Candidate Privacy Notice

Last updated: 27 July 2026

This Candidate Privacy Notice explains how Aurelia Homes Ltd collects and uses personal information when you apply for a role or otherwise take part in our recruitment process. It also explains your data-protection rights.

It should be read alongside any privacy information provided by Indeed or another service through which you apply.

1. Who we are

Aurelia Homes Ltd is the data controller for the personal information it uses to recruit for its own roles. This means we decide why and how that information is processed.

  • Company: Aurelia Homes Ltd

  • Registered in England and Wales: Company number 17280203

  • Registered office: 1 Longmans Mews, London SW20 8DH

  • Email: concierge@aureliahomes.co.uk

  • Telephone: 020 3488 4955

2. Who this notice covers

This notice applies to anyone who applies or is considered for work with Aurelia Homes, including employment, worker, temporary and contractor roles.

It applies whether you apply through our website, Indeed, email, a recruiter, a referral or another agreed route.

3. Personal information we collect

Depending on the role and the stage reached, we may collect:

  • identity and contact details, including your name, address, email address, telephone number and preferred method of contact;

  • application information, including your CV, employment history, qualifications, skills, training, professional memberships, cover letter, answers to screening questions, availability, work preferences and information you choose to provide;

  • recruitment records, including correspondence, scheduling information, shortlisting decisions, interview answers, interview notes, assessment scores, practical-assessment observations and reasons for recruitment decisions;

  • verification and pre-employment information, including evidence of identity, qualifications, references, right-to-work information and the date and outcome of checks;

  • information relevant to reasonable adjustments, health and safety or your ability to perform the intrinsic requirements of the role, where necessary; and

  • criminal-offence information obtained through a proportionate basic Disclosure and Barring Service check for the preferred candidate, where the role requires it.

We do not normally need bank details, emergency-contact details or other information needed only after employment until an offer has been accepted.

4. Where we obtain your information

Information from you

We receive information directly from you when you apply, correspond with us, attend an interview, request an adjustment, complete a practical assessment, provide documents or take part in pre-employment checks.

Information from Indeed

If you apply or communicate through Indeed, Indeed may provide us with the application materials and account information you choose to share. This may include your profile, CV, contact details, answers to screening questions, messages, qualifications, skills, availability and information about the status or handling of your application that Indeed makes available to employers.

Indeed may process some application information on our instructions and may also process information for its own purposes as an independent controller. Aurelia Homes is not responsible for Indeed’s independent processing. Please read Indeed’s Privacy Policy.

Information from other sources

Later in the process, and normally only for the preferred candidate, we may receive information from:

  • referees and former employers;

  • qualification or training bodies;

  • the Home Office or an identity service provider;

  • the Disclosure and Barring Service or a DBS-registered responsible organisation; and

  • any recruiter you have authorised to represent you.

5. Why we use your information

We use candidate information to:

  • receive, acknowledge and administer applications;

  • communicate with you and arrange interviews or assessments;

  • assess your skills, experience, reliability and suitability against the published requirements of the role;

  • conduct fair shortlisting, interviews and practical assessments and keep an appropriate record of our decisions;

  • make reasonable adjustments and protect health, safety and welfare during recruitment;

  • verify information you have provided, obtain references and, where appropriate, conduct right-to-work and basic DBS checks;

  • prepare and manage an offer, proposed employment contract or contractor arrangement;

  • protect Aurelia Homes, our clients, their homes, belongings, privacy and safety; and

  • comply with legal obligations, respond to data-protection requests or complaints and establish, exercise or defend legal claims.

6. Our lawful bases

Under Article 6 of the UK GDPR, we rely on one or more of the following lawful bases, depending on what we are doing:

  • Steps before entering into a contract: Article 6(1)(b), including considering your application, communicating about the role, assessing suitability and preparing an offer.

  • Compliance with a legal obligation: Article 6(1)(c), including checking the successful candidate’s right to work and meeting applicable employment, equality and data-protection duties.

  • Our legitimate interests: Article 6(1)(f), including running a fair and effective recruitment process, selecting suitable people, keeping proportionate records, protecting our business and clients, and establishing or defending legal claims. We balance these interests against your rights and interests.

