How we use your information when you apply

Last updated 29 September 2026

In short:

We use what you tell us to decide whether to offer you a job, and to carry out the safer-recruitment checks the law requires of a children's care provider.
Our recruitment and HR team, our managers and our IT administrators can see your application.
If you are not hired, we delete most of it 6 months after your application ends. Your CV, other documents and contact details go 6 months after your last application with us ends. We keep a short record.
We never sell your information or use it for advertising.
Questions or requests: info@genesiscte.co.uk.

Who we are

Genesis CTE Ltd is responsible for your information (the "data controller"). We provide therapeutic care and education for children and young people, and we are regulated by Ofsted, the Care Quality Commission (CQC) and Care Inspectorate Wales (CIW).

Company number 11287784. Registered office: Units 2 & 3 The Hawthorns, Hawthorn Lane, Staunton, Gloucestershire, GL19 3NY.

For anything about your information, email info@genesiscte.co.uk or write to us at the address above.

This notice covers applying for a job through this website. Our website has its own privacy notice.

What we collect

When you apply

The role, and where you saw it advertised (if you tell us).
Your name, contact details, date of birth, address and any former names.
Your right to work in the UK, and your driving licence.
Your qualifications, professional memberships, full career history and any gaps in it.
Your supporting statement, and any adjustments you ask for. These can include information about your health or a disability.
Your answers to the safer-recruitment questions about criminal records, barring and safeguarding, and any details you give.
Your referees' names, job titles, organisations and contact details, how they know you, and when we may contact them.
Your CV.
Your declaration: the name you type as a signature, the date and time, and the internet address (IP address) the form was sent from.

We do not ask equal opportunities (diversity monitoring) questions.

Before you send the form

A copy on your device. As you fill in the form, your browser keeps a copy of your answers, so you can stop and come back. This copy stays on your device and we cannot see it. If you come back within 7 days of your last change, the form puts your answers back. If you come back later than that, the form deletes the copy instead. If you never come back, the copy stays in your browser until you clear it. The copy is also deleted once your application is sent, or when you press "Clear saved answers". Your answers on the "Safeguarding self-declaration" page, your consents and declarations, your signature and your CV are never saved in it.
Details sent to us before you apply. Once you have entered your email address and chosen a role, the form starts sending us some details, before you press Submit. We record your email address, the role, the furthest page of the form you have reached, your IP address and your browser type. We keep this for 90 days. We use it for our recruitment report, which shows where people stop, and to send you a reminder email.
The reminder email. If 30 minutes pass without you moving on to a new page of the form, and you have not sent an application for that role, we may send you one reminder email, as long as the role is still open. We send no more than one reminder for the same role in any 7 days, and none about a form you started more than 7 days ago.
Checking for an earlier application. When you enter your email address, the form also sends us your email address and the role, to check whether you have already applied for it, so it can tell you. That check stores nothing.
Problems with the form. If the form turns something back, we record which questions caused the problem, the role, and a code made from your IP address (not the address itself). We keep this for 90 days, to find and fix parts of the form that cause trouble.
Your CV, if the form needs correcting. If we have to send the form back to you to correct something, we keep a copy of your CV so you do not have to attach it again. This copy is not encrypted. We delete it as soon as your application is received, and in any case within about four hours.

From other people

Your referees. Our HR team can see when you said on the form that we may contact them, and asks for references from then on. We tell your referees your name and the role. If a referee does not reply, the system sends them one automatic reminder after 7 days, and our HR team can also send the request again by hand. Their answers are stored encrypted. There is more about referees below.
The Disclosure and Barring Service (DBS). If we offer you a job, we carry out a DBS check and record the result.

If we offer you a job

We ask for more through our onboarding portal, for example your National Insurance number, bank details for your pay, emergency contacts, tax information, a health questionnaire, identity and right to work documents, and a photo. We explain each one when we ask for it. If you join us, this becomes part of your staff record.

Once we invite you to the onboarding portal, the 6-month clean-up described below no longer applies to you, even if you later withdraw or turn the job down.

