Candidate privacy notice
This Candidate privacy notice explains what you can expect us to do with your personal data. This Privacy Notice makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for.
We are Elexon, which includes Elexon Limited and its wholly owned subsidiaries EMR Settlement Limited and Elexon Clear Limited. Elexon is a “controller” in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. It provides you with certain information that must be provided under data protection legislation.
Contact details
We are Elexon, which includes Elexon Limited and its wholly owned subsidiaries EMR Settlement Limited and Elexon Clear Limited. We have offices at:
350 Euston Road
4th Floor
London
NW1 3AW
You can contact us by email, regarding your application at recruitment1@elexon.co.uk.
What information we collect or use, and why
We collect or use the following information for recruitment purposes:
Type of personal dataDescription of the personal dataContact and communications information
- Your contact details (including email address, telephone number, and postal address)
- Records of communications and interactions we have with you
Biographical, educational, and social information
- Your name, title, nationality, and date of
birth - Curriculum vitae, resume, education history, academics, or achievements
- Details of your education and references from your institutions of study
Professional or employment relation information
- Application materials
- Details of your work history and references from your previous employers, including details of restrictions such as restrictive covenants, non-compete, or non-solicitation
- Skills and qualifications
- Hire state
- Job end or termination date
- Work authorisation status
Government issued identification and identifiers
- Passport;
- Drivers’ licenses;
- National Insurance Number, or other unique identifiers
- Other documents issued by a government such as citizenship, visa, residency.
Digital or electronic information
- Date and time of your visits to our careers pages, geographical information, IP addresses, the date and time of accessing digital services and geolocation where this is enabled in your device settings
- Pages viewed and browsing behaviour on our websites including interaction and navigation and fields completed on forms and applications
- Audio, electronic, visual, or similar information such as CCTV footage, photographs, or interview recordings
Any other information you choose to provide
- Employment preferences, such as willingness to relocate, current salary, desired salary, professional memberships
Background checks and references
- Information about your performance, skills, attitude, and personal attributes, including personality assessments
- Criminal records (relevant for certain roles, referred to as “sensitive data”)
Special category of data (“sensitive data”), required for equal opportunities, make reasonable adjustments, and or collected indirectly, such as:
- Ethnicity, or race (religion, sexual orientation, gender identity)
- Health information
As part of the recruitment process, we may collect information about your health to make reasonable adjustments where required, and we may also ask about characteristics such as race, ethnicity, or religion for equal opportunities monitoring. Providing this information is always voluntary and will not affect your application. We process this data to comply with our legal obligations under employment and equality law and, where applicable, on the basis of your explicit consent.
Any such information will be kept strictly confidential, used only for the stated purposes, and not shared with those involved in selection decisions.
In accordance with Data Protection Laws, if we require your consent to process or share your personal data and you do not allow us to process or share that data as intended, then we may not be able to process your application properly or at all.
How we will use information about you and our lawful basis
The lawful purposes:
- Comply with legal or regulatory requirements;
- It is in our legitimate interests, for example, to:
- Decide whether to appoint you to role since it would be beneficial to our business to appoint someone to that role
- To assess your skills, qualifications, and suitability for the role
- Carry out background and reference checks, where applicable
- Communicate with you about the recruitment process
- Keep records related to our hiring processes
- We also need to process your personal information to decide whether to enter into a contract with you
- With your explicit consent
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
Your rights
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete
- Your right to erasure – You have the right to ask us to delete your personal information
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information
- Your right to object to processing – You have the right to object to the processing of your personal data
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. If you make a request, we must respond to you without undue delay and in any event within one month
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. Please note, these rights are not absolute.
Where we get your personal data from
- Directly from you, the candidate
- Recruitment agency, or internal recruiters
- Background checks provider
- Candidate assessment providers
- Your named referees
- CCTV footage or other recordings
- Publicly available sources
- Health care professionals
Our employees that may have referred you for a role.
How long we keep information
- We will retain your personal information for a period of 6 months after we have communicated to you our decision about whether to appoint you to role
We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our retention schedule and or any applicable laws. - If you are offered and accept a role with us, whether as an employee or contractor, your personal data will be retained and processed as per our staff privacy notice and retention policy for the duration of your engagement and as required thereafter
- If we would like us to retain your personal information on file, on the basis that we might be able to consider you for an opportunity that may arise in future, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period for that purpose
Who we share information with
We will only share your personal information with the following third parties for the purposes of processing your application:
- Previous employers
- Organisations we are legally obliged to share personal information with
- Suppliers and service providers
- Our subsidiaries, including EMR Settlement Limited and Elexon Clear Limited
All our third party service providers and other subsidiaries are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Most of the personal data we process is kept within the EU. If we do need to transfer personal data outside the EU, we will make sure it is protected using legal safeguards such as adequacy decisions or standard contractual clauses where required, so that your rights and protections travel with your data
How to complain
If you have any concerns about our use of your personal data, please email us at data.protection@elexon.co.uk.
You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO).
This policy version was last updated in September 2025.
