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GDPR Candidate privacy notice


Royal Botanic Gardens Kew and Kew Enterprises Limited  are “data controllers”. This means that we are responsible for deciding how we hold and use information about you (referred to as “personal data”). You are being sent a copy of this data privacy notice because you are applying for work with us (whether as an employee, worker or contractor) or you may be applying for a volunteer, trustee role or to come and join one of our courses as a student, apprentice or intern.  It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment or application exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation  (UK GDPR).




We will comply with data protection law and principles, which means that your data will be:





In connection with your application to work or study with us, we will collect, store, and use the following categories of personal data about you:


We may also collect, store and use the following “special categories” of more sensitive personal data:





We collect personal data about candidates from the following sources:





We will use the personal data we collect about you to:


It is in our legitimate interests to decide whether to appoint you to the role or grant you access to a course, since it would be beneficial to our business to appoint someone to that role or area of study.


We also need to process your personal data to decide whether to enter into a contract, employment or other engagement with you, such as a volunteer, student or trustee relationship, with you.


Having received your application form and supporting documents and the results from any required tests, we will then process that information to decide whether you meet the essential requirements to be shortlisted for the role or course. If you do, we will decide whether your application is strong enough to invite you for an interview if applying for a job. If we decide to offer you an interview, we will use the information you provide to us at the interview to decide whether to offer you the role. If we decide to offer you the role, we will then take up references and depending on the role we may also need to carry out a Disclosure and Barring Service check before confirming your appointment.  For study applications, the process may vary, but will generally involve an assessment of educational background and compliance with any criteria associated with the course of study or bursary before informing you whether you have been successful or not.


If you fail to provide personal data


If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for a role and you fail to provide us with relevant details, we will not be able to take your application further.




We will use your special category data in the following ways:





We envisage that we will process information about criminal convictions.


We will collect information about your criminal convictions history if we would like to offer you the role (conditional on checks and any other conditions, such as references, being satisfactory). Depending on the role we may be entitled] to carry out a DBS check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular:


We are legally required by Defra and Civil Service Resourcing to carry out Basic Disclosure checks for all employees of Royal Botanic Gardens Kew and for certain roles an Enhanced DBS check with or without a barred list check.

We have in place an appropriate safeguarding policy document and safeguards which we are required by law to maintain when processing such data.




You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.




Why might you share my personal data with third parties?


We will only share your personal data with the following third parties for the purposes of processing your application: Hireserve, who provide and manage our recruitment portal, Reed Screening, who provide our DBS checking service and third- party recruitment agencies. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.




We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.


We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.




How long will you use my information for?


For job related applications, we will retain your personal data for a period of two (2) years after we have communicated to you our decision about whether to appoint you to the role.  We retain your personal data for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal data in accordance with our data retention policy and applicable laws and regulations.  For educational related applications, we may retain your application information for as long as any successful applicants attend any subsequent course and for all applicants (whether successful or not) for a reasonable period to resolve any queries. 





Your rights in connection with personal data


Please let us know if you have any queries or concerns about the way that your personal data is being processed by us by contacting us via or in writing to the HR department, Royal Botanic Gardens, Kew, Richmond, Surrey TW9 3AE.


Under certain circumstances, by law you have the right to:


If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact  Please note that you do not have to pay a fee to access your personal data (or to exercise any of your other rights).  However, if a request for access is clearly unfounded or excessive, we may exercise our right to refuse to comply with the request.




When you applied for this role, you provided consent to us processing your personal data for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely




We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal data, please contact the in the first instance or you can write to the Information Governance Team and Data Protection Officer via  or in writing at The Royal Botanic Gardens, Kew, Richmond, Surrey TW9 3AE. You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) at