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Candidate Privacy Notice


This notice explains how Klime-Ezee Ltd handles your personal data when you apply for a job with us, including any video you send. We comply with the UK GDPR and the Data Protection Act 2018.


Who we are


Klime-Ezee Ltd is the data controller for your application. That means we decide how your data is used and we're responsible for looking after it.

• Company: Klime-Ezee Ltd (company no. 02857112)
• Address: Wood Street North, Meadow Lane Industrial Estate, Alfreton, Derbyshire, DE55 7JR


This notice covers everyone who applies for a role, sends us a CV, or takes part in our recruitment process. It doesn't cover our employees. If you join us, our staff Data Protection Policy takes over.


What we collect


We only collect what we need to assess your application.

• Contact details: name, address, email, phone number
• Your application: CV, covering letter, work history, qualifications, skills and certificates (e.g. welding tickets, forklift licence)
• Video: any recorded video introduction or interview you send us
• Interview notes: notes and scores from interviews, trial shifts or practical tests
• References: from referees you name, only if we make you an offer
• Right to work: passport, visa or share code, checked only if we make you an offer
• Adjustments: any health or disability information you choose to tell us so we can make reasonable adjustments

 

Most of this comes from you. We may also get it from Workforce.com (our recruitment system), job boards or a recruitment agency you've applied through.

 

We don't use automated decision-making. A person at Klime-Ezee reviews every application.


Why we use it


We use your data to decide whether you're right for the role, arrange interviews and stay in touch about your application.

 

What we do > Lawful basis

  • Review your application, video and interview > Steps before entering a contract with you, and our legitimate interest in hiring the right people

  • Check your right to work in the UK > Legal obligation

  • Make reasonable adjustments > Legal obligation under the Equality Act 2010 (employment law condition for health data)

  • Keep records in case of a legal claim > Legitimate interest in defending claims

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We won't use your video or application for marketing, and we won't sell or share it outside the process described here.


Where it's stored and who can see it


Your application and video are stored in Workforce.com and, where needed, in a restricted recruitment folder in our Google Workspace. Both are password-protected and access-controlled.


Only these people can see your data:

• the hiring manager for the role
• our COO, who oversees HR
• our Managing Director, if they're part of the final decision


We share it outside Klime-Ezee only when we have to:

• Service providers: Workforce.com and Google, who store data for us under contract and can't use it for their own purposes
• Referees: only the details needed to request a reference, and only after an offer
• The law: if we're legally required to disclose it


Some of these providers may store data outside the UK. Where they do, they're bound by approved safeguards such as the UK International Data Transfer Agreement or standard contractual clauses.


How long we keep it


If you're unsuccessful, we permanently delete your application, video and interview notes 6 months after we fill the role.

 

Situation > What happens​

  • Unsuccessful > Deleted 6 months after the role is filled

  • You ask to be kept on file for future roles > Kept for up to 12 months with your consent, then deleted

  • You're hired > Moves to your personnel file and follows our staff retention rules

  • You withdraw > Deleted within 30 days unless we need it for a legal claim


We keep data for 6 months because that covers the time limit for most discrimination claims. When we delete it, we remove it from Workforce.com, Google Workspace, WhatsApp and email so it can't be recovered.


Your rights


You can ask us at any time to:

• give you a copy of the data we hold about you
• correct anything that's wrong
• delete your data, including your video
• stop or limit how we use it
• withdraw any consent you've given, such as being kept on file


Email culture@klime-ezee.com. It's free, and we'll reply within one month.


If you're unhappy with how we've handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.


We review this notice every year. Last reviewed: November 2026.

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