Last updated: 24 September 2026

1. About this notice

This Recruitment & Candidate Privacy Notice explains how Pixtamatic (“we”, “us” or “our”) collects, uses, stores and protects personal information relating to people who apply for, or are considered for, roles with us.

This includes applications for employees, contractors, freelancers, consultants, temporary workers and other individuals who may provide services to us.

This notice applies whether you apply for a specific vacancy, submit a speculative or unsolicited application, are introduced by a recruitment agency or other third party, or are otherwise identified as a potential candidate.

We are the data controller of the personal information covered by this notice.

Company: Pixtamatic Ltd
Email: privacy@pixtamatic.com
Website: https://pixtamatic.com
Privacy contact: privacy@pixtamatic.com

This notice should be read alongside our general Privacy Notice, where applicable.

2. What personal information do we collect?

Depending on the circumstances, we may collect and use the following types of personal information:

• your name and contact details;

• information contained in your CV, covering letter, application form or other documents you provide;

• your employment history, experience, qualifications, skills and professional memberships;

• information relating to your availability, location, right to work and eligibility to work in the UK;

• references and information obtained during reference checks;

• information arising from interviews, assessments, tests or other recruitment activities;

• communications between you and us;

• information about your expectations concerning remuneration, fees or other terms;

• information relating to reasonable adjustments or accessibility requirements where you provide it;

• information necessary to carry out appropriate pre-employment checks, where these are relevant to the role and permitted by law; and

• any other information you choose to provide to us as part of the recruitment process.

We aim to collect only information that is relevant and necessary for recruitment and selection purposes.

3. Special category and other sensitive information

Some information you provide may constitute special category personal data, such as information concerning health, racial or ethnic origin, religious or philosophical beliefs, trade union membership, sexual orientation or certain biometric information.

We will only use special category information where it is necessary and where we have an appropriate lawful basis and additional condition under applicable data protection law.

For example, we may process information about a disability or health condition where this is necessary to consider or provide reasonable adjustments during recruitment.

Where we collect equality, diversity or inclusion information, we will explain why it is being collected and how it will be used. Where appropriate, such information will be separated from the information used by those making recruitment decisions.

Information relating to criminal convictions and offences is subject to additional legal protections. We will only collect or use such information where this is lawful and necessary for the particular role or recruitment purpose.

4. Where do we obtain your information from?

We normally obtain personal information directly from you.

However, we may also receive information from other sources, where appropriate and lawful, including:

• recruitment agencies and other recruitment providers;

• referees;

• previous or current employers;

• professional or educational institutions;

• publicly available professional information, such as information published on professional networking websites;

• background-checking or screening providers; and

• other individuals or organisations involved in the recruitment process.

Where we obtain information about you from another source, we will provide the privacy information required by applicable data protection law.

5. How do we use your information?

We may use your personal information to:

• receive and manage your application;

• assess your suitability for a particular role;

• compare candidates against the requirements of a role;

• communicate with you about your application;

• arrange and conduct interviews, assessments and other recruitment activities;

• obtain and consider references;

• carry out appropriate right-to-work, qualification, identity and other pre-employment checks where relevant;

• consider reasonable adjustments;

• comply with legal and regulatory requirements;

• establish, exercise or defend legal claims;

• maintain appropriate records of our recruitment activities; and

• improve and manage our recruitment processes.

Speculative and unsolicited applications

If you contact us with an unsolicited CV or other expression of interest and there is no suitable vacancy at that time, we may retain your information for a limited period so that we can consider you for relevant opportunities that arise in the future.

We will not keep such information indefinitely. Our normal retention period for speculative applications is 12 months from the date we receive the application, unless there is a specific reason why a longer period is necessary and lawful.

6. Our lawful bases for using your information

We will only process your personal information where we have a lawful basis to do so under applicable data protection law.

The lawful bases we are likely to rely upon in recruitment are:

Legitimate interests

We may rely on legitimate interests where it is necessary for us to manage recruitment and consider candidates for current or future opportunities.

Our legitimate interests include recruiting suitable people, managing our workforce, responding to applications and maintaining an effective recruitment process.

