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Last updated: 31 July, 2026

YLD LIMITED

Job Applicant Privacy Policy

1. Introduction

At YLD we take your privacy seriously and are committed to protecting it. This policy explains how we collect, use, store and share your personal information when you apply for a role with us, whether you apply directly, through a recruitment agency, via a referral, or through third-party platforms.

This policy applies to all job applicants, including those who speculatively submit their CV or are approached by us in the course of our recruitment activities.

Please read it carefully. If you have any questions, contact us using the details in section 9.

This policy does not form part of any job offer or contain any legally binding obligations for job applicants. We may change this notice from time to time in accordance with section 12, so please check our website occasionally to ensure that you are happy with any changes.      

2. Who We Are

We are YLD Limited (we/us/our), a limited liability company incorporated in England and Wales (company number 08761606), with our registered office at Third Floor, 20 Old Bailey, London, EC4M 7AN.

For the purposes of applicable data protection laws, we are the controller of the personal information described in this policy. This means we decide why and how your personal information is processed and are responsible for its proper handling.

3. Personal Information We Collect

In the course of managing your application, we may collect and process the following types of personal information:

Category Examples
Identity Your name, date of birth, and details from identity documents where required
Contact Email address, telephone number, postal address
Criminal Criminal convictions and offences
Professional history CV, employment history, qualifications, certifications, skills, social media profile, and references
Application Cover letter, responses to application questions and other correspondence, remuneration expectations, interview notes, and assessment results
Right to work Documentation confirming your eligibility to work in the UK
Technical IP address and device information collected when you interact with our applicant tracking system


Except as mentioned above, we do not collect special category data (such as health information) as part of the standard recruitment process unless it is directly relevant and you have given us explicit consent.

4. How We Collect Your Personal Information

We collect personal information about you from the following sources:

  • Directly from you, when you submit an application, CV, or complete any assessment or interview process
  • From the applicant tracking system we use, when you submit an application via that platform
  • From publicly available sources, such as LinkedIn, where we have identified you as a potential candidate
  • From referrals, where a third party has suggested you as a potential candidate
  • From recruitment agencies acting on your behalf
  • From a background screening company we engage when carrying out criminal record and other background checks

Any information you give to us is provided on a voluntary basis however, if we do not collect or process this information, we will be unable to process your job application or communicate with you effectively in relation to it.

5. How We Use Your Personal Information

Data protection laws require us to have a valid reason to process your personal information for each of the different purposes for which we use it. The law refers to each reason as a ‘lawful basis’. The purposes for which we use your personal information and the lawful basis on which we rely to do this are as follows:

Purpose Lawful basis
Assessing your suitability for a role and managing the recruitment process, including setting up and conducting interviews and assessments Pre-contract steps/performance, to the extent you have requested us to take certain steps prior to entering into a contract of employment for all other processing relating to this purpose, legitimate interests, namely our interest to evaluate, select and hire suitable candidates
Communicating with you about the status of your application Pre-contract steps/performance,
Verifying your right to work in the UK Legal obligation
Keeping records of our recruitment decisions for audit and compliance purposes Legal obligation where the law requires us to keep such records
For all other processing relating to this purpose, legitimate interests, namely our interest to ensure effective and efficient administration of our business and to protect our business
Retaining your details for future roles, where you have agreed to this Consent
Monitoring diversity and inclusion across our recruitment pipeline, on an anonymised basis Explicit consent, where required by law
For all other processing relating to this purpose, legitimate interests, namely our interest in promoting equality of opportunity and fostering a diverse and inclusive workforce and for monitoring, reporting and business improvement purposes. In relation to diversity and inclusion information described above, where this falls within the definition of special category personal data under the law, this lawful basis is supplemented by the additional grounds that our processing relates to the equality of opportunity/treatment or racial/ethnic diversity at senior levels in our business.
Verifying your identity where required by law or complying with your data protection rights or statutory requirements Legal obligation
Carrying out background screening activities, making follow up queries and resolving disputes, including sanctions screening, fraud prevention checks, and criminal records checks such as Disclosure and Barring Service (DBS) checks, where appropriate for the role and permitted by law Legal obligation, specifically, to comply with DBS codes of practice (in respect of the UK, as issued under section 122(2) of the Police Act 1997). Legitimate interests, namely our interest in recruiting suitable individuals, protecting our business and clients, maintaining workplace safety and security, preventing fraud and ensuring compliance with professional standards. Depending on the reason for carrying out the checks, we may also rely on one or more conditions, namely where the processing is necessary for:
  • the purposes of carrying out obligations and exercising rights in connection with employment, social security or social protection law;
  • the prevention or detection of unlawful acts;
  • protecting the public against dishonesty, malpractice or other seriously improper conduct;
  • the prevention of fraud; or
  • the establishment, exercise or defence of legal claims.

