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Recruitment privacy policy

How to contact us

Your personal information supplied for the purposes of recruitment will be held and processed by The Pensions Regulator (TPR).

TPR is the data controller. You can email TPR in its capacity as data controller at:

You can email TPR’s Data Protection Officer (DPO) directly at:

Alternatively, you can write to the DPO using the below address:

Data Protection Officer
The Pensions Regulator
Telecom House
125-135 Preston Road

Our legal basis to process personal information

TPR collects, processes and shares personal information to enable it to carry out its statutory and other functions. For the purposes of recruitment, this is covered under the following articles of the UK General Data Protection Regulation (UK GDPR):

  • Article 6(1)(b) the processing is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract. In this case, the contract would be a contract of employment if you are successful in your application.
  • Article 6(1)(c) for the compliance with a legal obligation. For example, UK employers have a legal requirement to ensure that those they employ have immigration status that provides them with a legal Right to Work in the UK.
  • Article 6(1)(e) the processing is necessary for the performance of a task carried out in the public interest.
  • Article 6(1)(f) the processing is necessary for the purposes of the public interests pursued by TPR or by a third party. In this instance, the public interest of TPR is to carry out adequate checks on candidates to assess their suitability to have access to sensitive information, assets and equipment as potential employees. The risk to data subjects arising from these checks is that if adverse information is discovered during the recruitment process, TPR may not provide or confirm an offer of employment to a candidate. It is in a candidate’s best interest to provide full disclosure during preemployment assurance processes so any risks they present as a potential employee can be properly assessed.

We may sometimes process personal data that is considered ‘special category data’. This is data that relates to:

  • racial or ethnic origin
  • political opinions
  • religious or philosophical beliefs
  • trade union membership
  • genetic or biometric data
  • data concerning health
  • data concerning a person’s sex life or sexual orientation

Where we process special category data about you, we rely on the following lawful basis:

  • Article 9(2)(b) which relates to carrying out our obligations and exercising our rights in employment and the safeguarding of your fundamental rights.
  • Article 9(2)(h) for the purposes of preventative or occupational medicine and assessing your working capacity as an employee.
  • Article 9(2)(f) for the establishment, exercise or defence of legal claims.

In addition, we rely on processing conditions at Schedule 1 part 1 paragraph 1 and Schedule 1 part 1 paragraph 2(2)(a) and (b) of the Data Protection Act 2018. These relate to the processing of special category data for employment purposes, preventative or occupational medicine and the assessment of your working capacity as an employee.

Data collection

This privacy policy covers recruitment of the following types:

  • permanent appointments
  • fixed-term appointments including professional placements
  • contingent labour including temporary workers and contractors
  • internal and external secondments and loans
  • apprenticeships
  • work experience
  • professional placements

During the recruitment process, the following data can be collected:

  • personal information such as name, title, personal and/or work email address, telephone numbers, address
  • copies of your driving licence, passport, birth certificates and proof of current address such as bank statements and council tax bills
  • evidence of how you meet the role requirements including CV, cover letter, supporting statement, qualifications and references
  • evidence of your right to work in the UK and immigration status
  • a record of correspondence if you contact us regarding your application
  • the status of your application and updates
  • diversity and equal opportunities monitoring information – this can include information about your ethnicity, religious beliefs, sexual orientation, disability, and other protected characteristics
  • interview data including, but not limited to, interview notes, recordings, presentations, tasks and assessments, testing, and shortlisting

How is this information collected

  • applications through our website, external job boards, social media and email
  • email correspondence
  • telephone conversations including screening calls
  • interviews and meetings
  • recruitment agencies sharing your information

Why we need this data

We need this data to:

  • progress and review your application
  • check that you are the right candidate for the role
  • contact you in relation to your application
  • notify you of any other suitable vacancies

Data sharing and data processors

We will process your data will be processed in relation to recruitment activities. This will include sharing with internal stakeholders. TPR may need to share information about you with third parties who provide certain parts or our recruitment service process. This may include sharing information for contracted nominated workers where your onboarding will be processed by a third-party supplier. Should you be offered employment at TPR, your information will be passed onto a third party who will carry out pre-employment checks on behalf of TPR. These third parties are known as data processors. Our current data processors are listed in Annex A.

Where you have applied for a secondment with an external organisation, we will share your personal data as necessary to progress that application or secondment (if successful). We may also share your personal data with third parties where this is necessary for your role, for instance, professional or accreditation bodies.

Social media

For some appointments we may use social media platforms to search for and contact candidates.

Any discussions or details with individuals on social media platforms regarding vacancies will not be shared with any third party and will solely be used for TPR’s recruitment purposes.

Pre-employment and baseline personnel security standard checks

If your application is successful, we will need to establish your identity, legal Right to Work in the UK, and you will need to go through a baseline personnel security standards (BPSS) check in order to work at TPR.

BPSS checks will include:

  • Five years background and reference checks
  • Right to Work in the UK
  • Disclosure and Barring Service (DBS)

Very exceptionally, data supplied by you or by a third party may be sufficiently serious that the data controllers (Home Office or Government Recruitment Service) consider it is necessary and in the public interest to share relevant information with an appropriate authority such as the police. This might occur, but is not limited to, when information suggests that:

  • you may have committed a previously undetected criminal offence, or that an offence may be about to be committed
  • you or others may be at risk of harm

Storing your information

Your personal data will be retained for as long as necessary for the purpose for which it is being processed and in line with TPR’s retention policy.

Right to withdraw consent

Where you have been asked for and given consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of any processing undertaken before you withdraw consent. If you wish to make a request exercising any of the rights set out above, please email us at or the DPO at

Annex A - data processors

Below is a current list of our data processors for recruitment.

TPR engages with recruitment agencies on the following recruitment frameworks:

Your current or past employer/s

To check your previous employment history.


Carries out pre-employment checks, including the right to work in the UK, background, referencing and DBS checks.

Recruitment Agencies - RM6277 and ESPO 3S-22

Carries out pre-employment checks, including the right to work in the UK, background, referencing and DBS checks for temporary and contract workers.

My Civil Service Pension

To enrol you into the Civil Service Pension Scheme with the provider, My CSP (My Civil Service Pension).

Other government and public bodies

If you are moving on external secondment, we share information to calculate your salary correctly.