Privacy policy for the Multevo Ltd recruitment and career site
Date of publication: 28-11-2025
This notice explains how Multevo Ltd collects, uses and protects personal data about job applicants and candidates who use our careers site or apply for roles with us. It sets out what information we collect, why we collect it, how long we keep it and the rights you have under UK data protection law.
Who we are:
Multevo Ltd (company number 7308583) supplies, trains and maintains plant and equipment, provides facilities management, and delivers highway maintenance services.
Controller: Multevo Ltd
Registered office: Units 1-3 Off Charles Street, Duckworth Street, Darwen, Lancashire, England, BB3 1BF
Privacy contact: sar@multevo.co.uk
We process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
What data we collect about candidates:
We may collect and process the following types of information when you apply for a role, join our talent pool or otherwise engage with our recruitment process:
- Identity and contact details - name, email address, phone number, address, preferred pronouns.
- Application and CV data - CV, cover letter, work history, education, skills, professional memberships, salary expectations, notice period and any other information you choose to include.
- Recruitment process information - role(s) applied for, interview notes and scores, assessments or tests, communications with you, interview availability, and progress through the recruitment stages.
- Right-to-work and pre-employment checks - proof of identity, nationality and immigration status; professional qualifications, licences and driving records where relevant to the role.
- Technical data from the careers site - IP address, browser type, device information, pages viewed and interactions on our careers site, via cookies and similar technologies.
- Optional equality and diversity information - such as gender, ethnicity, disability and other protected characteristics - may be collected only where necessary and only with your explicit consent, for monitoring and reporting purposes in line with equality law. Providing this information is entirely voluntary and will not affect your application or employment; it will only be requested if you are successful and during onboarding to your new role.
- Any other information you choose to provide in your application or communications with us.
We ask you not to include unnecessary special category data (e.g. detailed health or religious information) in your application unless we specifically request it for adjustments or legal reasons.
Where we get your data from
We collect your data:
- Directly from you when you apply for a role, join our talent pool or communicate with us.
- From recruitment agencies or job boards where you have applied via those services.
- From referees you have identified.
- From pre-employment check providers and official bodies (for example, right-to-work checks, driving licence checks or qualification verification, where relevant to the role).
Why we use your data and lawful bases
We process candidate data for the following purposes under the UK GDPR:
Managing your application and recruitment process
Assessing your skills and suitability, arranging and conducting interviews, keeping you informed about the process, and making hiring decisions.
Lawful bases:
- Article 6(1)(b) UK GDPR - contract: taking steps at your request prior to entering into a contract (for the role you have applied for).
- Article 6(1)(f) UK GDPR - legitimate interests: our legitimate interests in managing an effective recruitment process and selecting suitable candidates.
Carrying out right-to-work and other pre-employment checks
Verifying your identity, eligibility to work in the UK and, where relevant, professional qualifications or licences.
Lawful bases:
- Article 6(1)(c) UK GDPR - legal obligation: compliance with legal obligations (for example right-to-work checks).
- Article 6(1)(f) UK GDPR - legitimate interests: ensuring the safety and compliance of our operations.
Talent pooling and future opportunities (optional).
Retaining your details so we can contact you about future roles that may be of interest, where local law allows.
Lawful basis:
- Article 6(1)(f) UK GDPR - legitimate interests: our legitimate interests in building and maintaining a talent pool of potential candidates, balanced against your privacy rights. You can ask us at any time not to keep your details for this purpose.
Equality and diversity monitoring (optional)
Successful candidates may be invited to provide equality and diversity information (for example about your gender, ethnicity, disability) so we can monitor the fairness and effectiveness of our recruitment process and improve our diversity and inclusion practices.
Providing this information is entirely voluntary and will not be used in any hiring decision. It is collected on a separate form from your application, is visible only to a limited HR group. We do not export or share equality/diversity data in identifiable form except where strictly necessary.
By choosing to provide this information and, where relevant, ticking the consent box, you give your explicit consent for us to process these special category data for equality and diversity monitoring purposes, in line with the UK GDPR and the Data Protection Act 2018. You can decline to provide this information, or withdraw your consent at any time, without affecting your application.
Lawful basis for special category data:
- Typically Article 9(2)(a) UK GDPR - explicit consent, together with the relevant condition in Schedule 1 of the Data Protection Act 2018 (equality of opportunity or treatment).
Handling legal claims and compliance
Keeping records and information necessary to establish, exercise or defend legal claims and to comply with legal or regulatory requirements (for example, equalities legislation).
