FMPay | Privacy Notice – Candidates

Privacy Notice – Candidates

Effective date: 23rd of August 2021

At FMPay, we are committed to protecting and respecting your privacy and safeguarding any personal data that you give to us. We are transparent about the processing of your personal data and this notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

We are a controller under the UK GDPR and the Data Protection Act 2018. Our data protection officer is Kristy Gouldsmith and she can be contacted a [email protected]



We are:

FM Finance Ltd t/a FMPay

Suite 44 Pure Offices

Hatherley Lane,

Cheltenham Office Park

Cheltenham

United Kingdom 

GL51 6SH

Tel: +44 1242 9072 60 

Email:  [email protected]

    Personal data processed

  1. We collect information about our prospective employees when they apply for employment with us, and we process it on an on-going basis. We will process the following data:
    • Your application form containing your name, contact details, education and qualifications.
    • A copy of each reference obtained for you;
    • Documentary evidence of any qualifications
    • In order to employ you, we are required to establish your identify and your right to work in the UK. We will need a copy of your birth certificate and passport (if any) (name, date of birth, nationality, photo, passport number)
    • Depending upon the position, we may require a basic criminal record certificate. A basic certificate will contain details of convictions and cautions from the Police National Computer (PNC) that are considered to be unspent under the terms of the Rehabilitation of Offenders Act (ROA) 1974.
  2. Site Data.

  3. We collect information about your computer, including your IP address, operating system and browser type, for system administration and for the security of our website.

    We do not use cookies (except essential or necessary cookies) without your consent.

  4. Personal data we receive from other sources.

  5. We will receive information about you from your referees.

    Legal bases we use to process your information

    We ask you for personal details to assess your suitability as a candidate and to provide the best possible recruitment experience.

    Your submission of your CV or application is with your consent.

    We will then process the data in your application or CV and the data collected on you during the recruitment process in order to assess your suitability for the position under the legal basis of legitimate interest.

    We have a legal obligation to perform right to work checks on potential staff.

    We process the following data under legitimate interest:

    • We hold your CV and all data collected during the recruitment process for six months in the unlikely event of any employment tribunal claims; and
    • All personal data is stored securely on servers and in the cloud.

    When and with whom we share your information

    We share your personal data with third parties who:

    • help us provide our services
    • assist us with running our business, complying with our legal obligations and defending our rights and those of our customers (e.g. consultants, accountants and lawyers).
    • We will share your personal data with third parties who assist us with fraud prevention and identify verification. We will also respond to requests from courts, law enforcement agencies, regulatory agencies, and other government authorities.

      We will share your personal data with third parties in the event of any reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock.

      When a third-party entity processes your personal data on our behalf, we have a data sharing agreement with them that sets out their obligations under data protection law.

    Automated decision making

    We do not use any automated decision making.

    Retention of your information

    We will keep your CV and recruitment pack information for six months in case of the unlikely event of any employment claims.

    International data transfers

    We may, and we may use third-party service providers to, process and store your personal data in countries outside of the UK, such as those in the European Economic Area (EEA). We use standard contractual clauses which have been approved by the European Commission.

    What are your rights regarding your personal data?

    You have the right:

    • To access to your personal data and information about our processing of it. You also have the right to request a copy of your personal data (but we will need to remove information about other people).
    • To rectify incorrect personal data that we are processing.
    • To request that we erase your personal data if:
    • we no longer need it;
    • if we are processing your personal data by consent and you withdraw that consent;
    • if we no longer have a legitimate ground to process your personal data; or
    • we are processing your personal data unlawfully
    • To object to our processing if it is by legitimate interest.
    • To restrict our processing if it was by legitimate interest
    • To request that your personal data be transferred from us to another company if we were processing your data under a contract or with your consent and the processing is carried out automated means.

    If you want to exercise any of these rights, please contact us.

    If you have a concern about the way we are collecting or using your personal data, please raise your concern with us in the first instance. You may also contact the Information Commissioner’s Office at https://ico.org.uk/concerns/.