Privacy Notice

Last updated: 12 May 2026

 

1. Who this notice applies to

2. Who is responsible for your personal data

3. What personal data we collect

4. Where we collect your personal data from

5. Why we use your personal data

6. Our lawful bases for processing

7. AI-assisted tools and automated decision-making

8. Who we share your personal data with

9. International transfers

10. How long we keep your personal data

11. How we protect your personal data

12. Your rights

13. If you do not provide personal data

14. Changes to this notice

 

1. Who this notice applies to

This Recruitment Privacy Notice explains how Paymentology collects, uses, stores, shares and otherwise processes personal data about job applicants, prospective candidates and other individuals considered for roles with Paymentology.

This includes personal data collected when you:

• apply for a role through our careers page;
• submit your CV or profile through Paymentology’s recruitment platform (provided by Ashby);
• are sourced or approached through LinkedIn or another professional or recruiting platform;
• are referred to us by an employee, recruiter or other third party; or
• otherwise engage with us about a current or future employment opportunity.

 

2. Who is responsible for your personal data

For recruitment activities, the relevant Paymentology entity recruiting for the role will generally be the entity responsible for deciding why and how your personal data is processed for that recruitment process. In some jurisdictions, this entity may be referred to as the "controller", "responsible party", or an equivalent term under local law.

In some cases, other Paymentology group companies may also receive or use your personal data on a need-to-know basis where they support the recruitment process, provide shared HR, IT, legal, compliance, or administrative services, or are involved in the role or hiring decision. Where required by applicable law, relevant group entities will put in place appropriate arrangements governing their respective responsibilities.

For general recruitment related privacy queries, or to exercise your rights, or to contact the relevant privacy team, Information Officer, Data Protection Officer, or equivalent contact where applicable, you can contact us at:

Email: privacy@paymentology.com

 

3. What personal data we collect

We may collect and process the categories of personal data listed below to the extent reasonably necessary for recruitment, hiring, workforce planning, compliance, security, and related business purposes connected with current or future employment opportunities.

Depending on the role, location, and applicable law, some information may be considered sensitive, special category, special personal, or otherwise higher-risk information, such as health information, disability information, race or ethnicity information, biometric information, trade union membership, religious beliefs, sexual orientation, criminal record information, financial background information, or government-issued identification information. We will only process that type of information where permitted by law, relevant to the role or process, and subject to appropriate safeguards.

Background screening, sanctions screening, identity verification, right-to-work checks, reference checks, qualification verification, credit checks, and criminal record checks will be conducted only where relevant, proportionate, lawful, and appropriate for the role and jurisdiction.

Where interviews are conducted by video conference, Paymentology may also process interview recordings only if you have provided specific consent to recording the interview. If you do not agree to recording, your interview will proceed without recording and the recruiter will take notes instead. Your decision not to be recorded will not affect your application or the outcome of the recruitment process.

 

Please do not include unnecessary sensitive personal data in your application unless it is specifically requested or required for a lawful purpose.

Optional diversity survey

Paymentology may invite candidates to complete an optional diversity, inclusion, or equal opportunities survey. Participation is voluntary and will not affect your application. Where this information is collected, it will be used only for lawful diversity monitoring, equal opportunity reporting, accommodation, accessibility, or inclusion purposes, and we will keep this information separate from recruitment decision making, except where strictly necessary for accommodation, accessibility, or compliance with law.

 

4. Where we collect your personal data from

We may collect your personal data:

• directly from you;
• from Ashby ATS and other recruitment platforms used by Paymentology;
• from LinkedIn and other professional networking or recruiting platforms, including information from public professional sources where relevant to recruitment;
• from recruitment agencies, talent partners, candidate databases, employee referrals, referrers, or other third parties lawfully involved in the recruitment process;
• from employee referrals or other professional referrals;
• from interviewers, hiring managers and others involved in assessing your application;
• from video conferencing platforms used to arrange or conduct interviews, including Teams or Zoom, where applicable and where you expressly agree to interview recording; and
• from background checks, right-to-work or verification providers, where relevant and lawful.

 

5. Why we use your personal data

We use your personal data only for specific, legitimate, and lawful recruitment-related purposes, and only to the extent reasonably necessary for those purposes, which are listed below:

• to identify and contact potential candidates;
• to receive, review and assess applications;
• to manage the recruitment process, including scheduling interviews and assessments;
• to communicate with you about your application and any recruitment steps;
• to evaluate your suitability for current or future roles;
• to maintain recruitment records and an audit trail of hiring decisions;
• to carry out lawful pre-employment checks, where relevant;
• to provide reasonable adjustments or accommodations during the recruitment process;
• to monitor equal opportunity, diversity and inclusion, where permitted or required by law;
• to protect Paymentology’s legal rights and defend legal claims; and
• to comply with applicable legal, regulatory, governance, and reporting requirements.