  • Consent: Article 6(1)(a), only where a use is genuinely optional, such as keeping your details for a defined period to consider you for future vacancies. You may withdraw consent at any time without affecting earlier lawful processing.

Special-category information

If we need to use special-category information, such as health or disability information for a reasonable adjustment or employment-law purpose, we also rely on Article 9(2)(b) of the UK GDPR and Schedule 1, Part 1, paragraph 1 of the Data Protection Act 2018.

Where necessary to establish, exercise or defend a legal claim, we may rely on Article 9(2)(f). We collect this information only when it is necessary and proportionate.

Criminal-offence information

For a proportionate basic DBS check, our Article 6 basis is our legitimate interest in protecting clients’ homes, belongings, privacy and safety.

Because DBS information is criminal-offence data, we also rely, where the legal criteria are met, on the condition in Schedule 1, Part 2, paragraph 11 of the Data Protection Act 2018 concerning protection of the public against dishonesty or other seriously improper conduct.

Before conducting such a check, we will maintain the supporting policy and compliance records required by law.

7. Interviews and practical assessments

We may record factual notes, assessor observations, scores and professional opinions about your answers and performance.

A housekeeping practical assessment may consider matters such as:

  • care of surfaces and belongings;

  • safety and working practices;

  • quality and attention to detail;

  • organisation and time management; and

  • communication.

We use role-related criteria and limit the record to information relevant to the recruitment decision.

Interview notes and practical-assessment records are personal information and may be included in a valid data subject access request.

We do not normally make audio or video recordings of interviews or practical assessments. If we propose to record a session, we will tell you in advance and provide any additional privacy information required.

8. References, right-to-work checks and basic DBS checks

References

We normally contact referees only with your knowledge and after a conditional offer, unless there is a justified reason to do so earlier and we tell you.

We ask only for information relevant to the role. This may include dates and nature of employment, responsibilities, reliability, conduct and suitability.

We may give you an opportunity to explain any material discrepancy.

Right to work

Before employment begins, we must confirm that the successful candidate has the right to work in the UK.

We may inspect permitted original documents, use a Home Office online check or use an identity service provider where allowed.

We retain the required evidence securely for the duration of employment and for two years after employment ends, after which it is securely destroyed.

Basic DBS check

Because relevant roles involve trusted access to private homes, belongings and confidential household information, an offer may be conditional on a satisfactory basic DBS check.

A basic check shows unspent convictions and conditional cautions. We normally obtain it only for the person we intend to appoint and through a DBS-registered responsible organisation or another lawful route.

We will not ask about spent convictions or request a Standard or Enhanced DBS check unless the law entitles us to do so for the particular role.

A disclosed matter will not automatically prevent appointment. We consider:

  • its relevance to the role;

  • its nature and seriousness;

  • the circumstances;

  • the time elapsed;

  • the requirements and risks of the role; and

  • any explanation you provide.

We keep access to DBS information strictly limited. We normally retain only a minimal record of the type and date of check, the certificate number where necessary, the outcome and the recruitment decision.

Any copy or detailed certificate information is securely destroyed as soon as reasonably practicable and ordinarily within no more than six months.

9. If you do not provide information

You are not required to provide information that is genuinely optional.

However, if you do not provide information reasonably required to assess your application, verify it, carry out a legal check or prepare an employment contract, we may be unable to continue your application or confirm an appointment.

We will explain where information is required.

10. Who may receive your information

We share candidate information only where necessary with:

  • Aurelia Homes directors, hiring decision-makers and authorised people conducting interviews or assessments;

  • Indeed and other recruitment, communication, email, secure storage, IT or professional service providers supporting recruitment;

  • referees, former employers and qualification bodies where verification is required;

  • the Home Office, identity service providers, DBS and DBS-registered responsible organisations for lawful pre-employment checks;

  • our legal, HR, insurance, accounting or other professional advisers where necessary; and

  • courts, tribunals, regulators, law-enforcement bodies or public authorities where disclosure is required or permitted by law.

