Rocket Saas Recruitment Privacy Policy
Last updated: 30 July 2026
1 BACKGROUND
1.1 This policy tells you how we look after your personal data when you register as a candidate with us in relation to our recruitment services. It sets out what information we collect about you, what we use it for and who we share it with. It also explains your rights and what to do if you have any concerns
1.2 We may sometimes need to update this notice, to reflect any changes to the way we manage our day-to-day activities or to comply with new legal requirements. Please check back on this notice before you apply for a new role with us.
2 WHO WE ARE AND OTHER IMPORTANT INFORMATION
2.1 We are Rocket SaaS registered in England and Wales with company number [number] with our registered address at [reg address] (we, us or our).
2.2 We are the controller for your information (which means we decide what information we collect and how it is used).
2.3 We are registered as a controller ICO registration reference number: ZB485178.
3 CONTACT DETAILS
3.1 If you have any questions about this privacy notice or the way that we use information, please get in touch using the following details.
Privacy Lead
- Name: Natalia James
- Email address: privacy@rocket-saas.io
4 THE INFORMATION WE COLLECT ABOUT YOU
4.1 As part of any recruitment process, Rocket SaaS collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use your data and to meet our data protection obligations.
4.2 Personal data means any information which does (or could be used to) identify a living person. We have grouped the types of personal data that we collect and where we receive it from below:
-Identity Data: name, title, date of birth, job title, gender, emergency contact name and their
relationship to you, passport, right to work, driving licence.
-Contact Data: personal email address, telephone numbers, home address.
-Recruitment Data: copies of right to work documents, interview notes, information you provided in your CV or cover letter as part of the registration or wider recruitment process.
-Employment and Qualification Data: current and/or previous job titles, work history, working hours, training records, professional membership, current level of remuneration, including benefit entitlements;
-Special category data: Whether or not you have a disability for which Rocket SaaS needs to make reasonable adjustments during the recruitment process
-Criminal offence data (e.g. the results of a DBS or other criminal-record check). We only obtain this where the role lawfully requires it and where we are permitted to do so under the Data Protection Act 2018.
-Equal opportunities monitoring information: including information about your ethnic origin, sexual orientation, health, and religion or belief.
-Feedback: information and responses you provide when completing surveys and questionnaires.
-Photo and Image Data: profile picture, images, videos and audio (e.g. video calls), CCTV
Footage.
-Technical and Usage Data: internet protocol (IP) address, browser type and version, time zone setting and generic location, browser plug-in types and versions, operating system and platform on the devices you use to access our systems. Information about how you use our systems (such as our recruitment platform).
5 HOW WE COLLECT YOUR INFORMATION
5.1 Rocket SaaS collects information in a variety of ways.
-Directly from you: through your application, CV, correspondence, interviews and assessments;
-From third parties: such as recruitment agencies, job boards, professional networking sites, referees you have nominated, and background-check or right-to-work verification providers; and
-Automatically: limited technical data when you use our careers site or online application system.
6 WHY WE USE YOUR DATA
Under the UK GDPR we must have a lawful basis for each use of your data. Ours are set out below. Where we rely on legitimate interests, we have carried out a balancing assessment to make sure our interests do not override your rights. You can ask us for more information about this.
6.1 Purpose
Assessing your suitability, managing the recruitment process, communicating with you, and arranging interviews
Lawful basis
Our legitimate interests in recruiting for and running our business, and taking steps at your request prior to entering a contract
6.2 Purpose
Verifying your identity and right to work, and meeting other legal or regulatory requirements
Lawful basis
Compliance with a legal obligation
6.3 Purpose: Keeping records to defend against, or bring, legal claims
Lawful basis
Our legitimate interests and legal obligations
6.4 Purpose
Retaining your details in a talent pool for future opportunities
Lawful basis
Your consent (which you can withdraw at any time)
6.5 Purpose
Diversity and equal-opportunities monitoring
Lawful basis
Consent and/or the substantial public interest condition for equality of opportunity or treatment, with an Appropriate Policy Document in place
6.6 Purpose
Health information for reasonable adjustments
Lawful basis
Explicit consent, and/or our obligations in the field of employment law
6.7 Purpose
Criminal-record checks where the role requires them
Lawful basis
A condition under Schedule 1 of the Data Protection Act 2018, and a legal or regulatory requirement
7 HOW WE USE YOUR INFORMATION
7.1 We are required to identify a legal justification (also known as a lawful basis) for collecting and using your personal data. There are six legal justifications which organisations can rely on. The most relevant of these to us are where we use your personal data to:
- comply with a legal obligation that we have; pursue our legitimate interests (our justifiable business aims) but only if those interests are not outweighed by your other rights and freedoms (e.g. your right to privacy);
-(in very rare circumstances) to protect yours or another person's vital interests (e.g. disclose
medical information to an attending paramedic, inform your nominated emergency contact);
- do something that you have given your consent for.
