Candidate privacy notice.
About this notice
Malted is committed to protecting the privacy and security of your personal information. This notice explains how we collect and use your information when you apply for a role with us. It applies whether you apply directly or through an agency.
We are responsible for deciding how your information is held and used. You can contact our Privacy Officer at privacy@malted.ai.
If you join Malted, we will give you our separate Employee Privacy Notice, which explains how we handle your information during and after your working relationship with us.
How do we collect information about you?
We collect personal information when you apply for a role with us. We usually collect it directly from you. We may also receive information from a recruitment agency, your referees, former employers or a background-check provider.
What information do we collect?
We may collect your contact details, CV and application information, employment history, qualifications, right-to-work information, references, interview or assessment results, and the outcome of pre-employment checks.
We may also collect health or disability information where you ask us to make a reasonable adjustment to the recruitment process. We only collect information we genuinely need to assess your application and, if we offer you a role, to arrange for you to join us.
How do we use it?
We use your information to assess and progress your application, communicate with you, carry out references and pre-employment checks, verify your right to work in the UK, and make a recruitment decision.
We do this where we need to take steps before entering into a contract with you, comply with our legal obligations, or run a fair and effective recruitment process.
If you tell us that you do not have the right to work in the UK, your application may be automatically declined. If you believe this is wrong, you can ask us to review the decision, give us further information and challenge the outcome. Contact privacy@malted.ai and we will arrange for someone to reconsider your application.
Pre-employment checks
If you are selected for a role, we may carry out pre-employment checks, including a basic DBS check. A basic DBS check may disclose unspent criminal convictions and conditional cautions. We only use this information where lawful and necessary, and handle it in line with our Appropriate Policy Document.
We do not keep the DBS certificate or its detailed contents after the recruitment decision. We retain only a brief record of the date of the check and its outcome.
Who can access your information?
Your information is available only to people who need it for recruitment or onboarding, such as the hiring manager, interview panel and relevant HR, IT, Operations or Finance colleagues.
We may also use recruitment agencies, background check providers and HR or IT service providers. They must keep your information secure and use it only for the services they provide to us.
Most information is held in the UK. In limited cases, information may be held outside the UK, with appropriate safeguards in place. You can contact our Privacy Officer for more information.
How long do we keep it?
If you are unsuccessful, we keep your information for six months after the recruitment process ends. If you are successful, relevant information moves to your employee file and is kept in line with our Employee Privacy Notice.
Privacy questions or concerns
You can ask us to access, correct, delete, restrict or stop using your information in certain circumstances.
If you are concerned about how we have used your information, please contact our Privacy Officer at privacy@malted.ai.
Revision control
Version 1.0. Last reviewed and updated on 4 September 2026 by Fiona Grieve. Owned by the Senior Leadership Team.