Last updated: October 2026
Recruitment Privacy Notice
The Professional Triathletes Organisation (“PTO”, “we”, “us”) respects your privacy and is committed to protecting your personal information.
This notice explains how we use personal information about candidates during our recruitment process. It applies to anyone who applies for a role with us, is referred to us, or whom we approach about a role, including employees, workers, contractors, interns and volunteers.
PTO Commercial Ltd, One Canada Square, London E14 5AB, is the data controller responsible for your personal information. You can contact us about this notice or about your personal information at [email protected].
What information we collect
During recruitment, we may collect:
- your name and contact details;
- your CV, employment history, qualifications, skills and experience;
- information you provide in your application, interviews or assessments;
- interview notes, assessment results and recruitment feedback;
- summaries, scores or other outputs produced by the AI tools described in this notice, and our reviewers’ notes on them;
- salary expectations, availability and notice period;
- correspondence with you about your application;
- right-to-work and immigration information where relevant; and
- references or other information required before employment.
Where necessary, we may also process information about your health or disability to make reasonable adjustments during the recruitment process.
If we collect diversity information for equality monitoring, this will be used for monitoring purposes and not to make recruitment decisions. Providing it is optional.
Where we get your information
Most of the information we process comes directly from you.
We may also receive information from:
- recruitment agencies or search partners;
- employees who refer you;
- referees;
- job boards and recruitment platforms; and
- publicly available professional sources, such as LinkedIn.
We may also identify and contact individuals directly where we believe they may be suitable for a role at PTO. If we obtain your information from someone other than you, such as a recruitment agency or a public profile, we will tell you within one month (or when we first contact you, if sooner), including where the information came from.
How we use your information
We use your personal information to:
- manage and assess your application;
- assess your suitability for a role;
- use AI tools to help organise, summarise and review applications against the criteria for the role (see “Use of AI and automated tools in recruitment” below);
- communicate with you throughout the recruitment process;
- arrange interviews and assessments;
- make recruitment and offer decisions;
- carry out appropriate pre-employment checks;
- verify your right to work;
- maintain appropriate records of recruitment decisions; and
- meet our legal obligations and protect our legal rights.
If you are successful, relevant information from your recruitment process will become part of your employment record.
We will only use your information for another purpose where that purpose is compatible with why it was originally collected or where the law otherwise permits us to do so.
Our lawful bases
Under UK data protection law, we need a lawful basis for using your personal information.
Depending on what we are doing, we rely on:
- Steps before entering into a contract – to assess your application and take steps towards potentially offering you employment.
- Legitimate interests – to identify and recruit suitable people, operate an effective and consistent recruitment process (including using AI tools to help our team review applications) and maintain appropriate recruitment records.
- Legal obligations – for example, when checking whether you have the right to work in the UK.
- Consent – only for optional uses, such as keeping your details in our talent pool for future roles. You can withdraw your consent at any time.
Where we process health or disability information to support reasonable adjustments, we do so because it is necessary to meet our obligations and exercise our rights under employment and equality law (Article 9(2)(b) UK GDPR and Schedule 1, paragraph 1 of the Data Protection Act 2018). Where we collect equality monitoring information, we rely on the substantial public interest condition for equality of opportunity or treatment (Schedule 1, paragraph 8 of the Data Protection Act 2018).
If we need to use your information for a purpose not described in this notice, we will tell you before we do so. Where that use relies on your consent, we will ask for it at the time, and you can withdraw your consent at any time by emailing [email protected].
Who we share your information with
Access to your information is limited to people who need it for the recruitment process. This may include:
- the PTO People Team;
- hiring managers and interviewers;
- individuals from our group companies, shareholders or commercial partners who are involved in hiring for a particular role, for example where a role is jointly managed or funded;
- relevant members of the leadership team; and
- other employees involved in the hiring decision.
We may also use third-party providers to support recruitment, including recruitment agencies, recruitment platforms, assessment providers, AI service providers and IT or cloud-service providers.
We require providers processing information on our behalf to handle it appropriately and in accordance with applicable data protection law.
We do not sell candidate information.
We may also share your information where the law requires it, for example with the Home Office, or where it is needed to establish, exercise or defend legal claims.