7.2 Below is set out the lawful basis we rely on when we use your personal data. If we intend to use your personal data for a new reason that is not listed below, we will update our privacy notice and notify you.
7.2.1 Legal Obligation
- Complying with our legal obligations as a recruitment business during the recruitment process.
7.2.2 Legitimate Interests
-To review your CV information, and any information you provide during the recruitment process to ascertain your suitability for roles.
- To deal with any disputes that arise.
7.2.3 Vital Interests
-To use your personal data in an emergency to ensure your wellbeing or the wellbeing of another person.
7.2.4 Consent
- Where we ask you to provide diversity information.
- Where we have otherwise asked you to provide your consent.
8 WHO WE SHARE YOUR INFORMATION WITH
8.1 We share (or may share) your personal data with:
our staff involved in the recruitment decision, HR team, recruitment team and accountants (on a need-to-know basis);
service providers acting as our processors, such as our applicant tracking system, recruitment agencies, assessment providers, and IT and hosting suppliers, under contracts that require them to protect your data;
background-check and right-to-work verification providers;
referees you have nominated; and
regulators, law enforcement or other authorities where we are legally required to do so.
8.2 Rocket SaaS will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. Rocket SaaS will then share your data with former employers to obtain references for you, and with employment background checks providers to obtain necessary background checks.
9 WHERE YOUR INFORMATION IS LOCATED OR TRANSFERRED TO
9.1 Your data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
9.2 We store your personal data on our servers in Europe.
9.3 We will only transfer information outside of the UK or EEA where we have a valid legal
mechanism in place (to make sure that your personal data is guaranteed a level of protection, regardless of where in the world it is located, e.g. by using contracts approved by the ICO).
9.4 If you access our systems whilst abroad, then your personal data may be stored on services located in that country.
10 HOW WE KEEP YOUR INFORMATION SAFE
10.1 We have implemented security measures to prevent your personal data from being accidentally or illegally lost, used or accessed by those who do not have permission. These measures include:
- access controls and user authentication (including multi-factor authentication)
- internal IT and network security
- regular testing and review of our security measures
- incident and breach reporting processes
- business continuity and disaster recovery processes
10.2 If there is an incident which has affected your personal data and we are the controller, we will notify the regulator and keep you informed (where required under data protection law).
11 HOW LONG WE KEEP YOUR INFORMATION
11.1 Where we are responsible for making decisions about how to collect and use your personal data, we will only keep your personal data for as long as necessary to fulfil the purposes we collected it for or as long as required to fulfil our legal obligations.
11.2 When we consider how long to keep your personal data, we will consider whether it is still necessary to keep it for the purpose which we collected it or whether the same purpose could be achieved by holding less personal data. We will also consider the volume, nature, and sensitivity of the personal data and the potential harm to you if there was an incident affecting your personal data.
11.3 We keep your candidate information for 24 months after our last contact with you. At the end of that period, your data is deleted or destroyed.
12 YOUR LEGAL RIGHTS
12.1 You have specific legal rights in relation to your personal data. These are as follows:
-Access: You must be told if your personal data is being used and you can ask for a copy of your personal data as well as information about how we are using it to make sure we are abiding by the law.
-Correction: You can ask us to correct your personal data if it is inaccurate or incomplete. We might need to verify the new information before we make any changes.
-Deletion: You can ask us to delete or remove your personal data if there is no good reason for us to continue holding it or if you have asked us to stop using it (see below). If we think there is a good reason to keep the information you have asked us to delete (e.g. to comply with regulatory requirements), we will let you know and explain our decision.
-Restriction: You can ask us to restrict how we use your personal data and temporarily limit the way we use it (e.g. whilst we check that the personal data we hold for you is correct).
-Objection: You can object to us using your personal data if you want us to stop using it. We
always comply with your request if you ask us to stop sending you marketing communications. In other cases, if we think there is a good reason for us to keep using the information, we will let you know and explain our decision.
-Portability: You can ask us to send you or another organisation an electronic copy of your
personal data.
-Complaints: If you are unhappy with the way we collect and use your personal data, you can complain to the ICO or another relevant supervisory body, but we hope that we can respond to your concerns before it reaches that stage.
12.2 If you have any questions about this notice or how we handle your personal data, please contact us at privacy@rockt-saas.io