Who we are
Umbrella Connect Ltd is a company registered in England and Wales (company number 11859038). We provide dedicated staff to UK businesses from our managed office in Wattala, Sri Lanka. When you apply for a role with us, Umbrella Connect Ltd is the controller of your personal data. Our recruitment team works from the Wattala office.
Questions about this notice or your data: careers@umbrellaconnect.uk. General data and privacy enquiries: info@umbrellaconnect.uk.
What we collect
- Contact and identity details: your name, email address, mobile number, whether you use WhatsApp, and your full home address.
- Your application: the role, your experience, English level, notice period, earliest start date, any links you give us and your message.
- Documents you upload: your CV and any certificates, references or work samples.
- Your video, if you send one: your image and voice, recorded on our page, uploaded as a file or shared as a link.
- What our team records: assessment results, interview notes, ratings, the stage you are at and the decision.
- Technical details: the two-letter code of the country your connection comes from, used to set your dialling code (we do not store your IP address), your browser type, and the date and time you accepted this notice and the applicant terms.
We do not ask for sensitive information such as religion, health, ethnicity or political views, and you do not need to put it on your CV. If you tell us about a disability so we can adjust the process for you, we use that only to make the adjustment.
Why we use it and our legal basis
- To assess your application and run the hiring process (screening, assessment, interviews, references and an offer): this is necessary to take steps at your request before entering a contract, and is in our legitimate interest in hiring the right people.
- To introduce you to the UK client for the role if you reach the client interview: our legitimate interest, because the client takes part in the decision. We tell you before this happens.
- To keep your application for other roles (the talent pool): only with your consent, which you can withdraw at any time.
- To meet legal obligations such as right-to-work checks, and to defend legal claims: legal obligation and legitimate interest.
We never use your application for marketing and we never sell it.
Who can see your application
- Named members of our recruitment team and the managers hiring for the role, in the UK and Sri Lanka. Each of them signs in to our HR system and accepts our HR data-handling terms before they can see any application.
- The UK client for the role, only if you reach the client interview, and only what they need: usually your CV, your video and a short summary from our team.
- Our service providers, under contract and only to run the service: Supabase, which hosts our careers database and file storage in London, United Kingdom, and our email provider.
- Authorities, where the law requires it.
Where your data is stored
Your application and files are stored in the United Kingdom (London). Our recruitment team in Sri Lanka accesses them remotely. Where personal data is accessed from outside the UK, we protect it with the safeguards UK data protection law requires, and with strict access controls. Our processing in Sri Lanka also follows the Personal Data Protection Act, No. 9 of 2022.
How long we keep it
- If you are not successful or you withdraw: we delete your application, files and video six months after the decision.
- If you joined the talent pool: we keep it for twelve months after the decision, then delete it. You can ask us to delete it sooner.
- If you are hired: your application moves to your employee file and our staff privacy notice applies.
- Applications still open: reviewed no later than twelve months after you applied.
How we keep it safe
Files are held in private storage that cannot be reached by a public link. Data is encrypted in transit and at rest. Only signed-in HR users who have accepted our data-handling terms can open an application, files are shared with them through links that expire within minutes, and every change of status is logged with the name of the person who made it.
Decisions about you
We do not make automated decisions. A person reads every application, and people make every decision in the process.
Your rights
You can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or move it to someone else. Where we rely on your consent, you can withdraw it at any time. Email careers@umbrellaconnect.uk with your application reference and we will reply within one month.
If you are unhappy with how we handle your data, you can complain to the UK Information Commissioner’s Office at ico.org.uk or on 0303 123 1113, or to the Data Protection Authority of Sri Lanka. We would appreciate the chance to put things right first.
Changes to this notice
If we change this notice we publish the new version here with a new date. The version you accepted is recorded with your application.