TopCashback Recruitment Privacy Notice

Last updated: 01/06/2026

Introduction

This Privacy Notice explains how TopCashback (“TopCashback”, “Company”, “we” or “us”) collects and uses personal data about individuals who apply for roles with us, are assessed or interviewed by us, or are otherwise considered for employment or engagement (“candidates”).

The TopCashback group company that is advertising the role and/or that will enter into the employment or engagement contract with you (the “Hiring Entity”) is responsible for your personal information.

If you are unsure which entity is responsible for your application, please contact us by email at jobs@topcashback.co.uk or privacy@topcashback.co.uk.

How do we get your information

We collect personal data directly from you when you apply, complete forms, attend interviews, communicate with us, or otherwise take part in the recruitment process.

We may also receive personal data from recruiters, recruitment agencies, employee referrals, publicly available professional sources, referees, background screening providers and other third parties where this is lawful and appropriate.

We will only seek information from third parties, such as references or background screening providers, at the appropriate stage of the recruitment process and, where required by law, with your consent or after giving you notice.

What information we process

Depending on the role and stage of recruitment, we may collect the following categories of information:

Application Information

• Name, contact details and location
• CV/resume, cover letter, employment history and qualifications
• Education and professional certifications
• Skills, experience and language capabilities
• Salary information
• Work eligibility information
• Interview notes and assessment results

Where video interviewing is used, we may collect video and audio recordings of your responses.

Diversity and Accessibility Information

Where permitted by law, we may collect the following limited sensitive information:

• Diversity and equal opportunities data
• Information relating to disability or health conditions for the purpose of providing reasonable adjustments.

Technical Information

When you visit our careers website, we may collect information such as online identifiers, cookie and analytic data and website usage information.

How we use your information

We use your personal data to;

• Assess your suitability for a role
• Manage and administer the recruitment process
• Communicate with you about your application
• Verify information you provide
• Conduct right-to-work checks and other legally required checks
• Carry out background or reference checks where relevant and lawful
• Make reasonable adjustments during the recruitment process
• Maintain records of recruitment decisions
• Protect our business, systems and legal interests

We do not use recruitment information for unrelated purposes.

Legal grounds for processing

The legal basis for processing your personal information depends on your location and applicable law.

Where UK GDPR or EU GDPR applies, we typically rely on:

• Legitimate interests (such as operating an effective recruitment process and protecting our business)
• Taking steps prior to entering into a contract
• Compliance with legal obligations (for example, employment and right-to-work requirements)
• Consent, where required (for example, for certain background checks or talent pool inclusion)

Where sensitive information is processed, we rely on lawful bases permitted under applicable employment and data protection laws.

Sharing your information

We may share your information with:

• Hiring managers and relevant internal teams involved in recruitment
• Senior leadership for roles where appropriate
• IT and system administrators where access is necessary
• Recruitment agencies (where applicable)
• Service providers supporting recruitment processes
• Background check providers (where relevant and lawful)
• Professional advisers (such as legal advisers)
• Regulatory authorities or law enforcement where required by law

We require appropriate security and confidentiality measures from our service providers.

International Transfers

Because we recruit across different countries, your personal data may be accessed from, stored in, or transferred to countries other than the country where you are based. This may include transfers within the TopCashback Group and to service providers that help us administer recruitment activities.

Where personal data is transferred internationally, we will take appropriate steps to protect it. Where GDPR or UK GDPR applies, this may include relying on an adequacy decision, standard contractual clauses, the UK International Data Transfer Addendum or other lawful transfer mechanisms.

How long we keep your information

We keep candidate personal data for no longer than is reasonably necessary for the purposes described in this notice, including to manage the recruitment process, respond to queries, keep appropriate records, comply with legal obligations and establish, exercise or defend legal claims.

If you are successful, relevant information collected during the recruitment process will become part of your employment or engagement record. If you are not successful, we may retain your information for a reasonable period after the recruitment process ends and, where appropriate, for future opportunities where you have asked us to do so or where we have another lawful basis.

Your rights

Your rights depend on the privacy laws applicable in your location. Depending on where you live, you may have rights to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of your information (in certain circumstances)
• Object to or restrict processing (in certain circumstances)
• Request data portability (where applicable)
• Lodge a complaint with a supervisory authority or regulator

To exercise your rights, please contact us by email at jobs@topcashback.co.uk or privacy@topcashback.co.uk.. We may need to verify your identity before responding.

Security

We implement appropriate technical and organisational security measures to protect personal information from unauthorised access, disclosure, alteration or destruction.

Changes to this notice

We may update this Recruitment Privacy Notice from time to time. The most current version will be available on our careers website, and the “Last updated” date will be revised accordingly.