Recruitment Privacy Policy

Recruitment privacy policy

Updated 22 January 2026

Who we are

This Recruitment Privacy Notice explains how Ten4 Design Ltd (“Ten4”, “we”, “us”, “our”) collects and uses personal data when you apply for a role with us.

It applies to all applicants, including permanent, fixed-term, contract and freelance roles.

Ten4 Design Ltd is the data controller for personal data collected as part of our recruitment activities.

If you have any questions about this notice or how we use your data, you can contact us at:  privacy@ten4design.co.uk

Your data

When you apply for a role with Ten4, we may collect and process:

  • Your name and contact details (such as email address and phone number)

  • Information provided in your application, CV, website/portfolio or cover letter

  • LinkedIn profile

  • Employment history, skills, qualifications and experience

  • Answers submitted via our recruitment forms

  • Any other information you choose to share during the recruitment process

We do not intentionally collect special category data (such as health or equality data). If you voluntarily provide this information, it will be handled appropriately and only where necessary.

How we collect your data

We collect applicant data directly from you when you:

  • Apply via a ClickUp form

  • Email us application materials

  • Share links to portfolios or work samples

We may also collect limited information from publicly available sources, such as professional networking sites (e.g. LinkedIn), where relevant to your application.

How we use your information

We use your personal data to:

  • Assess your suitability for a role

  • Manage and administer the recruitment process

  • Communicate with you about your application

  • Keep records of recruitment decisions

  • Improve our hiring processes

How we store and share your data

Your application data is processed using:

  • ClickUp – to collect and manage applications

  • Google Workspace – for communication and document storage

  • Zendesk - the platform we use for shared email management

These may be processed on data centres in the European Union and in the USA.

Access to applicant data is restricted to those involved in recruitment. We do not sell your data or share it for marketing purposes.

Where third-party service providers are used, they act as data processors and are contractually required to protect your information and use it only for agreed purposes.

How long we keep your data

  • If your application is unsuccessful, we will normally retain your data for up to 12 months after the recruitment process ends.

  • If you are successful, relevant information will be retained as part of your personnel or contractor records.

You may request deletion of your data at any time.

Future opportunities

If you consent, we may keep your details on file and contact you about future roles at Ten4. You can withdraw this consent at any time by contacting us.

Your rights

To exercise any of your rights:

  • to be informed;
  • of access;
  • to rectification;
  • to erasure;
  • to restrict processing;
  • to data portability;
  • to object, or;
  • in relation to automated decision making and profiling

or if you have any questions about this policy or our privacy practices please email privacy@ten4design.co.uk.

Lodging a complaint

If you believe we have not upheld our obligations under the General Data Protection Regulation (GDPR) you have the right to the right to lodge a complaint with a supervisory authority. In the UK this is the Information Commissioner's Office. Details on how to lodge a complaint can be found at https://ico.org.uk/concerns/