Recruitment Privacy Notice

Scope

MHR International UK Limited is the Data Controller for the data that you provide to us and that we collect from other parties (e.g. recruitment websites, recruitment agencies) about you.

We are committed to processing your personal data securely and in accordance with applicable data protection legislation. This includes the UK Data Protection Act 2018 and the UK General Data Protection Regulations (UK GDPR) as amended by the Exit Regulations (The Data Protection, Privacy and Electronic Communications (Amendments etc.) (EU Exit) Regulations 2019) and the Data (Use and Access) Act 2025.

Collection and Processing

We collect and process your personal data for the purposes of recruitment and talent management on the basis that we are looking to enter into a contract with you if you are successful in gaining employment with us. The data that we collect includes the following:

Your name

Your address

Your date of birth

Your work history

Your education and qualifications

Your unspent or exempt criminal convictions

Your ethnicity, gender, sexual orientation, and any disabilities (if you choose to provide this) for equalities monitoring purposes

We may also collect data about your location through Microsoft’s use of Cookies, at a general rather than specific level. This is used for site monitoring, development and analytics.

The personal data that we collect will be used to determine whether you are a suitable candidate for any of the roles that we are recruiting for currently and over the coming months, it will be shared with our hiring managers internally. If you do not provide the information that we need to consider your suitability your application may not proceed.

The data in respect of your general location will be used on an aggregated basis to analyse the areas where the market is buoyant or to target particular parts of the UK and Northern Ireland for specific roles.

Data Retention

Customer data is stored in data centres located within the same region as the customer. Specifically, UK customers’ data is stored in UK-based Microsoft data centres, EU customers’ data is stored in EU-based Microsoft data centres, and US customers’ data is stored in US-based Microsoft data centres.

AI

Artificial intelligence (AI), specifically Azure OpenAI, is used during the recruitment process to assist with CV parsing, summarising key points, and generating interview questions. These questions are based on the job description and may include additional prompts designed to elicit further relevant information from applicants.

The AI processes only the data contained within the application and does not make any automated decisions. There are also safeguards in place to mitigate any bias.

All data processed by AI remains within the HR platform and is retained for 30 days.

Data Retention

If you are a successful candidate then we will process your data on our HR systems and a further privacy notice will be provided to you to tell you how we process your data through our on-boarding process and as an employee.

If you are an unsuccessful applicant, unless you advise us otherwise, we will retain your application and personal details for one year in case it is needed for dispute resolution or another role becomes available that we think you may be suitable for.

Your Rights

You have the right to ask us for access to your personal data. You are also entitled to request that we rectify, erase, or restrict the processing of your personal data where there are proven inaccuracies or other legitimate matters of concern.

You have the right to make a complaint in relation to the processing of your personal data. Please contact our Data Protection Officer in the first instance and we will try to resolve the matter, although you do have the right to go directly to the Information Commissioner’s Office (ICO). They can be contacted at www.ico.org.uk