Introduction
Edvectus Limited (company number 8382362) operates a job‑advertising service for schools (the Job Posting service). This privacy policy explains how we collect, use and protect personal information when a candidate applies for a vacancy through our Job Posting portal or when a client posts a vacancy. We are committed to processing personal data lawfully, fairly and transparently.
Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, Edvectus Limited acts as a data controller for personal data collected through the Job Posting service. If you have any questions about this policy, please contact us at connect@edvectus.com .
What personal data we collect
For the Job Posting service we only collect the information necessary to advertise vacancies and process applications. This may include:
| Data Category | How it is Collected | Purpose |
| Candidate name and contact details (email address, optional phone number) | Provided by you when applying for an advert | To send your application to the hiring school and to contact you about the vacancy.
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| Curriculum Vitae, CV/ Resume | Uploaded by you when applying | To assess your suitability for the role and share with the hiring school. We only request information relevant to the vacancy. |
| IP address and device information | Automatically collected through cookies and similar technologies, | To improve the functionality of our website and detect security issues. See Cookies and analytics below. |
| School contact details and logo (for clients) | Provided by the client when posting an advert | To identify your school and send candidate applications. Your email is hidden from candidates.
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| Job information (for clients) | Provided by clients when posting an advert | To describe the job to candidates who may want to apply |
We do not require candidates to upload identity documents (such as passports) or disclose sensitive personal data (such as criminal records or health information) for the Job Posting service. Sensitive data will only be collected where required for lawful reasons and we will explain why at the time of collection.
How we collect and use personal data
- For candidates. When you apply for a vacancy on our Job Posting jobs page, we collect your name, email address and CV. We use this information to send your application to the relevant school and to keep a copy for our records. We may also contact you about the vacancy or ask you to complete basic eligibility questions. We process your data on the basis of our legitimate interests in providing recruitment advertising services and, where applicable, to take steps at your request prior to entering into a contract.
- For clients. When you post a vacancy, we collect your school name, logo, job information such as start date, location, salary, benefits and a hidden email address. We use this information to publish your advert and forward applications to you. We rely on legitimate interests and contractual necessity for this processing.
- Analytics. We use aggregated usage data to analyse how our website is used and to improve our service. This does not personally identify individuals.
We do not make automated decisions or profiling based solely on your personal data.
Legal bases for processing
We will only process your personal data when we have a lawful basis to do so. Depending on the circumstances, the lawful bases we rely on include:
- Legitimate interests – to operate the Job Posting service, process applications and communicate with candidates and clients. We balance our interests with your rights and expect that you would reasonably expect this processing when using our service.
- Performance of a contract – where we need to process your data to take steps at your request before entering into a potential employment contract or to deliver the advert you have purchased.
- Consent – for marketing communications or when we share your data beyond what is necessary to provide the Job Posting service. You may withdraw consent at any time.
- Legal obligations – to comply with applicable laws (for example, to keep recruitment records for at least one year as required by the Employment Agency Standards inspectorate).
Sharing your data
We treat your personal data confidentially and will not sell or rent it. We may share your data with:
- Hiring schools (clients) – When you apply for a vacancy, we share your name, email address and CV with the relevant school. Candidates cannot see the school’s email address; applications are routed through a hidden link.
- Service providers – We use trusted third parties to provide website hosting, email newsletter services and payment processing. These providers may access your personal data only as necessary to perform their services on our behalf and are bound by data processing agreements.
- Legal or regulatory authorities – We may disclose personal data when required by law or to protect our rights.
We do not transfer personal data outside the United Kingdom or European Economic Area unless appropriate safeguards are in place, such as standard contractual clauses or adequacy regulations.
Data storage and security
Your data is stored on secure servers located in the UK and Canada. We implement technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. Access to candidate and client information is restricted to personnel who need it for their work and are bound by confidentiality obligations.
We cannot guarantee absolute security of information transmitted via the internet, and you acknowledge that transmission is at your own risk. Once we receive your data, we will use strict procedures and security features to prevent unauthorised access.
How long we keep your data
We retain personal data only for as long as necessary for the purposes for which it is collected, in line with the UK GDPR’s storage limitation principle. Candidate application records will be kept for a minimum of one year as required by Employment Agency Standards and deleted or anonymised after 12 months unless a longer period is required for legal or safeguarding reasons. We regularly review our records and securely delete or anonymise data when it is no longer needed.
If you withdraw your application or ask us to delete your data, we will erase or anonymise your information within one month, unless we have a legal obligation to retain it.
Your rights
You have several rights under the UK GDPR in relation to your personal data:
- Right to be informed – You have the right to clear and concise information about how we process your data. This policy provides that information.
- Right of access – You can request a copy of the personal data we hold about you and receive a response within one month.
- Right to rectification – You can ask us to correct inaccurate or incomplete data.
- Right to erasure – Also known as the “right to be forgotten,” you can request deletion of your personal data when there is no compelling reason for us to continue processing it.
- Right to restrict processing – You can request that we limit the way we use your data.
- Right to data portability – You can request that we transfer your data to you in a structured, commonly used format.
- Right to object – You can object to processing based on legitimate interests or direct marketing.
- Right not to be subject to automated decision making – We do not make automated decisions on candidate data, but you have the right to challenge any such decisions.
To exercise any of these rights, please contact us using the details above. We may require proof of identity before fulfilling your request.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. Visit ico.org.uk for more information.
Cookies and analytics
Our website uses cookies and similar technologies to remember your preferences and to collect aggregated usage statistics. Cookies are small text files stored on your device. You can control cookies through your browser settings. For further information about the cookies we use and how to manage your preferences, please refer to our Cookie Policy.
Changes to this policy
We may update this privacy policy from time to time to reflect changes in our services or the law. When we update the policy, we will revise the “Last updated” date and provide notice via our website. We encourage you to review this page periodically for the latest information.
Last updated: 3 June 2026
