Candidate Privacy Statement

Company: DeepOpen AI LTD
Address: 128, City Road, London, EC1V 2NX, UNITED KINGDOM
E-mail: hello@deepopenai.co

DeepOpen AI LTD (“DeepOpenAI”, “we”, “us”, “our”) processes candidate personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Statement explains how we collect, use, share and protect your information during recruitment.

What data we collect

Depending on your application and interactions with us, we may collect:

  • Identity & contact: name, address, email, phone, nationality/right-to-work or visa details.
  • Career information: CV/résumé, cover letter, employment and education history, qualifications, certificates, language skills, portfolios, referrals/references, and any information you include in your application or Career Profile.
  • Process data: interview notes, assessments and outcomes, scheduling details, communications with you.
  • Public/provided data: information you make publicly available (e.g., LinkedIn profile).
  • Adjustments/health (if disclosed): information needed to arrange reasonable adjustments during the process.
  • Referral data: information provided by a person who refers you.

We will tell you when information is required to progress your application.

How we collect your data

  • Applications via deepopenai.co or third-party platforms (e.g., LinkedIn, Indeed).
  • Email and document submissions, online or in-person interviews (e.g., Google Meet/Zoom).
  • References and background checks (where lawful and with your consent).
  • Where required, information from public authorities or regulators.

How and why we use your data (lawful bases)

We process your data only where we have a lawful basis, typically legitimate interests, pre-contractual steps, legal obligation, or consent (for optional items like certain background checks or adjustments information).

Purposes include:

  • Receiving, reviewing and responding to applications; verifying information and checking references.
  • Assessing suitability for the role you applied for (and, where appropriate, similar roles at DeepOpenAI).
  • Facilitating interviews and assessments; preparing an offer letter if successful.
  • Staying in touch about current/future opportunities and events (you can opt out anytime).
  • Improving our recruitment process and reporting on hiring metrics.
  • Meeting legal and regulatory requirements.

Sharing and international transfers

We do not sell your personal data. We may share it with:

  • Internal hiring teams and authorised managers.
  • Trusted service providers (e.g., cloud hosting, communications, applicant-tracking).
  • Regulators, courts or public authorities where legally required.

Some providers (and platforms like LinkedIn/Indeed) may store data outside the UK. Where we transfer data internationally, we use appropriate safeguards (e.g., UK IDTA or Standard Contractual Clauses).

How long we keep your data

If you are not hired, we normally retain your application data for up to 6 months after the process ends, then delete or anonymise it unless you consent to a longer period to be considered for future roles. If you join us, relevant data becomes part of your employee record and is kept in line with our retention policy.

Security

We implement appropriate technical and organisational measures to protect candidate data against unauthorised access, accidental loss or misuse. Access is limited to people who need it for recruitment, and we maintain audit trails and regular reviews of access rights.

Your rights

Under the UK GDPR you have rights to:

  • access your data;
  • rectify incomplete or inaccurate data;
  • erase data (where applicable);
  • restrict or object to processing;
  • data portability;
  • withdraw consent where processing relies on consent;
  • lodge a complaint with the Information Commissioner’s Office (ICO) (ico.org.uk).

How to exercise your rights or contact us

Send your request to hello@deepopenai.co or by post to:

DeepOpen AI LTD
128, City Road, London, EC1V 2NX, UNITED KINGDOM

We will respond within one month of receipt, as required by UK GDPR.

Updates

We may update this Statement periodically to reflect changes in law or our recruitment practices. Please review it from time to time.