Candidate Terms
Last Reviewed August 2026
Background
Secure Screening Services Limited (the “Company”, “we”, “our” or “us”) have been asked to provide candidate screening services on behalf of our client. It means that our client is excited to work with you or happy for you to volunteer with them and now wants you to provide some details for us to screen you prior to starting your role.
As part of the candidate screening process you will be asked to provide certain information, including personal data (as set out below). Under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018 (as amended by the Data (Use and Access) Act 2025), we need to inform you about the personal data we are collecting and why we are collecting and processing it. This form details all of the above and also asks for your consent for us to be able to process, collect and store your data for the purposes set out below. We are committed to complying with the UK GDPR and to keeping your information secure.
The Process/What You’ll Need
You will be asked to provide all your information using our online process and you will be able to monitor progress as the checks as completed.
We recommend that you have your address history, employment history and qualification history to hand before you start the screening process.
Withdrawal of Consent
The consents you give to the Company will be valid for as long as is reasonably necessary for the purpose for which it was collected. You have the right to withdraw your consents at any time by emailing our Data Protection Officer at: dpo@securescreeningservices.com.
Processing Your Personal Data
| Type of Personal Data | Purpose/Activity | Lawful Basis for Processing |
| First Name & Last Name | To process and deliver the candidate screening services to you and our client in order to provide verification checks on the information and documents provided by you. | Consent and performance of the contract |
| Date of birth | ||
| Contact details, including telephone number, email address, postal address, postal address history | ||
| Gender | ||
| Educational history | ||
| Work experience, training and qualifications | ||
| Copy of passport or birth certificate | ||
| National Insurance Number | ||
| Right to work check / immigration permission to work in the UK | ||
| Driving licence details | ||
| Details of directorships | ||
| Social media account user names/ handles |
Third Party Checks (where applicable)
As part of the candidate screening services for certain jobs and volunteer roles, we will require to share your personal data with DBS or Disclosure Scotland (as appropriate), Equifax and/or other third parties in order for them to carry out certain criminal record checks, credit checks, qualification checks and/or other background checks. If these checks are not required for the job/volunteer role, you can move on to the next section.
Your personal data will be treated by such third-parties in accordance with their own privacy policies or privacy statements. Under the UK GDPR, such third parties have obligations to respect the security of your personal data and to treat it in accordance with the law.
| Type of Personal Data | Purpose/Activity | Lawful Basis for Processing |
| First Name & Last Name | To process and deliver the candidate screening services to our client in order to (where applicable)
|
Consent and where the processing is necessary for our client’s legitimate interests, for example, to ensure the reliability of its staff and protect its reputation |
| Date of birth | ||
| Contact details, including telephone number, email address, postal address, postal address history | ||
| Educational history | ||
| Qualifications |
Open Source Internet Research (if applicable)
You may be asked for your social media user names as part of the candidate screening process (if this is a check that has been requested to be carried out by our client). If you have not been asked to provide your social media user names, you can ignore this section and move on to the next section.
One of the aims of our Open Source Internet Research is to help you to manage your online profile to ensure that it is both current and one that you are happy with. At the end of the process, we will provide you with help and advice on managing your accounts to help you stay safe online and protect your reputation.
Our client will also have a legitimate interest in your online presence as you will be an ambassador for their company.
| Type of Personal Data | Purpose/Activity | Lawful Basis for Processing |
| Social Media User Names/Handles | To process and deliver the candidate screening services to you and our client for verification checks on information provided by you | Consent and performance of the contract |
Sharing your Personal Data with Third Parties
As part of the candidate screening services, we will require to share your personal data with our client (who is named on our welcome email). Our client is the data controller of the personal data processed for your screening, as they decide why it is needed, and Secure Screening Services Limited acts as their data processor, carrying out the screening on their instructions.
Secure Screening Services Limited is also a data controller in its own right for certain limited purposes that we determine ourselves — for example, complying with our own legal and regulatory obligations, retaining records of completed screenings, offering re-screening, and handling complaints — as set out in our Privacy Policy.
Your personal data will be treated by such third party in accordance with its own privacy policy or privacy statement. However, under the UK GDPR, such third parties have obligations to respect the security of your personal data and to treat it in accordance with the law.
What We Do and Do Not Report On
Where there is a need to highlight an issue with our client, we will not offer any opinion on it or advise how our client should deal with that issue. The reporting will effectively be a screenshot to show the relevant material and context within which it was produced, including the date, so that it can be properly assessed by your employer or the organisation you will be volunteering for. We will only pass on specific information – this is never a complete download of your profiles / summary of your activity and we do not disclose personal information outside of the stated purposes.
Special Categories of Personal Data
We do not collect or process special categories of personal data from you such as details about your race, ethnic origin, politics, religion, trade union membership, health, sex life or sexual orientation.
The exception is where your identity is verified digitally: our identity-verification providers process biometric data (a scan of your face, matched against your identity document) solely to confirm your identity. This is done with your explicit consent, and a manual document check is available as an alternative if you prefer.
While we do not seek special categories of personal data, such information may be incidentally encountered during open source or social media checks where these have been instructed by our client. Where this happens, we handle it in line with our client’s instructions and our data-minimisation obligations, and we do not report on protected characteristics.
Your Rights
You have rights over your personal data under the UK GDPR, including the right to request access to it, to have inaccurate data corrected, to request erasure, to restrict or object to processing, and to receive a copy of data you have provided in a portable format. To exercise any of these rights, please contact our Data Protection Officer at dpo@securescreeningservices.com.
If you are unhappy with how we have used your personal data, you can complain to our Data Protection Officer using the same contact details. We will acknowledge your complaint within 30 days and respond without undue delay, in accordance with the Data (Use and Access) Act 2025. You also have the right to complain at any time to the Information Commissioner’s Office (ICO).
Privacy Policy
Further information on how we store, use and share your data is detailed in our Privacy Policy
Consents
- You consent to the Company processing your personal data for the purposes set out above.
- You consent to the Company sharing your personal data for the purposes set out above (if applicable).
- You consent to the Company processing your personal data for the open source research purposes set out above (if applicable).
- You consent to the Company sharing your personal data with our client (who is named on our welcome email) for the candidate screening services.
