1. Who We Are

Pubx AI Ltd (“we”, “us”, “our”) is the data controller of the personal data you provide during the recruitment process.

Company name: Pubx AI Ltd
Registered address: 43 Castle Nurseries,England, GL55 6JT
Contact email: jobs@pubx.ai

Data Protection Officer (DPO): Miral Sufan
DPO contact email: privacy@pubx.ai

You can contact the DPO directly for any questions regarding how your personal data is processed, or to exercise your data subject rights.

We process personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

• Identification details (name, address)

• Contact details (email address, telephone number)

• CV and employment history

• Educational background and qualifications

• Cover letters and supporting statements

• Interview notes and assessment outcomes

• Salary expectations

• References

• Right to work documentation

• Any other information you choose to provide

We do not intentionally collect special category data (such as health or ethnicity information) as part of our recruitment process.

3. How We Collect Your Data

We collect personal data:

• Directly from you when you apply for a role

• From Recruitment where you apply through them

• From referees you nominate

• From publicly available professional sources (e.g., LinkedIn), where relevant

4. Why We Process Your Data and Our Lawful Basis

We process your personal data for the following purposes:

A. To assess your suitability for employment

Lawful basis: Legitimate interests (to recruit suitable employees)

B. To communicate with you about your application

Lawful basis: Legitimate interests

C. To verify your right to work in the UK

Lawful basis: Legal obligation

D. To retain your details for future opportunities (if unsuccessful)

Lawful basis: Legitimate interests

You have the right to object to processing carried out under legitimate interests at any time.

5. Who We Share Your Data With

We may share your personal data with:

• Recruitment agencies who assist us in sourcing candidates

• Our HR software provider who securely stores applicant information.

• IT service providers

• Professional advisers where necessary

• Regulatory authorities where required by law

We ensure that appropriate contractual safeguards are in place with all service providers processing personal data on our behalf.

6. International Transfers

Candidate data is stored within the European Economic Area (EEA) on AWS servers located in Ireland via our HR software provider.

Our IT software may store data in data centres within the UK, EEA, or internationally.

However, personal data may be accessed by personnel located outside the UK/EEA. Where this occurs, appropriate safeguards are implemented in accordance with the UK General Data Protection Regulation, including approved standard contractual clauses or equivalent mechanisms to ensure your data remains protected.

7. How Long We Keep Your Data

If your application is unsuccessful, we will retain your personal data for up to 6 months following the conclusion of the recruitment process.

If you are successful, your recruitment data will form part of your employee record and will be retained in accordance with our employee privacy policy.

You may request deletion of your data at any time during the 6-month period.

8. Is Providing Your Data Mandatory?

You are not legally required to provide personal data when applying for a role.

However, if you do not provide information necessary for us to assess your application (such as your CV or right-to-work documentation), we may be unable to progress your application.

9. Automated Decision-Making

We do not carry out automated decision-making or profiling in our recruitment process.

All recruitment decisions involve human review.

10. Your Data Protection Rights

Under the UK General Data Protection Regulation, you have the right to:

• Request access to your personal data

• Request correction of inaccurate or incomplete data

• Request erasure of your data

• Request restriction of processing

• Object to processing based on legitimate interests

• Request transfer of your personal data in certain circumstances

If you wish to exercise any of these rights, please contact us using the details above.

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (https://www.ico.org.uk).