SEPA Careers Portal (Talos) Privacy Statement (14.07.2025)

Purpose and lawful basis for processing

Our purpose for processing this information is to assess your suitability for a role you have applied for, or if you have registered your interest with SEPA to be added to our Talent Pool, and to help us develop and improve our recruitment process.

The lawful basis we rely on for processing your personal data are Article 6(1)(b) of the UK GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract, Article 6(1)(c) to comply with our legal obligations and Article 6(1)(f) for the purpose of our legitimate interests.

The lawful basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious, sexual orientation or ethnicity information are Article 9(2)(b) of the UK GDPR, which relates to our obligations in employment and the safeguarding of your fundamental rights, and for criminal checks we rely on Article 10(1) which relates to processing of personal data relating to criminal convictions.

The additional DPA 2018 processing conditions we rely on are Schedule 1 part 1(1) which again relates to processing for employment purposes.

What we need

The personal information we collect and use will include the following:

Name
Address
Email address
National Insurance Number
Date of birth
Employment history
Education history
Qualifications
Visa status
Criminal convictions and offences

In addition, you may optionally provide equality monitoring information, relating to the following:

Racial or ethnic origin
Data concerning health
Sexual orientation
Marital status
Transgender
Health / disability status

This information will be used solely for equalities monitoring purposes, and will be not used to progress your application.

Why we need it

We will use the information you provide during the recruitment process to progress your application, or to fulfil legal or regulatory requirements if necessary.

We will use the contact details you give us to contact you to progress your application, or to contact you if you have registered on our Talent Pool. We may also contact you to request your feedback about our recruitment process. We will use the other information you provide to assess your suitability for the role.

What we do with it

Your personal data is processed only in connection with the recruitment and selection processes and for business necessity, such as the requirement for SEPA to report recruitment equality information.

How long we keep it

Your application information will be retained for 2 years unless you request it is deleted prior to that date.

What are your rights?

As an individual, you have certain rights regarding your own personal data.

For more information on your rights, please see ‘Your data protection rights’.

Do we use data processors?

We use the Talos360 platform as our online application system and as an applicant tracker system, which is provided to us by Talos360 Limited. Information on how they process your data can be found in their Privacy Policy. The personal data you provide will be securely stored within the platform by them, on SEPA’s behalf, solely for the purpose of administration of our recruitment and selection processes.

When we use data processors who are third parties to provide elements of services for us, we have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us, and they will hold it securely and retain it for the period we instruct.

Do we share your information?

We have partnered with Amiqus Resolution Limited, to enable us to perform IDVT checks and other pre-employment recruitment checks. We will share the name and email address of successful candidates with Amiqus to enable these checks to be carried out. Our Pre-employment Checks Privacy Notice provides further information.

What is your recruitment process?

Do you have hints and tips for applying?

How do I resume an application I have started?

I have made a mistake on my application form. How do I amend it?

Why won't my application submit?

What are career role profiles?

Can I register my interest in working for SEPA?

What should I include in my speculative application?

Do I need to live in Scotland if I’m successful in my application?

What is hybrid working?

Do you offer flexible workspaces?

What is a flexible first employer?

What security and pre-employment checks do you carry out on new hires?

How do you ensure fair opportunity for candidates with disabilities?

What does equal opportunities mean to SEPA?

Why do I need to provide my equality monitoring information?

Is the salary negotiable and when will I get paid?

What training and development opportunities do SEPA offer?

Do you have hints and tips for interviews?

Do you offer feedback to applicants?

Do you offer work placements or experience?