Job Applicant Privacy Notice
Last Updated: 10.06.2026
1. Who we are and what we do
Who we are
We are Beeks Financial Cloud Group plc (“Beeks”, “us”, “we”, “our”). We are a limited company registered in Scotland under registration number SC521839 and we have our registered office at Riverside Building, 2 Kings Inch Way, Braehead, Renfrew, PA4 8YU, United Kingdom. We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”) in relation to our processing of Personal Data under registration reference ZA173130.
What we do
At Beeks, we provide low-latency, on-demand connectivity and analytics solutions, exclusively to the global capital markets and financial institutions. We and our affiliates, subsidiaries and related entities are committed to protecting the privacy and security of the Personal Data we process about you.
Controller
Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.
2. Who this privacy notice applies to
At Beeks we manage our employer branding and recruitment process through our Career Site A unique career - Beeks Group and by using a related applicant tracking system. In this Privacy Notice we explain how we process your Personal Data if:
· You visit our Career Site (you being a “Visitor”)
· You connect with us via our Career Site, to create a profile with us and receive information about current or future vacancies with us (you being a “Connecting Candidate”)
· You apply for a position with us, via our Career Site or a third party service or via other means (you being an “Applying Candidate”)
· We collect information about you from other parties, site and services, if we believe your profile is of interest for our current or future vacancies (you being a “Sourced Candidate”)
· We receive information about you from our employees or partners, if they believe your profile is of interest for our current or future vacancies (you being a “Referred Candidate”)
· We receive information about you from a Candidate, who lists you as their reference (you being a “Reference”)
When we use the term “Candidate” in this Privacy Notice, we are referring to each Connecting Candidates, Applying Candidates, Sourced Candidates and Referred Candidates, unless stated otherwise.
3. Purpose of this privacy notice
The purpose of this privacy notice is to explain what Personal Data we collect about you in the above circumstances and how we process it during the recruitment process.
This privacy notice also explains your rights, so please read it carefully. If you have any questions or you wish to make a complaint, you can contact us using the information provided below under the section called ‘How to contact us and our Data Protection Officer’ section.
4. What Personal Data is
‘Personal Data’ means any information from which someone can be identified either directly or indirectly. Examples of Personal Data are name, email address, telephone number and IP address.
‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation.
‘Processing’
5. Personal Data we collect and process
Device information – If you visit our Career Site, with your consent, we will collect information about your device such as IP address, browser type and version, session behaviour, traffic source, screen resolution, preferred language, geographic location, operating system and device settings/usage. This information is collected using cookies. Please see our Cookie Policy - Beeks Group on our Careers Site for more information.
Technical and statistical data – If you visit our Career Site, with your consent, we will collect technical and statistical data about your use of the site, such as information about which URLs you visit and your activity on the site. This information is collected using cookies. Please see our Cookie Policy - Beeks Group for more information.
Communications data – We will collect and store the data you provide when you communicate with us. This may include the content of emails, video recordings, messages on social media, the information you add to your account, surveys etc.
Contact details – We will collect your name, email address, telephone number and postal address.
References
Please note, when we receive references, we do so on a confidential basis. As a result, we would never provide you with a copy of your reference from a referee.
or further details on the type of data we may process and how we use it, see the table below in the section entitled ‘Purposes and lawful bases’.
Equality Act 2010
We may also collect Special Category Personal Data but we will only do this, where necessary, to meet our legal obligations under the Equality Act 2010 when recruiting. For example, to make reasonable adjustments for you, if you are disabled.
6. How we collect your Personal Data
We collect most of the Personal Data directly from you in person, by telephone, text or email or when you visit our Career Site but see further details below.
Candidates
In addition to the above, we may also collect your Personal Data from third parties, such as referees and recruitment agencies, public sources such as LinkedIn or the website of your current employer.
References
If you are listed as a referee for a Candidate, we will obtain your contact details from the Candidate.
7. Purposes and lawful bases for using your Personal Data
We may collect and use the following types of personal data about you for the purposes explained below.
Category of Data Subject -
Candidate
Purpose -
To assess your suitability for the role
Categories of Personal Data -
Contact Data
Communications Data
Date of birth and gender (if applicable to the role)
Work history and employment positions held
Salary, other compensation, and benefits information
Nationality / visa / work permit information (where applicable)
Academic and professional qualifications, education, and skills
Photographs you may submit with your application
Your location
Records we create during interviews or correspondence with you
Results of pre-employment screening checks such as references or DBS checks (where applicable)
Any other information you choose to give us or we collect from a third party
Lawful Basis for Processing -
Processing is necessary for taking steps to enter into a contract with you or for the performance of our contract with you (Article 6(1)(a) of the UK GDPR).
