Processing Your Personal Data

At Modal®, we ensure that your job application data is handled confidentially, professionally and with care throughout our recruitment process.

Who This Policy Applies To

This policy applies to job applicants, current team members and former employees. Modal® is the data controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about our processes or how we handle your information, please contact us at hello@modal.digital.

How We Use Your Information

All information you provide during the recruitment process will only be used for progressing your application or to fulfil legal or regulatory requirements if necessary.

We will not share any information you provide during the recruitment process with third-parties for marketing purposes.

Your information will be held securely within the United Kingdom and European Economic Area at all times.

We implement appropriate security measures to protect your data whether it is in electronic or physical format. Only Modal® team members directly involved in the recruitment process will have access to your information.

The contact details you provide will be used to communicate with you during the recruitment process. All other information provided will help us assess your suitability for the role you have applied for.

What Information We Collect and Why

We only collect information that is necessary to support our recruitment process and will not retain it for longer than required.

The information we request will be used to assess your potential fit with our team. While providing this information is voluntary, it may affect the progress of your application if you choose not to share certain details.

Application Stage

When you apply, we ask for your personal details including name and contact information. We will also request information about your previous experience, education, references, and responses to questions relevant to the position. Our recruitment team will have access to this information.

You may also be invited to provide equal opportunities information. This is not mandatory, if you choose not to provide it, your application will not be affected. This information is not made available to hiring managers in a way that can identify you personally. Any information you provide will only be used to produce and monitor equal opportunities statistics.

Shortlisting Stage

Our HR team and hiring managers will review applications and create a shortlist of candidates for the next stage.

Assessment Stage

To evaluate your suitability for a role, we may ask you to participate in some or all of the following:

• Video call or in-person interview at our Manchester office
• Portfolio review or design exercises relevant to the role
• Tasks to evaluate your technical skills directly related to the position

During this stage, both Modal® and you will generate information that we'll retain to support the process. For example, we'll keep interview notes and results of any design challenges or technical assessments.

Unsuccessful Applicants

If you are unsuccessful following assessment, we may ask for your permission to retain your information for up to 12 months. If you agree, we would use this information to contact you should any suitable positions become available.

Conditional Offer Stage

If we make a conditional offer of employment, we will ask for additional information to conduct pre-employment checks. You must successfully complete these checks to progress to a final offer. We are required to confirm the identity of our team members, their right to work in the United Kingdom, and seek assurance regarding their trustworthiness and capabilities.

At this stage we require:

• Proof of your identity – you will be asked to visit our office with original documents, of which we will take copies
• Proof of your qualifications – you will be asked to provide original documents, of which we will take copies
• You may be asked to complete a declaration regarding any unspent convictions
• We will contact your references using the details you provided in your application

If we make a final offer, we will also ask for:

• Bank details – to process salary payments
• Emergency contact details – so we know who to contact in case of an emergency at work
• A signed copy of the employment contract
• Your P45 and/or P46 equivalent

Data Retention Periods

If you are successful, the information you provide during the application process will be retained as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your declarations, fitness to work, records of security checks, and references.

If you are unsuccessful at any stage of the process, the information you have provided and any information we have generated (such as interview notes) will be retained for 6 months following the conclusion of the recruitment process.

Any equal opportunities information provided is retained for 6 months following the closure of the recruitment campaign whether you are successful or not.

How We Make Recruitment Decisions

Final recruitment decisions are made by hiring managers and members of our recruitment team. All information gathered during the application process is taken into consideration.

You are welcome to ask about decisions made regarding your application by contacting our recruitment team or by emailing hello@modal.digital.

Contact Information

Modal®
4 Naval St, Ancoats
Manchester, M4 6EW
‍
hello@modal.digital
0161 399 3065