Who We Are

Zip World LTD ("we", "our", "us") is the data controller for the purposes of GDPR. This means we are responsible for deciding how we hold and use personal information about you.

What Data We Collect

We collect and process the following types of personal data:

• Identification Data: Name, contact details (email, phone number, address).
• Professional Background: CV/resume, cover letter, education, qualifications, employment history.
• Interview and Assessment Data: Notes from interviews, test results, evaluations.
• References and Background Checks (where applicable).
• Technical Data: IP address, browser type, location data (if you apply online).
• Video and Audio Recordings: If you choose to submit a video as part of your application, we will collect video and audio recordings. Video recordings may inadvertently reveal personal characteristics visible on camera or through background materials (such as posters, photos, or other items in your surroundings). Video submissions are entirely optional - you can complete your application without providing a video and will not be disadvantaged. Please be mindful of your surroundings if you choose to record a video submission.

Purpose and Legal Basis for Processing

We process your personal data in accordance with Article 6 and Article 9 of the GDPR, based on one or more of the following legal bases:

• To take steps at your request prior to entering into a contract (Article 6(1)(b)): This includes processing your data during the application and interview stages.
• To enter into a contract with you (Article 6(1)(b)): If your application is successful, we will use your data to prepare and execute an employment contract.
• To comply with legal and regulatory obligations (Article 6(1)(c)): For example, we are required to verify your right to work in the UK before employment can begin.
• To pursue our legitimate interests (Article 6(1)(f)): This includes managing the recruitment process, assessing your suitability for a role, and making hiring decisions. It also includes processing data as necessary to establish, exercise, or defend against legal claims.
• To carry out our obligations in the field of employment and social security law (Article 9(2)(b)): We may process health-related information if it is necessary to make reasonable adjustments during the recruitment process for candidates with disabilities.
• With your explicit consent (Article 9(2)(a)): Where we collect special category data such as information on ethnicity, sexual orientation, health, religion or belief, age, gender, or marital status, it is for equal opportunity and diversity monitoring purposes. Providing this information is entirely voluntary, and you may withdraw your consent at any time.

Optional Video Recruitment Assessment (Article 6(1)(f) and Article 9(2)(b))

We offer candidates the option to submit video recordings during the application process to help us assess suitability for roles. Video submissions are entirely optional, and you will not be disadvantaged if you choose not to provide one. Video recordings may reveal special category data such as race, gender, age, and potentially disability or health indicators. We process this data under our legitimate interests in conducting effective recruitment (Article 6(1)(f)), and where special category data is revealed, under Article 9(2)(b) as necessary for carrying out our obligations in the field of employment law. All hiring managers receive training in fair recruitment practices to prevent discrimination. We maintain an appropriate policy document as required by Schedule 1 of the Data Protection Act 2018.

We will not use your data for any purpose other than recruitment.

Data Retention

We retain your personal data for 6 Months after the conclusion of the recruitment process. With your consent, we may keep your profile for future job opportunities. You can withdraw your consent at any time.

Data Sharing

• Deputy, which provides our video recruitment platform. Deputy processes data within the UK/EEA, with any transfers outside the EEA protected by appropriate safeguards including Standard Contractual Clauses.
• All service providers are contractually obligated to comply with GDPR and protect your data.

International Data Transfers

If your data is transferred outside the EEA, we will ensure appropriate safeguards are in place, such as:

• EU Commission adequacy decisions.
• Standard Contractual Clauses (SCCs).
• Binding Corporate Rules.

Your Rights Under GDPR

You have the right to:

• Access - Know what personal data we hold about you.
• Rectify - Correct inaccurate or incomplete data.
• Erase - Request deletion of your data ("right to be forgotten").
• Restrict - Limit the use of your data.
• Object - Object to data processing based on legitimate interests.
• Data Portability - Receive a copy of your data in a structured format.
• Withdraw Consent - At any time, where processing is based on consent.
• Lodge a Complaint - With your local Data Protection Authority.

To exercise these rights, contact us at: dpo@zipworld.co.uk

Data Security

We apply appropriate technical and organizational measures to protect your personal data, including encryption, access controls, and secure storage.

Automated Decision-Making

Our recruitment software may use automated tools to support the recruitment process. However, no hiring decisions are made solely based on automated processing. All applications and video submissions are reviewed by human hiring managers who make the final recruitment decisions.