Recipients receive only the information they need for their role. Service providers acting on our instructions must protect the information and may not use it for unrelated purposes.

11. International transfers

Some service providers, including online recruitment and technology providers, may process information outside the UK.

Where Aurelia Homes is responsible for such a transfer, we use a lawful transfer mechanism and appropriate safeguards, such as:

  • UK adequacy regulations;

  • the UK International Data Transfer Agreement; or

  • the UK Addendum to approved standard contractual clauses.

You may contact us for further information about safeguards relevant to your information.

12. How we protect your information

We use appropriate technical and organisational measures designed to prevent candidate information from being accidentally lost, altered, destroyed, used or disclosed without authorisation.

These include proportionate:

  • access controls and password protection;

  • secure systems and transmission methods;

  • confidentiality requirements;

  • data minimisation;

  • staff awareness;

  • controlled sharing; and

  • secure deletion.

Access is limited to people who need the information for recruitment, employment administration, legal compliance or related professional advice.

13. How long we keep candidate information

Unsuccessful candidates

If you are unsuccessful, we normally retain your application, correspondence, interview notes, practical-assessment records and decision records for six months from the date we notify you of the outcome or close the recruitment exercise, whichever is later.

This allows us to respond to questions, data-protection requests or complaints and to establish or defend legal claims.

We then securely delete or anonymise the information, unless a legal dispute or regulator requires us to keep it for longer.

If we wish to consider you for future vacancies, we will ask for your separate consent and state the period. Our normal talent-pool period is no more than 12 months. You may withdraw that consent at any time.

Successful candidates

If you are appointed, information needed to establish and manage the employment or working relationship becomes part of your personnel record and is handled under our employee privacy information and retention schedule.

Information that is irrelevant or excessive for employment is deleted.

Right-to-work evidence is retained for the duration of employment and for two years afterwards.

Detailed DBS information or any certificate copy is destroyed as soon as reasonably practicable and ordinarily within six months. A minimal record of the check and outcome may be kept for as long as necessary and lawful.

14. Automated decision-making

Aurelia Homes does not make recruitment decisions that have legal or similarly significant effects solely by automated means.

Indeed may provide screening, filtering, matching, scheduling or application-management tools, but Aurelia Homes uses human review and retains responsibility for its recruitment decisions.

Indeed’s own processing is explained in its privacy information.

15. Your data-protection rights

Subject to legal conditions and exemptions, you may have the right to:

  • be informed about how your personal information is used;

  • request access to your personal information and a copy of it;

  • ask us to correct inaccurate or incomplete information;

  • ask us to erase information in certain circumstances;

  • ask us to restrict processing in certain circumstances;

  • object to processing based on our legitimate interests, in which case we will stop unless we have compelling legitimate grounds or need the information for legal claims;

  • receive or transfer information you provided to us where the right to data portability applies;

  • withdraw consent at any time where we rely on consent, without affecting processing already carried out lawfully; and

  • not be subject to a decision based solely on automated processing where that decision has legal or similarly significant effects, subject to applicable exceptions.

These rights are not absolute. We may need to verify your identity and may retain information where the law permits or requires us to do so.

To exercise a right, email concierge@aureliahomes.co.uk or write to our registered office. There is normally no charge.

16. Questions and complaints

Please contact Aurelia Homes first if you have a question or concern about how we use your information.

To make a data-protection complaint:

  • email concierge@aureliahomes.co.uk with the subject line “Data Protection Complaint”;

  • telephone 020 3488 4955; or

  • write to Aurelia Homes Ltd, 1 Longmans Mews, London SW20 8DH.

We will acknowledge a data-protection complaint within 30 days, make appropriate enquiries without undue delay, keep you informed where necessary and tell you the outcome without undue delay.

You also have the right to complain to the Information Commissioner’s Office, the UK data-protection regulator:

  • Make a complaint to the ICO

  • Telephone: 0303 123 1113

  • Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

We would appreciate the opportunity to address your concern first, but contacting us does not affect your right to approach the ICO.

17. Changes to this notice

We may update this notice when our recruitment practices or the law changes.

The current version will be published on our website and identified by its last-updated date.