Lawful bases:
- Article 6(1)(c) UK GDPR - legal obligation where we must process information to comply with the law.
- Article 6(1)(f) UK GDPR - legitimate interests where we need to use relevant records to prevent or manage disputes and to establish, exercise or defend legal claims. Where this involves special category data (for example health or ethnicity information).
- We may also rely on Article 9(2)(f) and, where appropriate, Article 9(2)(g) UK GDPR, together with the relevant conditions in Schedule 1 of the Data Protection Act 2018, which allow organisations to use special category data for legal claims and for promoting equality of opportunity or treatment, subject to additional safeguards.
Automated decision-making
We do not make solely automated decisions about candidates that have legal or similarly significant effects. If this changes, we will update this notice and explain the logic involved and your rights.
Who we share your data with
We share candidate data only where necessary and subject to appropriate safeguards:
- Teamtailor - we use Teamtailor as our applicant tracking system and careers site provider.
- Teamtailor processes your data on our instructions as our data processor.
- Other service providers - for example email and IT hosting, video-interview or online test providers, and background-check providers where relevant to the role.
- Recruitment agencies - where they introduced you to us or where we need to update them about the status of your application.
- Legal, regulatory and compliance bodies - such as government departments, regulators, law-enforcement or courts where required by law or to defend legal claims.
- If you are successful, relevant information from your application (such as your name, contact details, role and training needs) will be added to our training management system, Moralbox, so we can manage your training and competence records. Moralbox processes this data on our behalf. You can read more about their data protection practices at: www.moralbox.com/legal/data-protection-policy/
All processors are required to protect your data and must not use it for their own purposes.
International transfers
We primarily store and process candidate data within the UK and European Economic Area (EEA).
Some of our service providers, including Teamtailor and certain sub-processors, may process data in countries outside the UK/EEA (for example, the United States). Where this happens, we ensure appropriate safeguards are in place, such as:
- The UK International Data Transfer Addendum or UK Addendum to the EU Standard Contractual Clauses; and/or
- UK adequacy regulations or the UK-US Data Bridge (where the recipient is certified).
Further information about Teamtailor’s sub-processors and transfer safeguards is available on Teamtailor’s Trust Center and can be provided on request.
How long we keep your data
We keep candidate data only as long as necessary for the purposes described above and to comply with legal and regulatory requirements. Typical periods are:
- Rejected applicants: up to 12 months after the recruitment process for the relevant role has concluded.
- Inactive candidates: candidates who have had no activity or contact with us for a prolonged period are normally retained for up to 12 months from our last meaningful interaction, after which their profile is deleted unless there is a specific reason to keep it longer (for example, a live dispute).
- Candidates who ask us to remove their data: where you request deletion, we will usually delete your profile within 24 hours to 1 month. We may retain a minimal record of the request and our response for a short period (up to one month) for learning purposes, to see if we can get feedback to improve our candidate application experience / process.
- Candidates with missing or expired permission/consent: if we no longer have a valid permission/consent to retain your data (for example, your permission to stay in our talent pool has expired), we will normally try to contact you to renew it. If permission is still missing or expired, your profile will be deleted after 6 months.
- System backups: Teamtailor maintains short-term backups of the platform for security and resilience. Deleted candidate data may remain in encrypted backups for up to 10 days, and for certain sub-processors for up to 30 days, after which it is overwritten.
In all cases, we may keep data for longer where necessary to establish, exercise or defend legal claims, or to comply with legal or regulatory requirements. When data is no longer needed, it is deleted or anonymised securely.
Your rights
Under the UK GDPR you have the following rights in relation to your personal data:
- To be informed about how we use your data.
- To request access to your data.
- To request correction of inaccurate or incomplete data.
- To request erasure of your data in certain circumstances.
- To request restriction of processing.
- To object to processing based on our legitimate interests.
- To data portability.
- Tights in relation to automated decision-making and profiling.
To exercise any of these rights, please contact sar@multevo.co.uk. We may need to verify your identity before responding.
If you have given explicit consent for equality and diversity monitoring, you can withdraw that consent at any time and we will stop using that information for monitoring purposes (and delete or anonymise it, subject to any legal requirements).
Complaints
If you have concerns about how we handle your data, please contact us at support@multevo.co.uk or sar@multevo.co.uk.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at any time. We would appreciate the chance to resolve your concerns first.
Updates to this notice
We may update this notice from time to time to reflect changes in how we handle candidate data or changes in the law. The “Effective date” at the top shows when it was last updated, and the most recent version will always be available on our careers site.
