfully, fairly, and transparently.  
  • Purpose Limitation: Data is collected for specified, explicit, and legitimate purposes.
  • Data Minimisation: We collect only the personal data necessary for those purposes.  
  • Accuracy: We keep data accurate and up to date.
  • Storage Limitation: Data is retained only as long as necessary.
  • Integrity and Confidentiality (Security): Data is processed securely.

What personal information do we collect?

  • Identity Data: Name, address, contact details, date of birth, gender, nationality, National Insurance number
  • Application  Data:CVs, employment history, application form details, qualifications, skills, and references.
  • Assessment Data: Interview notes, assessment results, test scores.
  • Special  Category  Data: Health information (with consent or for legal obligations), Inclusivity,  Diversity and Equality monitoring data e.g. ethnicity, sexual orientation, religion.
  • Right to Work Data: Passport, visa, or other legal right to work documentation. 
      

How We Collect Personal Data?

  • Directly from you: (application forms, CVs, interviews).
  • From third parties: (recruitment agencies, references, background checks) 
  • From automated systems: (online application platforms). 

Purposes and Legal Bases for Processing 

we process your data for the following purposes and legal bases: 

  • Recruitment Process: (Legitimate  Interests) Assessing your suitability for the role, managing the application process, communicating with you.
  •  Legal  Obligations: (Legal Obligation) Right to work checks, compliance with equality laws.
  • Consent: (Consent) Processing of certain special category data (e.g., specific health information for reasonable adjustments).
  • Equal Opportunities Monitoring: (Legal Obligation and Consent) To ensure compliance with equality laws, and with explicit consent.

Special Category Data

We process special category data (health, etc.) only when:

  • We have your explicit consent.
  • It is necessary for legal obligations (e.g., reasonable adjustments for disabilities).

 

Data Sharing

  • People, IT, and Hiring Managers
  • Third-party service providers (recruitment agencies, background check providers) 

Data Security 

One Utility Bill takes the security of Applicants’ data very seriously and therefore implements appropriate technical and organisational measures to protect your data from unauthorised access, loss, or destruction. We ensure third-party providers have adequate  data protection measures in place through data processing agreements and appropriate risk assessments

 

Data Retention 

We retain your data for the duration of the recruitment process and for 6 months after the end of the recruitment process, or as required by law.

Your Rights

You have the following rights, which can be exercised via peopleteam@oneutilitybill.co:

  • Access: Request a copy of your data by making a subject access request.
  • Rectification: Correct inaccurate data 
  • Erasure: Delete your data (in certain circumstances).
  • Restriction: Object to or limit data processing where it is no longer necessary for the original purpose of processing.
  • Withdraw Consent: Withdraw consent at any time, but we only collect the personal data that is necessary for the purposes outlined in this notice.
  • Complaint: Lodge a complaint with the Data Protection Officer (DPO) or the Information Commissioner's Office (ICO).

Contact Information

For  questions about this notice, contact the People Team via peopleteam@oneutilitybill.co or the DPO via data@oneutilitybill.co .

If you prefer, you can contact the Information Commissioner's Office (ICO) via ico.org.uk or 0303 123 1113