Last Updated

12/08/2026

Who We Are

Who we are

We are The Shine Group (“Shine”, “we”, “us”, “our”) which consists of the following organisations:

Purpose of This Privacy Notice

The purpose of this privacy notice is to explain what Personal Data we collect about you when you apply for a job with us and how we process it during the recruitment process. This privacy notice also explains your rights, so please read it carefully. If you have any questions or you wish to make a complaint, you can contact us using the information provided below under the section called “How to contact us and our Data Protection Officer”.

Who This Privacy Notice Applies To

This privacy notice applies to you if you apply for any job roles published by any entity within The Shine Group listed above.

What Personal Data Is

‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.

‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation. 

Personal Data We Collect

We collect the following types of personal data:

• Personal details such as name, home address, date of birth, gender
• Contact information such as email address, phone number, emergency contact details and next of kin details
• Recruitment information such as application information, CV, covering letter, interview notes, references and correspondence
• Employment information such as employment history, area of responsibility and general employment records
• Data concerning health such as disability information and data relating to pregnancies.
• Sexual orientation, sex, race, ethnicity data and religious information for equal opportunity monitoring.

How We Collect Your Personal Data

We collect your Personal Data in a variety of ways. For example, we would have collected your Personal Data directly from you as part of the recruitment process and you would have provided this to us via your CV, application form and correspondence and through interviews, meetings or other assessments.

Purposes for Using Your Personal Data

We will only use your Personal Data when the law allows. We may collect and use the following types of personal data about you for the purposes explained below.

Sharing Your Personal Data

Your Personal Data will be shared internally with members of our HR team and senior managers of the business. Only information which is necessary to enable us to fulfil our duties and manage the recruitment process will be processed.

Third parties with whom we might share your Personal Data

We share your Personal Data with third parties where required by law, where it is necessary to manage the recruitment process or where we have another legitimate interest in doing so. This may include third-party recruitment organisations and customer relationship management (CRM) platforms. We have appointed Evalian Limited as our outsourced Data Protection Officer and may share your Personal Data with them where necessary in relation to data protection matters.

Obligations on third parties with whom we share your Personal Data

All our third-party service providers with whom we share your Personal Data are required to take appropriate security measures to protect your Personal Data in line with our policies. We do not allow our third-party service providers to use your Personal Data for their own purposes. We only permit them to process your Personal Data for specified purposes and in accordance with our instructions.

International Transfers

Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.

We have taken appropriate steps to ensure that when your Personal Data is processed in a country outside the UK, it does not have a materially lower level of protection than that guaranteed in the UK. We do this by ensuring that:

• Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation) or
• We enter into an International Data Transfer Agreement (“IDTA”) with the receiving organisation and adopt supplementary measures, where necessary. (A copy of the IDTA can be found here https://ico.org.uk/media2/migrated/4019538/international-data-transfer-agreement.pdf; or
• When transferring your Personal Data to America, we rely on the UK-US Data Bridge, where appropriate.

How Long We Keep Your Data

We will retain your Personal Data for only as long as is necessary for the recruitment process. If your candidacy is successful and you are employed or hired by us, your Personal Data will be processed and retained as set out in our employee privacy notice, provided to you with your employment paperwork.

If your candidacy is not successful, we will retain your CV, application details and interview notes for 12 months (from the date we notified you we would not move forward with your application) in order to inform you about any future vacancies we have that may be of interest to you. Please let us know if you would like us to delete your records before our retention period lapses and we will do so.

We will also retain Personal Data where it is necessary to comply with our legal obligations or as necessary in relation to legal claims. This is rare but may mean we need to retain your Personal Data for longer than 12 months.

Automated Decision Making

We do not make any decisions about you based solely on automated decisions.

Your Rights

You have certain rights in relation to the processing of your personal data, including:

• Right to be Informed about how and why we use your personal data. This is provided through privacy notices.
• Right of Access to your personal data (commonly known as a “Subject Access Request”). This enables you to receive a copy of the personal data we hold about you and to check we are lawfully processing it.
• Right to Rectification of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Right to Erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for to continue processing it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Right to Restrict the processing of your personal data. This enables you to ask us to suspend the processing of your personal data, for example if you want us to establish its accuracy or the reason for processing it.
• Right to Data Portability provides the opportunity to obtain and reuse their personal data for their own purposes across different services.
• Right to Object the processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
• Rights in relation to Automated decision-making. You have the right not to be subject to a decision based solely on automated processing which will significantly affect you.
• Right to Withdraw Consent when we process your personal data under the lawful grounds of consent.

How to exercise your rights

You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated. 

Complaints

If you are unhappy with how The Shine Group handles your personal data, you have the right to complain. We will acknowledge receipt of your complaint within 30 days, investigate the matter without undue delay, and keep you informed of the progress and outcome. If you wish to complain please use the contact details given below under “How to Contact Us”.

We will do our best to resolve the matter to your satisfaction. If you are not satisfied with the outcome of your complaint, you can complain with the relevant supervisory authority. The supervisory authority in the UK is the Information Commission who can be contacted online at:

Contact us | ICO or by telephone on 0303 123 1113

For supervisory authorities in other countries within the EU see the link below:

https://edpb.europa.eu/about-edpb/about-edpb/members_en

How to Contact Us

For further information regarding your personal data or about The Shine Group’s approach to data protection in general please contact our Data Protection Officer at:

Shine Sports Ground,

Lime Trees Road,

Bristol,

United Kingdom,

BS6 7XW

(e) [email protected]

(t) 01174 033 033

Changes to This Privacy Notice

We may update this privacy notice from time to time in response to changes in applicable laws and regulations and our processing practices. When changes are made, we will update the effective date at the top of this document.