Version: 1.0. Effective from 1 May 2026.
This statement explains how Prodigi Group Ltd and its operating companies and affiliates (together "Prodigi", "Prodigi Group", "we", "us") collect and use personal data from job applicants. It supplements, and should be read together with, our Privacy & Cookie Policy.
Data controller: the Prodigi Group entity to which you are applying. Data protection enquiries: dpo@prodigi.com
1. What information does Prodigi Group collect?
Prodigi Group collects a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number;
- details of your qualifications, skills, experience and employment history;
- information about your current level of remuneration, including benefit entitlements;
- whether or not you have a disability for which Prodigi needs to make reasonable adjustments during the recruitment process;
- information about your entitlement to work in the country in which the role is based;
- information you choose to provide as part of your application, including any cover letter, work samples, social media handles or other supporting materials.
Prodigi Group collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
We use Recruitee, an applicant tracking system, to manage applications. Recruitee acts as our processor in respect of your application data.
Prodigi Group will also collect personal data about you from third parties, such as references supplied by former employers and (where required for the role) the results of background checks. Prodigi Group will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including your Recruitee record, our HR management systems and other IT systems including email.
2. Why does Prodigi Group process your personal data?
Prodigi Group processes your personal data on the following bases under the UK GDPR or, where applicable, the EU GDPR:
- to take steps at your request prior to entering into a contract with you, and to enter into a contract of employment with you if your application is successful;
- to comply with our legal obligations, for example to check a successful applicant's eligibility to work in the country in which the role is based before employment starts;
- for our legitimate interests in managing the recruitment process, assessing and confirming a candidate's suitability for employment, deciding to whom to offer a job, and keeping appropriate records of the process. We may also need to process data from job applicants to respond to and defend against legal claims;
- where we process special category data (for example health information to make reasonable adjustments to the recruitment process), we do so to carry out our obligations and exercise specific rights in relation to employment;
- for some roles where Prodigi Group is obliged to seek information about criminal convictions and offences, we do so because it is necessary to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Prodigi Group may keep your personal data on file in case there are future employment opportunities for which you may be suited. Prodigi Group will ask for your consent before it keeps your data for this purpose, and you are free to withdraw your consent at any time.
3. Who has access to your data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the people / HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
Prodigi Group will not share your data with third parties unless we are using them as a service provider to support recruitment (such as our applicant tracking system Recruitee), unless your application for employment is successful and we make you an offer of employment, or unless we are required to do so by law.
If your application is successful, Prodigi Group will then share your data with relevant third parties to support on-boarding, including former employers to obtain references, employment background check providers and (where applicable) the Disclosure and Barring Service or equivalent overseas body to obtain necessary criminal records checks.
4. International transfers
Prodigi Group operates in the United Kingdom, the Netherlands, the United States and other countries. Depending on the role you have applied for, your data may be accessed from, or transferred to, those locations and to service providers located in countries outside the United Kingdom and the European Economic Area, including in the United States.
Where personal data is transferred from the United Kingdom or the EEA to a country that does not benefit from an applicable adequacy decision, we put appropriate safeguards in place. These may include the EU Standard Contractual Clauses, the UK International Data Transfer Addendum to the EU SCCs, the UK International Data Transfer Agreement, an applicable adequacy decision, or another lawful transfer mechanism.
5. How does Prodigi Group protect your data?
Prodigi Group takes the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by employees and authorised service providers in the proper performance of their duties.
6. For how long does Prodigi Group keep your data?
If your application for employment is unsuccessful, Prodigi Group will hold your data on file for six (6) months after the end of the relevant recruitment process. If you agree to allow Prodigi Group to keep your personal data on file for consideration for future opportunities, we will hold your data for a further twelve (12) months. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice on commencement.
7. Your rights
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require Prodigi Group to change incorrect or incomplete data;
- require Prodigi Group to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- object to the processing of your data where Prodigi Group is relying on its legitimate interests as the legal ground for processing;
- ask Prodigi Group to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override Prodigi Group's legitimate grounds for processing data;
- withdraw any consent you have given to processing of your data, without affecting the lawfulness of processing carried out before withdrawal;
- lodge a complaint with a supervisory authority.
If you would like to exercise any of these rights, please contact dpo@prodigi.com.
If you are in the United Kingdom, you can complain to the Information Commissioner's Office at ico.org.uk. If you are in the EEA, you can complain to the data protection authority in your country of residence; the Dutch Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl) is the lead authority for Prodigi BV and Peecho BV.
8. What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Prodigi Group during the recruitment process. However, if you do not provide the information, Prodigi Group may not be able to process your application properly or at all.
9. Automated decision-making
Recruitment processes are not based solely on automated decision-making.
10. Changes to this statement
We may update this statement from time to time. The current version, with its effective date, is always published on our website.
11. Contact
Data protection enquiries: dpo@prodigi.com
Recruitment enquiries: via Recruitee or as set out in the relevant job posting.
Postal: Data Protection, Prodigi, Unit 20, Caker Stream Road, Alton, Hampshire, GU34 2QA, UK.