 

6. Legal grounds and justification for processing

Depending on the jurisdiction and the circumstances, we may rely on one or more legally recognised grounds or justifications for processing your personal data, including:

• taking steps prior to entering into a contract with you, where processing is necessary to assess your application, verify the information you have provided, carry out recruitment checks relevant to the role, and progress recruitment for a role you have applied for;

• legitimate interests, where it is necessary for Paymentology’s legitimate interests in managing recruitment, identifying suitable candidates, running a fair and efficient hiring process, maintaining recruitment records, protecting our business from hiring, fraud, security or legal risks, and, where relevant and proportionate, carrying out background screening or verification to assess suitability for employment and protect Paymentology, its clients and partner banks, provided those interests are not overridden by your rights and interests;

• legal obligation, where we need to comply with employment, right-to-work, equality, tax, regulatory, corporate governance or other legal requirements, including where applicable screening, verification or ongoing checks required by law, regulation, or compliance obligations relevant to the role or jurisdiction, such as screening on hire in the UK where required by immigration, safeguarding, or financial regulatory rules, and ongoing screening in South Africa where required by applicable anti-money laundering, or partner-bank compliance requirements, where applicable; and

• consent, where we specifically ask for it, for example if we want to retain your details for future roles beyond our standard recruitment retention period, if we want to record an interview or where local law requires consent for a particular processing activity.

Where we process special category data or sensitive or higher-risk information, including health information, disability information, diversity information, biometric data, criminal record information, or other regulated categories of data, we will do so only where an additional condition, justification, authorisation, or safeguard is available under applicable law.

 

7. AI-assisted tools and automated decision-making

Paymentology may use recruitment software and related tools, including AI-assisted features, to help organise applications, support scheduling, generate summaries, identify potentially relevant candidates, or assist recruiters and hiring managers in reviewing applications.

These tools are intended to support human decision-making, not replace it. Paymentology does not intend to make final hiring decisions based solely on automated processing where doing so would produce legal effects or similarly significant effects on candidates, unless such processing is permitted by applicable law and appropriate safeguards are in place.

Where required by applicable law, we will provide information about the use of solely automated decision-making, including meaningful information about the logic involved, the significance of the processing, and the safeguards available to you, such as the right to request human intervention, express your point of view, or contest the decision.

 

8. Who we share your personal data with

We may share your personal data on a need-to-know basis with:

• Paymentology HR / People teams;
• recruiters, hiring managers, interviewers and relevant internal stakeholders involved in the recruitment process;
• companies within the Paymentology group where relevant to the role or hiring process;
• Ashby, as our applicant tracking system (ATS) and recruitment platform provider;
• other service providers supporting recruitment, interview scheduling, assessment, video conferencing, interview recording, storage, background screening, communications, hosting or IT support;
• recruitment agencies, search firms or referral partners involved in your candidacy;
• legal, compliance, audit or security advisers where necessary; and
• regulators, courts, law enforcement bodies or other authorities where disclosure is legally required or necessary for legal claims.

We require service providers, processors, operators, recruitment partners, and other recipients that process personal data on our behalf to do so only for authorised purposes, to protect it appropriately, to keep it confidential, and not to use it for their own unrelated purposes except where permitted or required by law.

 

9. International transfers

Paymentology is a global business, and your personal data may be accessed, transferred to, stored, or processed in countries other than the country where you are located, including by Paymentology group entities or service providers supporting recruitment operations.

Where we transfer personal data internationally, we will take appropriate steps to protect it in accordance with applicable data protection laws. Depending on the jurisdictions involved, this may include reliance on adequacy decisions, standard contractual clauses, data transfer agreements, binding corporate rules, intra-group agreements, consent where appropriate, transfer necessity for pre-contractual or contractual steps, or other lawful safeguards or exceptions.

 

10. How long we keep your personal data

We keep candidate personal data only for as long as reasonably necessary for recruitment, hiring, record-keeping, legal defence, audit, security and compliance purposes, after which it will be deleted, de-identified, anonymised, or retained only where a lawful exception applies.

As a general baseline:

• if your application is unsuccessful, we may retain your recruitment records for up to 12 months after we notify you of the outcome, unless a different period is required or justified under local law, a legal hold, dispute, regulatory requirement, or legitimate business need;
• if you agree to remain in our talent pool for future opportunities, we may retain your data for another 12 months from your consent, depending on the applicable process and jurisdiction, unless you withdraw your consent sooner. We may also contact you before the end of such extended period to determine whether you would like us to continue retaining your details for future opportunities. Should you consent, then the first part of this item will apply to such extended period;
• if you are successful, relevant recruitment records may be transferred to your employee file and retained in accordance with Paymentology’s employee privacy notice.

We may retain limited information for longer where required by law, regulation, legal hold, audit or legal defense requirements.

 

11. How we protect your personal data

Paymentology applies appropriate technical and organizational measures designed to protect candidate personal data against unauthorized access, loss, misuse, alteration or disclosure. These measures include role-based access controls, confidentiality obligations, secure systems, and appropriate vendor and transfer safeguards.

 

12. Your rights

Subject to applicable law, you may have rights in relation to your personal data, including the right to:

• be informed about how your personal data is used;
• request access to your personal data;
• request correction of inaccurate or incomplete data;
• request deletion of your personal data;
• request restriction of processing;
• object to processing based on legitimate interests;
• withdraw consent at any time where we rely on consent;
• request portability of certain data, where applicable; and
• request human review or challenge a solely automated decision where applicable.

To exercise your rights, please contact privacy@paymentology.com.

You may also have the right to lodge a complaint with the relevant supervisory authority, including the authority in the country where you live, work, or believe a breach may have occurred.

 

13. If you do not provide personal data

Where certain information is required for us to consider your application or comply with legal obligations, not providing that information may mean we are unable to progress your application or employ you for the role.

 

14. Changes to this notice

We may update this Recruitment Privacy Notice from time to time to reflect changes in our recruitment practices, systems, legal requirements, or business operations. The latest version will be made available through the relevant application channel or recruitment page.

Where required by applicable law, we will notify you of material changes in any appropriate manner.