Category of Data Subject -
Candidate
Purpose -
To make reasonable adjustments for you during the interview process and comply with our legal obligations under the Equality Act 2010.
Categories of Personal Data -
Special category
Personal Data
Lawful Basis for Processing -
Processing is necessary for us to comply with our legal obligations (Article 6(1) (c) of the UK GDPR)
For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights (Article 9(2) (b) of the UK GDPR and Schedule 1 part 1(1) of the DPA 2018)
Category of Data Subject -
Successful Candidates
Purpose -
To conduct pre-employment screening checks including checking your identity and your right to work in the UK
Categories of Personal Data -
Contact Data
Communications Data
Identity data
Date of birth and gender
Nationality / visa / work permit information (where applicable)
Contact details of referees
Lawful Basis for Processing -
Processing is necessary for us to comply with our legal obligations (Article 6(1) (c) of the UK GDPR
For special category data, the additional basis that we rely on relates to our obligations in the field of employment and the safeguarding of your fundamental rights (Article 9(2) (b) of the UK GDPR and Schedule 1 part 1(1) of the DPA 2018)
Category of Data Subject -
Unsuccessful Candidates
Purpose -
To contact unsuccessful applicants about future suitable vacancies
Categories of Personal Data -
Contact Data
Communications Data
Lawful Basis for Processing -
We will carry out this processing where you have consented to us retaining your data and contacting you about future vacancies based on the skills set out in the records we hold about you (Article 6(1)(a) of the UK GDPR)
Category of Data Subject -
Visitors to our Career Site
Purpose -
For the purposes set out in our Cookie Policy
Categories of Personal Data -
Device information
Lawful Basis for Processing -
Consent
Category of Data Subject -
Visitors to our Career Site
Purpose -
For the purposes set out in our Cookie Policy
Categories of Personal Data -
Technical and statistical data
Lawful Basis for Processing -
Consent
Category of Data Subject -
Referee
Purpose -
To obtain a reference from you for a Candidate
Categories of Personal Data -
Your contact details
Lawful Basis for Processing -
Legitimate interests
Category of Data Subject -
Any of the above
Purpose -
To process legal claims, protect and enforce our rights and interests and that of others
Categories of Personal Data -
Any Personal Data relevant to the purpose of processing
Lawful Basis for Processing -
Depending on the circumstances, legitimate interests / legal obligation
Category of Data Subject -
Any of the above
Purpose -
To share your Personal Data as set out below in the section on “Sharing your Personal Data”
Categories of Personal Data -
Any Personal Data relevant to the purpose for sharing
Lawful Basis for Processing -
Depending on the circumstances, legitimate interests / legal obligation
8. Processing Special Category Personal Data
We will only process the more sensitive Personal Data, known as ‘Special Category’ Personal Data where we meet one of the conditions required by law for doing so. This includes complying with legal obligations or exercising specific rights in the field of employment law. In some cases, we may ask for your explicit consent to process this type or Personal Data.
We process Special Category Personal Data when we collect or process information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work and to provide appropriate workplace adjustments.
9. Sharing your Personal Data
Within our organisation - Your Personal Data will only be shared inside our organisation with those who need to have access to it, which will primarily be our HR personnel and hiring managers.
With our group companies - We may share your Personal Data with our group companies when they provide us with services and functionality to our employer branding and recruitment process, as such access to particular systems and software.
Service providers and suppliers - We may share your Personal Data with service providers and suppliers to our business who process Personal Data on our behalf. For example, our recruitment service providers and the supplier of our application tracking system. In most cases, our service providers and suppliers are data processors and may only use the data in line with our instructions and not for any other purpose. This and other obligations are agreed in the contract between us and the service providers and suppliers.
Mergers and acquisitions – We may share your Personal Data, if it is necessary to do so, in relation to a potential merger sale of company assets, financing or acquisition or all or part of our business to another company.
Legal obligation / court order / legal proceedings / regulatory requirement or similar - We may share your Personal Data, if it is necessary to do so, in relation to legal obligations, a court order, potential or existing legal proceedings, regulatory requirements or similar or to protect or defend ourselves or a third party.