Security records

When you send the form, sign in to our onboarding portal, or use a link we have emailed you, we record the IP address and browser used, and what was done. We also record failed sign-in attempts. This keeps the system secure and shows who did what.

Our record of what happened on your application and when (our audit log) can hold an IP address and browser type on every entry. It also holds the email address each email was sent to, our decision notes and any personal note we sent you, interview details, and the reason for any "do not progress" note. Entries cannot be changed or deleted, so we keep them with no end date. Older entries may also include a referee's name, the file name of a document, or your name; newer entries do not.
When you use a link we have emailed you, we also store the IP address it was used from with the link. We keep this with no end date.
Each sign-in code we email you for the onboarding portal is stored with the IP address and browser that asked for it. We keep this with no end date.

Why we use it, and the law that allows it

To consider your application and take the steps you ask for before a job offer (UK GDPR Article 6(1)(b)).
Because the law requires it. As a regulated children's care provider we must check identity, full employment history, references, right to work and criminal records before anyone starts work (Article 6(1)(c)).
Health, disability and criminal record information is handled more strictly. We use it because employment law and the law on safeguarding children require it (Article 9(2)(b) and the Data Protection Act 2018, Schedule 1).
Our legitimate interests, for the reminder email, our recruitment report, our security records, and the short record we keep after deleting the rest (Article 6(1)(f)).
Your consent, for the talent pool only. You can withdraw it at any time.

We need the information the form marks as required. Without it we cannot consider your application. We do not make decisions about your application by computer alone. The one automatic step is our spam filter: if a form is sent faster than a person could fill it in, and a hidden box that people never see has been filled in, the system treats it as spam and discards it.

Who can see it

Our recruitment and HR team, our managers and our IT administrators. Each of them can see every application. Some parts, such as the answers your referees give us, only our HR team and our IT administrators can see. Each of them signs in with a password and a second check on their phone.

Once we have received your application, your CV and what you write in answer to the criminal record, barring and safeguarding questions are stored encrypted, and so are your date of birth and any National Insurance number. Your other answers are protected by our sign-in checks but are not encrypted one by one.

We share it only with:

Your referees, as above.
Microsoft, who provide our email (Microsoft 365).
Clook, who host this website and its database.
Google: our pages load their fonts from Google Fonts, so your browser connects to Google, which sees your IP address.
Inspectors from Ofsted, the Care Quality Commission (CQC) and Care Inspectorate Wales (CIW), who may look at recruitment records for staff we employ.
Anyone the law requires us to tell, or where a child or vulnerable person is at risk.

Microsoft and Google may handle information outside the UK, under the safeguards UK law requires.

Cookies

This website uses only the cookies it needs to work. It does not use analytics or advertising cookies.

Your visit. One cookie keeps your visit together, and one protects the form from forged requests. Both expire after 120 minutes without activity. While your visit lasts, our system also holds your IP address and browser type with it, and, if we kept a copy of your CV, that file's name. These are deleted automatically within a day of the visit expiring.
Staying signed in to the onboarding portal. If we invite you to the portal, we set a "remember me" cookie so you stay signed in. We set it when you tick "Remember me" as you sign in, and whenever you set your password or use an emailed link that signs you in. It lasts up to 400 days, or until you sign out.

The copy of your answers that the form keeps on your device (see above) is held in your browser's storage, not in a cookie.

Our talent pool

If you tick "Keep my details and tell me about future roles" on the form:

we email you about suitable roles for up to 12 months, using the name and email address from your application;
about 30 days before the 12 months end, we ask if you would like to stay for another 12 months. If you do nothing, we remove you;
every email has an unsubscribe link, and you can also ask us at info@genesiscte.co.uk;
we remove you when you accept a job offer from us, and our HR team can also remove you. If we turn you down, our HR team decides whether you stay in the pool.

If you are a referee

An applicant gave us your details so that we could ask you for a reference.