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‍6. Who We Share Your Personal Information With

Our group companies

We may share your information with other companies in our group where the vacancy for which you have applied is for employment with one of those companies or where they are managing the recruitment process for a particular role. Each of those companies may use your personal information for the purposes and ways set out in section 5 above.

Please see the end of this policy for further details regarding our group companies.

Greenhouse Software, Inc.

We use Greenhouse Software, Inc., a cloud-based applicant tracking system headquartered in the United States, to manage our recruitment activities. Greenhouse processes your personal information on our behalf as a data processor. Your data is transferred to the United States in connection with this service. We have in place appropriate transfer safeguards, including standard contractual clauses approved by the UK Information Commissioner’s Office. Please see further section 7 below regarding the steps we take when transferring your information outside the UK.

Recruitment agencies

Where you are introduced to us by a recruitment agency, we may share limited information with that agency in connection with managing your application.

Other third parties

We may share your information with background screening providers or reference agencies where relevant checks are required as part of the offer process. We will inform you before doing so.

We may also share your information with our other suppliers, for example to IT service providers or legal and other professional advisers, as well as other third parties for other reasons. For example, in the context of the possible sale or restructuring of our business based on our legitimate interest to carry out our corporate strategy, or to provide information to a regulator or to otherwise comply with the law. For example, in relation to the latter, we may share your information with the relevant government authority for tax purposes or government authority for immigration purposes.

We may share your information with law enforcement authorities if we are under a duty to disclose or share it in order to investigate, detect or report a crime, or to protect the rights, property or safety of our workforce, our visitors and customers.

We do not sell your personal information or share it with third parties for marketing purposes.

7. International Transfers

Your personal information may be transferred outside the UK, primarily in connection with our use of Greenhouse. Where we transfer personal information internationally, we take steps to ensure appropriate safeguards are in place, including:

  • relying on adequacy regulations issued by the relevant UK Secretary of State where applicable (including when we transfer your information to Andorra, Argentina, commercial organisations in Canada, Faroe Islands, Guernsey, Israel, Isle of Man, Jersey, New Zealand, Switzerland, Uruguay, Japan, South Korea, Gibraltar or the Economic European Areas);
  • using the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, as appropriate; and
  • where US entities are registered under the EU-US Data Privacy Framework, relying on the UK-US Data Bridge extension of that framework.

Please use the contact information at the end of this policy if you would like more information or a copy of the relevant safeguards.

8. How Long We Keep Your Information

If your application is unsuccessful, we will retain your personal information for up to 12 months from the date we notify you of our decision, unless:

  • you have consented to us keeping your details on file for a longer period for the purpose of considering you for future roles, in which case we will retain your personal information for a further 100 days unless we specify otherwise at the time we request your consent;
  • you ask us to delete your information sooner or ask us to retain your information;
  • we carry out background checks, in which case we may retain details relating to those checks for longer (see further below);
  • we bring or defend a legal claim or other proceedings during the period we retain your personal information, in which case we will retain your personal information until those proceedings have concluded and no further appeals are possible; or
  • we are required by law to retain it for longer.

If your application is successful, your information will be transferred to your personnel file and retained in accordance with our employee privacy policy, which you will receive on joining.

Except where the last two exceptions listed above in this section 8 apply, we will retain criminal records information about you (such as DBS check results) and other background check information for up to 12 months from the date we notify you of the outcome of your application. If your application is successful and you take up a role with us, we will retain that information for up to 18 months following the end of your employment or engagement with us.

We review retention periods periodically and will not keep your personal information longer than is necessary.

9. Your Rights

You have certain rights in relation to your personal information.  In relation to certain rights, we may ask you for further information to confirm your identity and, where applicable, to help us to search for your personal information. Except in rare cases, we will respond to you within one month from either the date that we have confirmed your identity or, where we do not need to do this because we already have this information, from the date we received your request.

Where the law permits, we may charge a reasonable administration fee to fulfil your rights request, or in rare cases may reject part or all of your request, where it is manifestly unfounded, or excessive (for example, in the case of repetitive or overlapping requests).

  • Accessing your personal information

You have the right to ask for a copy of the personal data that we hold about you (e.g., by emailing or writing to us at the address at the end of this policy).  Where provided for under the applicable data protection law, we may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.

  • Correcting and updating your personal information

The accuracy of your information is important to us and we are working on ways to make it easier for you to review and correct the information that we hold about you.

In the meantime, if you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know by contacting us via any of the details described at the end of this policy.

  • Withdrawing your consent

Where we rely on your consent as the legal basis for processing your personal information, as set out under “How we use your personal information”, you may withdraw your consent at any time by contacting us using the details at the end of this policy.  If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, you can do so, for example, using our unsubscribe tool. If you withdraw your consent, our use of your personal information before you withdraw is still lawful.