International transfers
Some of our service providers may process personal information outside the UK. For example, some of our AI, IT and cloud-service providers process information in the United States.
Where this is a restricted transfer under UK data protection law, we make sure it is covered by an appropriate safeguard. These are UK adequacy regulations (for example, for transfers to the European Economic Area, or to US organisations certified under the UK Extension to the EU-US Data Privacy Framework), or, where adequacy regulations do not apply, the ICO’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, supported by a transfer risk assessment.
You can contact us if you would like further information about the safeguards we use.
How long we keep your information
If your application is unsuccessful, we will normally retain information relating to that recruitment process for six months after the process has concluded. We do this so that we can respond to queries or potential claims relating to the recruitment process. At the end of that period we securely delete or anonymise your information, including any AI-generated summaries or scores, unless you have agreed to join our talent pool.
If we would like to retain your details for future opportunities for longer than this, we will ask for your consent first. You can also ask us to keep your details by contacting [email protected]. If you agree, we will keep your details for up to 12 months, and you can ask us to remove them at any time.
If you join PTO, relevant recruitment information will be transferred to your employee record and retained in accordance with our employee data-retention practices.
Speculative applications sent when we have no suitable vacancy are kept for six months, unless you agree to join our talent pool.
If you are offered a role, we keep copies of your right-to-work documents for the length of your employment and for two years after it ends, as required by Home Office guidance.
We may retain anonymous recruitment statistics for longer because this information can no longer identify you. We securely delete recruitment information at the end of these periods.
Do you have to provide your information?
You are not generally legally required to provide personal information as part of an application. However, if you do not provide information that we reasonably need to assess your application, we may not be able to progress it.
Certain information, such as evidence of your right to work, is required before we can employ you.
Use of AI and automated tools in recruitment
We use AI tools to help our People Team review applications. When you apply, these tools may:
- read your CV, cover letter and answers to application questions;
- summarise your experience, skills and qualifications;
- compare your application against the criteria published for the role, such as required skills, qualifications and experience; and
- suggest an initial ranking, or highlight points for our team to explore further.
AI tools do not make recruitment decisions. A member of our People Team or the hiring manager reviews every application, together with any AI-generated summary or score, before any decision is made to progress or reject it. Our reviewers are not bound by any AI output. We do not reject applications automatically.
We take steps to make sure the tools are used fairly. The tools are set up to assess only information that is relevant to the published criteria for the role. We do not use them to assess, infer or take into account your age, sex, race, ethnicity, disability, religion or belief, sexual orientation or any other protected characteristic, and diversity monitoring information is never shared with them. We monitor our use of these tools to help ensure they are fair and accurate.
We rely on our legitimate interests to use AI in this way, as it helps us review applications promptly and consistently. You can object to this by contacting [email protected].
We do not make significant decisions about your application, such as rejecting it, by solely automated means without meaningful human involvement. If we ever do so, we will tell you, and you will be able to make representations, ask for a person to review the decision and contest it.
Your rights
Depending on the circumstances, you may have the right to:
- access personal information we hold about you;
- ask us to correct inaccurate information;
- ask us to delete information;
- ask us to restrict how we use your information;
- object to certain uses of your information;
- ask us to transfer information you have given us to another organisation, in some circumstances;
- ask for a person to review, and contest, any decision about you made solely by automated means; and
- withdraw consent where we rely on your consent.
These rights are not absolute and may depend on the lawful basis on which we are processing your information.
Where we rely on our legitimate interests to process your personal information, you have the right to object to that processing. This includes our use of AI tools to support the review of applications.
To exercise your rights, please contact our People Team at [email protected]. We will respond within one month of receiving your request, and in most cases there is no charge.
Questions or complaints
If you have a question or concern about how we use your personal information, please contact:
People Team
Professional Triathletes Organisation
One Canada Square, London E14 5AB
[email protected]
We would encourage you to contact us first so that we have an opportunity to address your concern. We will acknowledge any complaint within 30 days and aim to resolve it without undue delay.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s data protection regulator. You can contact the ICO at ico.org.uk or on 0303 123 1113.
Changes to this notice
We may update this notice from time to time. The latest version will be made available through our recruitment channels or website.
