Helio Intelligence Limited (The Group) (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Notice explains how we handle your personal information when you apply for a role with us.
Who We Are
The data controller responsible for your personal data is:
Helio Intelligence Limited
Registered Address: 20 St Thomas Street, London, SE1 9RS
Contact: DPO@heliointelligence.com
How We Collect Your Data
We collect your personal data in the following ways:
- Directly from you when you apply (e.g., by email, in person, or via our website).
- From job boards where you submit your application to us.
- From referees, if you provide their details.
- From recruitment agencies acting on your behalf.
- From publicly available professional sources such as LinkedIn or other online profiles.
We do not use automated decision-making in our recruitment.
What Data We Collect
We may collect and process the following:
- Identification and contact details (e.g., name, email, phone, address).
- Application details (e.g., CV, cover letter, employment history, education, skills, references).
- Information from interviews, assessments, or communications with you.
- Information you chose to provide about your health or any disability so that we can make reasonable adjustments for you during the recruitment process
Why We Use Your Data
We process your personal data to:
- Assess your suitability for the role you applied for.
- Communicate with you during the recruitment process.
- Keep records of our hiring process.
- Consider you for future roles (with your consent).
Legal Basis for Processing
We rely on the following lawful bases:
- Legitimate interests – running a fair recruitment process.
- Contractual necessity – taking steps at your request before entering a contract.
- Consent – if you agree with us to keep your details for future opportunities.
- Legal obligations – where required by employment or equal opportunities of law.
Sharing Your Data
We may share your data with:
- Job boards you applied through (they will process your data under their own privacy policies).
- Recruitment agencies that have submitted your application to us.
- Referees or former employers, where you have provided their details.
- Legal or regulatory authorities, if required by law.
- Special category data – where relevant (e.g., health or diversity information), processed under Article 9 UK GDPR and the Data Protection Act 2018 (Schedule 1) to ensure equality of opportunity or make reasonable adjustments.
- Trusted service providers (such as IT or recruitment system providers) who support our recruitment process and are bound by contract to process your data securely and only on our instructions.
- Recipients outside the UK/EEA, where necessary. In such cases, we will ensure appropriate safeguards (such as the UK Addendum to the EU Standard Contractual Clauses) are in place.
We do not sell or trade your personal data.
Data Retention
We will keep your personal data for six months after the recruitment process ends, unless:
- You are hired (in which case it becomes part of your employee’s record).
- You consent to us keeping your details for future roles for a period of 12 months
- We are required by law to keep it longer.
After this period, your data will be securely deleted or anonymised.
Your Rights
You have the right to:
- Be informed about how we collect and use your personal data
- Request access to your personal data.
- Request correction of inaccurate or incomplete data.
- Request deletion of your data (subject to legal exceptions).
- Object to our processing based on legitimate interests.
- Request restriction of processing.
- Request data portability – whilst you have the right to receive your data in a structured, commonly used format or transfer it to another party, it is not applicable in a recruitment situation.
- Not be subject to automated decision-making (including profiling) that has a legal or similarly significant effect on you. We do not use automated decision-making in our recruitment processes and therefore this right does not apply.
To exercise these rights, please contact us at dpo@heliointelligence.com
You may also lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
Security
We take appropriate measures to protect your personal data from loss, misuse, or unauthorised access. Access is limited to staff involved in the recruitment process, and your personal information is stored securely.
Updates
We may update this Notice from time to time. The latest version will always be available on request.