Outsourced Data Protection Officer – We may share your Personal Data with our outsourced Data Protection Officer in relation to data protection matters.
10. International Transfers
We will process your Personal Data within the UK and the EU whenever possible. However, some of our service providers process your Personal Data outside of the UK and the EU.
We have taken appropriate steps to ensure that when your Personal Data is processed outside the UK, it does not have a materially lower level of protection than that guaranteed in the UK. We do this by ensuring that:
Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation) or
We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here Standard Data Protection Clauses to be issued by the Commissioner under S119A(1) Data Protection Act 2018
When transferring your Personal Data to America, we rely on the UK-US Data Bridge, when possible.
11. How long will we retain your information?
Visitors to our Career Site
Details of how long we keep the information collected using cookies is set out in our Cookie Policy - Beeks Group on our Careers Site.
Candidates
For Connected Candidates, we will keep your Personal Data for as long as you remain connected with us.
When you apply for a job with us your Personal Data will be entered into our Applicant Tracking System where it will be retained for as long as is necessary for the recruitment process and for longer, if you agree. See details below. If your candidacy is successful and you are employed or hired by us, your Personal Data will be processed and retained as set out in our employee privacy notice, provided to you with your employment paperwork.
If your candidacy is not successful, with your consent, we will retain your CV, application details and interview notes for up to 3 years (or for longer if you agree) in order that we can keep you informed of future vacancies that may be of interest to you. We will email you as and when the vacancies arise or once every 6 months for this purpose. You can opt-out from these emails, at any time, by clicking on the unsubscribe link in the email. You can also ask us to delete your Personal Data before the retention period expires, if you wish to do so. If you would like us to retain your Personal Data for longer than 3 years, please let us know.
We will also retain Personal Data where it is necessary to comply with our legal obligations or as necessary in relation to legal claims. This is rare but may mean we need to retain your Personal Data for longer than 3 years.
Referees
We will keep your Personal Data for as long as we keep the Personal Data of the Candidate for whom you act as a reference.
12. Your rights
You have certain rights in relation to the processing of your Personal Data, including to:
· Right to be informed
You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
· Right of access (commonly known as a “Subject Access Request”)
You have the right to receive a copy of the Personal Data we hold about you.
· Right to rectification
You have the right to have any incomplete or inaccurate information we hold about you corrected.
· Right to erasure (commonly known as the right to be forgotten)
You have the right to ask us to delete your Personal Data.
· Right to object to processing
You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
· Right to restrict processing
You have the right to restrict our use of your Personal Data. This means that you can ask us to suspend the processing of your Personal Data, in certain circumstances, such as where you contest the accuracy of your Personal Data.
· Right to portability
You have the right to ask us to transfer your Personal Data to another party.
· Automated decision-making.
You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
· Right to withdraw consent
If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.
13. Complaints
You have the right to complain if you consider that we have not complied with the data protection law when handling your Personal Data. We will acknowledge receipt of your complaint within 30 days, investigate the matter without undue delay, and keep you informed of the progress and outcome. If you wish to complain please use the contact details given below under “How to contact us and our Data Protection Officer”. We will do our best to resolve the matter to your satisfaction.
If you are not satisfied with the outcome of your complaint, you can complain with the relevant supervisory authority. The supervisory authority in the UK is the Information Commission who can be contacted online at:
Contact us | ICO
Or by telephone on 0303 123 1113
14. How to contact us and our Data Protection Officer
If you wish to contact us or our Data Protection Officer in relation to this privacy notice or if you wish to exercise any of your rights outlined you can do so as follows:
· Visit our Data & Privacy page Data & Privacy - Beeks Group on our Career Site, where we offer features to let you exercise some of your rights;
· Log in Beeks Group – Connect to your account with us, where you can use the setting in the account to exercise your rights
Contact us as at:
lesley.officer@beeksgroup.com
Riverside Building
2 Kings Inch Way
Braehead
Renfrew PA4 8YU
United Kingdom
o Tel: 01505800603
Please mark your communications FAO the ‘Data Protection Officer’.
15. Changes to this privacy notice
We may update this privacy notice from time to time in response to changes in applicable laws and regulations and our processing practices. When changes are made, we will update the effective date at the top of this document.
Please contact us for previous versions of this document