  • Objecting to our use of your personal information

Where we rely on your legitimate business interests as the legal basis for processing your personal information for any purpose(s), as out under “How we use your personal information”, you may object to us using your personal information for these purposes, e.g., by emailing or writing to us at the address at the end of this policy. Except for the purposes for which we are sure we can continue to process your personal information, we will temporarily stop processing your personal information in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise, we will provide you with our justification as to why we need to continue using your data.

You may object to us using your personal information for direct marketing purposes and we will automatically comply with your request. If you would like to do so, please use our unsubscribe tool.

  • Erasing your personal information or restricting its processing

In certain circumstances, you may ask for your personal information to be removed from our systems (e.g., by emailing or writing to us at the address at the end of this policy). Unless there is a reason that the law allows us to use your personal information for longer, we will make reasonable efforts to comply with your request.

You may also ask us to restrict processing your personal information where you believe it is unlawful for us to continue processing, you have objected to its use and our investigation is pending or you require us to keep it in connection with legal proceedings.  In these situations we may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings.  

  • Transferring your personal information in a structured data file ('data portability’)

Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out under “How we use your personal information”, you may ask us to provide you with a copy of that information in a structured data file. We will provide this to you electronically in a structured, commonly used and machine-readable form, such as a CSV file.

You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if this concerns other individuals or we have another lawful reason to withhold that information.

  • Making a complaint

You have the right to complain to us if you think that there is an infringement of data protection law in connection with your personal data. You can write to us using our contact details at the end of this policy.

We will acknowledge receipt of your complaint within 30 days starting when the complaint is received and without undue delay, we will:

  • take appropriate steps to respond to your complaint, which will include making appropriate enquiries into it and informing you about its progress; and
  • inform you of the outcome of the complaint.

If you contact us through social media it may take us longer to respond and we may invite you to use one of the secure channels above.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the data protection regulator in the UK (or in relation to our group companies in Portugal, the Comissão Nacional de Protecção de Dados (CNPD), the data protection regulator in Portugal).  However, we encourage you to contact us before making any complaint and we will seek to resolve any issues or concerns you may have.

  • Automated decision making

You have the right not to be subject to automated decision-making in certain circumstances or in certain circumstances for a human to check an automated outcome. See further section 11 below.

The contact details for the ICO are below:

Post:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Phone:

0303 123 1113

Email:

casework@ico.org.uk

10. Security

We take the security of your personal information seriously. We have in place appropriate technical and organisational measures designed to prevent unauthorised access, loss, or misuse. Access to your information is restricted to those with a genuine need in the course of the recruitment process.

11. Automated Decision-Making

As part of our recruitment process, for certain roles we may use automated tools to assess whether you meet certain essential requirements for a role. These tools may automatically evaluate information you provide in your application against pre-defined criteria, as follows:

  • in relation contract roles, requirements concerning on-call ability, visa sponsorship, and time zone; and
  • in relation to permanent roles, requirements concerning location, office attendance, limited company status, on-call ability, notice period, visa sponsorship, and time zone.

In some cases, where an applicant does not meet one or more of these essential requirements, the system may automatically determine that the applicant will not progress to the next stage of the recruitment process, and consequently, no weighting or scoring applies. This means that a decision affecting your application may be made solely by automated means.

The automated decision is based only on information provided by you during the application process and is designed to identify candidates who satisfy the minimum requirements for the role. The logic involved is the comparison of your application data against objective role-specific criteria established by our recruitment team.

The significance and potential consequences of this processing are that your application may be rejected and you may not be invited to participate in further stages of the recruitment process.

Where data protection law grants you the right to do so, you may:

  • request human review of the decision;
  • express your point of view and make representations;
  • provide additional information that you believe is relevant; and
  • challenge the decision.

To exercise these rights, please contact us by email at talent@yld.com.

We do not otherwise make automated decisions about you that have a legal or similarly significant effect.

12. Changes to This Policy

We may update this policy from time to time. Where we make material changes, we will take reasonable steps to notify you. The current version will always be available on our website and on request.

13. Contact and Company Information

If you have any questions about this policy or how we handle your personal information, please contact our data protection team:

Email: hr@yld.com.

Post: Data Protection, YLD Limited, 1 King's Cross Bridge, London N1 9NW

YLD Limited is incorporated in England and Wales (company number 08761606). Registered office: Third Floor, 20 Old Bailey, London EC4M 7AN.

Our group companies, Parallel Promises Unip. Lda and Trainbits Unip. Lda, are limited liability companies incorporated in Portugal with their registered office address at Rua Sá da Bandeira 819, 2º Esq., 4000-438 Porto.