What we hold: your name, job title, organisation and contact details, how you know the applicant, and the answers you give on our reference form. When you send the form, we record the date and time and your IP address. We also store the IP address with the link you used.
Why: as a regulated children's care provider we must take up references before anyone starts work (UK GDPR Article 6(1)(c)).
Who can see your answers: they are stored encrypted, and only our HR team and our IT administrators can see them. We also turn your answers into a PDF, which is stored encrypted with the applicant's records and has your name in its file name.
How long: if we do not hire the applicant, we delete your details and your answers along with the applicant's records: 6 months after that application ends or, if your details are not linked to one application, when we clear the applicant's contact details. The PDF copy of your reference is not removed by this clean-up. The IP address stored with the link you used, and any older audit log entry that includes your name, are kept with no end date. If we hire the applicant, your reference becomes part of their staff record. This system does not delete staff records automatically.
Questions or requests: email info@genesiscte.co.uk. You have the same rights as an applicant, listed below.

How long we keep it

Answers saved in your browser	On your own device, until your application is sent or you press "Clear saved answers". If you come back more than 7 days after your last change, the form deletes them.
The details sent to us before you apply	90 days.
Your CV, if the form needed correcting before it could be sent	Until your application is received, and never more than about four hours.
Problems with the form	90 days.
Failed sign-in attempts	90 days.
If we turn you down, you withdraw, you decline our offer, or the role closes without a decision on your application	6 months after that, we delete what that application holds: your career history, qualifications, memberships and former names, your answers to the safer-recruitment questions, your referees' details and the answers they gave, the notes on our interview record, and the address, date of birth and other personal details you gave with it. If we turned you down, the 6 months run from the day we did so. When a role closes without a decision, they run from the latest of: when you applied, the last change to your application, and when the role closed.
Your CV, other documents and contact details	6 months after your last application with us ends, we delete your CV and the other documents you gave us, and the address and phone numbers on your record. If you have applied for more than one role, we wait until every one of your applications has ended and 6 months have passed since the last. Referees you gave us who are not linked to one application are deleted at the same time.
What we keep after that	Your name and email address, the role, the outcome, our notes on the decision (including any personal note we sent you), the date and place of any interview, and our audit log of what happened and when. We also keep documents our HR team filed on your record, such as the PDF copy of a reference or an interview sheet, because this clean-up does not remove them. We keep all of this with no end date, so that we can recognise a new application from you and meet our safer-recruitment duties.
A "do not progress" note	If our HR team has recorded that an application from you should not go forward, we keep that note and its reason with no end date. It is a safeguarding record, so we keep it after everything else has gone. The reason is also written into our audit log, so it stays there even if the note is later removed.
Our audit log, and the IP addresses stored with emailed links and portal sign-in codes	No end date. Audit log entries cannot be changed or deleted.
If you are still being considered for any role	We keep everything until there is an outcome.
The talent pool	Up to 12 months at a time, as above.
If we invite you to the onboarding portal, or you join us	The 6-month clean-up no longer applies. Your application becomes part of your staff record. This system does not delete staff records automatically.
Emails we could not send	Our system sends many emails in the background. If one cannot be sent, the details needed to send it, which can include your name and email address, stay in our system for 30 days so we can find out why. They are then deleted.
Technical error logs	These record faults in the system. An entry can include an email address or an IP address. We use them only to find and fix faults. Each day's log is deleted after 14 days.
Backups	Our hosting provider keeps backups for about 30 days. We also take a copy before each system update, which we delete after 30 days. Something we have deleted can stay in these copies until they go.

Your rights

You can ask us to:

give you a copy of your information;
correct it;
delete it;
limit how we use it, or stop using it;
give it to you in a form you can take elsewhere.

Email info@genesiscte.co.uk. We reply within one month. Some records we must keep by law, for safer recruitment; if that applies, we will tell you.

If you are unhappy with how we have handled your information, please tell us first. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.

Changes to this notice

We update this notice when the way we handle applications changes. The date at the top shows the last change.

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