Job and volunteer applicant privacy notice.
How we handle your information when you apply for a job or volunteer role with the club.
Last updated: 12 November 2026
This notice explains how Maldon & Tiptree Football Club Limited handles your information when you apply for a paid job or volunteer role through our careers page or otherwise. Our main privacy policy covers everything else, including your rights and how to complain.
What we collect
- Application: name, contact details, CV, cover letter, work history, qualifications (including FA coaching badges) and how you heard about the role.
- Selection: interview notes, any assessment results and our decision.
- Offer: references, proof of your right to work in the UK, an emergency contact and bank details for payroll (paid roles).
- Roles working with children or adults at risk: a criminal records (DBS) check and FA safeguarding training records.
- Optional: equal opportunities monitoring information, and any adjustments you need for interview.
Why we use it and our lawful bases
- To assess your suitability and make a recruitment decision: steps before entering a contract, and our legitimate interest in recruiting the right people.
- To check your right to work: legal obligation.
- To carry out DBS checks for roles that involve working with children or adults at risk: legal obligation and FA safeguarding requirements, under the substantial public interest conditions for safeguarding in the Data Protection Act 2018. We hold an appropriate policy document for this.
- To make reasonable adjustments: legal obligation under the Equality Act 2010.
- Equal opportunities monitoring: only with your consent, kept separate and used in anonymised form.
We don’t make recruitment decisions by automated means alone.
Who sees it
Only the people involved in recruiting for the role, such as the hiring manager, the relevant committee member or director, and our Club Welfare Officer for safeguarding checks. We share information with referees you name, the Disclosure and Barring Service (arranged by the Club Secretary), and the providers that run our email and website (Microsoft 365, and Qivo, Vercel and Supabase for the website), who act on our instructions.
How long we keep it
- Unsuccessful applicants: 6 months after we tell you the outcome, then deleted (to deal with any questions or claims).
- Applicants who ask to be kept on file: up to 12 months, with your consent.
- Successful applicants: moved to your staff or volunteer file and kept under our staff privacy notice.
- DBS certificates: we record the certificate number, date and outcome; we don’t keep copies of the certificate.
Your rights and complaints
You have the same rights over your information as described in our privacy policy, including access, correction and deletion. Email info@maldontiptreefc.com. If you’re unhappy, you can complain to us first, and you can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
