Privacy Policy

Oxford Flow Candidate and Recruitment Privacy Policy

When you apply for or work at Oxford Flow, you trust us to look after the personal data we need you to give us to process your job application. This Privacy Policy is meant to help you understand what the data is that we collect from you, why we collect it and what we do with it. This is important so we hope that you take the time to read it carefully.


How do we collect data?

We collect and combine personal data from the following sources: 

Information you provide to us 
You may provide us with personal data by filling in forms on our website, submitting information to one of our product or service portals, meeting with us, or contacting us via post, telephone, email, chat or other form of communication.  

Information we collect ourselves 
When you visit our website, we may automatically collect information about the device you are using and the way that you use such site or portal.  

Information we receive from others 
We may receive personal data from publicly available sources and other organisations such as advertisers, suppliers, service providers, trade agents and resellers. If you apply for a job with us, we may receive information from recruitment agencies, employment background screening agencies and your named referees. 

Information we collect 
We collect and maintain different types of personal information including CV, job applications and interview notes. If you apply for a job with us, we may also ask you to provide work and educational history, information about your skills and experience, and proof of your right to work in the relevant country. You are not required to provide all requested information, but failure to do so may result in us being unable to proceed with your candidacy for a role.


How we use the information we collect 

We may use the personal data that you provide during the recruitment process for evaluating your suitability for current and future employment opportunities, record keeping in relation to recruiting, and improving our recruitment processes.  

If you accept an offer of employment with us, any relevant personal data collected during the recruitment process will become part of your personnel records. In other cases, we will retain your information on file for a period of 6 months. At the end of this period, we may contact you to ask if you would like us to retain the information for a further period. 


How we protect Personal Data 

Oxford Flow maintains physical, technical and procedural safeguards to protect your personal data and ensuring that it doesn’t get lost and secured from unauthorised access, copying, use, modification or disclosure.  

Data may be transferred outside of the EU for the following purposes; 

  1. Oxford Flow data storage,  
  2. Where Oxford Flow service providers operate services outside of the EU. 
  3. To further business interests. 

Where any of the above apply, we will ensure that such transfers are made in compliance with data protection laws in force and that your rights under the relevant legislation are not compromised. 


Data Breaches 

If we are made aware of any data breach resulting in the loss or theft of your Personal Data we will report it to the Information Commission within 72 hours of us being aware of the breach. 

The ICO (the Information Commissioners Office), is a non-departmental public body which reports directly to Parliament. The Data Protection Act 1998 requires every data controller who is processing personal information to register with the ICO. In the event of a serious breach of personal data Oxford Flow has obligations to the ICO and data subject impacted by the breach.


How long we keep your information

Oxford Flow has a policy to keep most Personal Data in line within regulated statutory retention periods and only for as long as it is strictly necessary. For clarity, candidate data, applications or CV’s are held for a period of 6 months, or for such longer period required by law or otherwise necessary to defend or exercise our legal rights. At the end of this period we may contact you to ask if you would like us to retain the information for a further period, after which we will either delete or anonymise the personal data. 


How can I find out what Personal Data you have about me?

You have a right to know what Personal Data we hold about you, a right to rectify it if it’s wrong and a right to delete it. Should you wish to know what the information is, or manage the information or delete the information., please contact us on the following email address: We will respond without delay and within 1 month of the request, or you can write to us at;  

Oxford Flow, 

Osney Mead 


OX2 0ES 

If you are unhappy with the way Oxford Flow process your personal data, you also have the right to complain to the Information Commissioner’s Office (the ICO).