Where we rely on legitimate interests, we will consider whether our interests are balanced against your rights and interests.

Legal obligation

We may process information where this is necessary for us to comply with a legal or regulatory obligation.

For example, this may include obligations relating to the right to work, employment law, tax, health and safety or other requirements applicable to a particular role.

Contract

Where appropriate, we may process information where this is necessary to take steps at your request before entering into a contract, or to enter into or perform a contract with you.

Consent

In limited circumstances, we may ask for your consent to a particular use of your personal information where consent is the appropriate lawful basis.

Where we rely on consent, you will be told what you are consenting to and how you can withdraw your consent.

You will not normally need to consent merely for us to assess your suitability for employment or a freelance/contract role.

7. Who may receive your information?

Access to recruitment information is restricted to people who need it for legitimate recruitment or business purposes.

Depending on the circumstances, this may include:

• members of our management, HR or recruitment teams;

• people involved in selecting or interviewing candidates;

• relevant colleagues or team members;

• our professional advisers, such as lawyers or accountants;

• recruitment agencies or other recruitment service providers;

• providers of recruitment, HR, assessment, background-checking or other relevant services;

• IT, cloud hosting, email and other technology providers who process information on our behalf;

• regulators, government authorities or law enforcement bodies where we are legally required or permitted to disclose information; and

• our clients, where relevant to a proposed freelance or contracted engagement.

We require organisations that process personal information on our behalf to provide appropriate safeguards and to process the information only in accordance with our instructions and applicable law.

We do not sell or rent candidates’ personal information.

8. International transfers

Some of the organisations we use to provide IT, cloud, recruitment or other services may process personal information outside the UK.

Where this happens, we will ensure that the transfer is permitted under applicable data protection law and that appropriate safeguards are in place where required.

Further information about relevant international transfers and safeguards can be obtained from us using the contact details below.

9. Recruitment technology, AI and automated decision-making

We may use software and technology to help us manage recruitment, for example to store applications, organise candidate information, schedule interviews or assist with administrative tasks.

We do not currently make decisions about candidates solely by automated means where those decisions have legal or similarly significant effects on you. Recruitment decisions are made with meaningful human involvement.

We will not use recruitment technology in a way that is inconsistent with applicable data protection law, equality law or the rights of candidates.

10. How long do we keep your information?

We will not retain your personal information for longer than is necessary for the purposes for which we collected it, unless we have a lawful reason to retain it for longer.

Our normal retention periods are:

We may review speculative applications before the end of the relevant period and delete them earlier where we no longer have a genuine recruitment-related reason to retain them.

We may retain information for longer where this is necessary to comply with a legal obligation or to establish, exercise or defend legal claims, provided that the retention remains lawful and proportionate.

11. Keeping your information secure

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.

Access to recruitment information is limited according to people’s responsibilities and need to know.

No method of transmitting or storing information is completely secure, and we cannot guarantee absolute security.

12. Your rights

Depending on the circumstances and applicable law, you may have rights concerning the personal information we hold about you. These may include the right to:

• request access to your personal information;

• ask us to correct inaccurate or incomplete information;

• ask us to erase your personal information;

• ask us to restrict how we use your information;

• object to processing based on our legitimate interests;

• receive certain information in a portable format where the right to data portability applies; and

• object to or challenge certain forms of automated decision-making where applicable.

These rights are subject to legal conditions and exemptions, so they will not apply in every situation.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before the withdrawal.

To exercise your rights, please contact privacy@pixtamatic.com.

We may need to verify your identity before responding to your request.

13. Your right to object

Where we rely on legitimate interests to process your personal information, you may have the right to object to that processing.

Please contact us using the details above if you wish to object.

We will consider your objection in accordance with applicable data protection law.

14. Complaints

If you have concerns about how we are using your personal information, please contact us in the first instance using the details above.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection law.

Information about the ICO and how to make a complaint is available at ico.org.uk/make-a-complaint.

15. Changes to this notice

We may update this notice from time to time to reflect changes in our recruitment practices, technology, suppliers or legal requirements.

The latest version will be made available at https://pixtamatic.com/legal/recruitment.

Effective date: 24 September 2026
Review date: 24 September 2027