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Data Protection Information Document for Candidates

 This document covers how we use the information provided to us by candidates for vacancies. 

How we may use your information

We keep information passed to us confidential and will not disclose it to third parties except where:

  • it is authorised by you
  • it is detailed in this document or
  • it is required by law or our professional rules.

We have procedures designed to ensure that personal data is used only by appropriately authorised and trained personnel and to safeguard such information against accidental loss or unauthorised disclosure.

Where you have provided any information to us in relation to job vacancies (whether via an agency, in response to a job advertisement or on a speculative basis) we may keep your details on our system so that we can

  • undertake administration and accounting purposes;
  • make credit searches and identity validation services; and
  • send you relevant information on our services and on events that may interest you.

All information that we hold concerning you as an individual will be held and processed by us strictly in accordance with the provisions of the General Data Protection Regulation 2018.


Communication Security

Where you provide us with fax or computer network addresses for sending material to, we will assume, unless you tell us otherwise, that your arrangements are sufficiently secure and confidential to protect your interests.

The Internet is not secure and there are risks if you send sensitive information in this manner or you ask us to do so. Data we send by email is not routinely encrypted.

We will take reasonable steps to protect the integrity of our computer systems by screening for viruses on email sent or received. We expect you to do the same for your computer systems.

We will aim to communicate with you by such method as you request. This will normally be in writing (including email), but may be by telephone if it is appropriate. We cannot be responsible for the security of correspondence and documents sent by email or fax.

We may correspond with you by email unless you advise us in writing that you do not wish us to do so. Please note that email may not be secure. Email will be treated as written correspondence and we will assume that the purported sender of an email is the actual sender and that any express or implied approval or authority referred to in an email has been validly given. We may monitor and read any email correspondence travelling between you and any mail recipient at Coles Solicitors.


How we store your information

During your application or enquiry

During the application process, we may hold your information both electronically and in paper format. We will use all reasonable measures to ensure that your information remains confidential and will advise you immediately if we believe that any of your information has been released. We have procedures in place with our staff members to ensure that your information is only seen by members of staff who have a legitimate reason for accessing your information.

After the application

If you are successful at obtaining employment with us, you will be provided with a separate document detailing how we will deal with your information from that point forward.

If you are not successful at obtaining employment with us, we will hold any documents (both paper and electronic) for a period of 12 months from your initial approach. After the period referred to above has elapsed, we will destroy the documents securely. Once that has happened, the documents will no longer be available.

If you send document to us speculatively (ie not in response to a particular advertisement), we will hold your CV or application on our files in case there are any vacancies for which we consider you may be interested in the future. We will only hold your CV or application (both paper and electronic) for a maximum period of 12 months from your initial approach. After that period, we will destroy the documents securely and they will no longer be available. If during this period, you no longer wish us to hold your CV or application, please inform us and we will ensure that the documents are securely destroyed immediately.

What your rights are

If you are an individual, you have a right under the Data Protection Act 2018 to obtain information from us, including a description of the data that we hold on you. Should you have any queries concerning this right, please contact our Data Protection Compliance Officer.

Who we may give your information to

We may share your information with third parties (including law enforcement agencies) where we are required to do so by law.