Privacy Notice for Job Applicants and Users of the YHA Jobs Website
Last updated: 17th July 2026
Who is this notice for?
This notice explains how YHA England & Wales (YHA) collects, uses, stores, and protects personal information when you:
Visit our jobs website
Create a candidate profile
Apply for a job or Trustee position
Are recommended for a role
Are identified as a potential candidate
Provide a reference for an applicant
YHA uses Team Tailor, a recruitment system provider, to help manage applications. YHA is responsible for your personal information, and Team Tailor processes the information on our behalf.
Who are we?
YHA England & Wales
Email: dataprotection@yha.org.uk
Address:
Trevelyan House
Dimple Road
Matlock
Derbyshire
DE4 3YH
United Kingdom
What information do we collect?
Information about everyone who uses the jobs website
We may collect:
Your name, email address, phone number, and postal address
Information about your device, browser, and internet connection
Information about how you use the YHA website
Messages, emails, survey responses, and other communications you send us
Information about candidates
We may collect:
Your CV and cover letter
Employment history and qualifications
Interview notes
Assessment and test results
Salary expectations
Work samples
References and recommendations
Information about Trustee applicants and Trustees
We may also collect:
Date of birth
Nationality
Professional qualifications and memberships
Employment history and experience
Information needed to confirm you are legally allowed to act as a Trustee
Criminal record information (where legally permitted)
Bankruptcy history
Director or Trustee disqualification information
Training and attendance records
Emergency contact details
Relevant health information (where appropriate)
Equal opportunities information such as ethnicity, religion, disability, or sexual orientation
Where does the information come from?
We collect information:
Directly from you
For example, when you:
Visit our jobs website
Create a profile
Apply for a role
Contact us
From references
If you provide referees, we may ask them for information about you.
From employees or recruitment partners
Someone may recommend you for a role, or we may receive information from recruitment agencies.
From candidates
If you are listed as a referee, we will receive your contact details from the candidate.
Why do we use your information?
We use your information to:
Review applications and candidate profiles
Contact you about your application
Tell you about job opportunities
Assess your suitability for a role
Contact referees
Improve and secure our jobs website
Analyse how people use our website
Carry out surveys
Protect our legal rights if necessary
For Trustee applicants and Trustees
We also use information to:
Assess suitability for Trustee roles
Meet legal and regulatory requirements
Carry out onboarding checks
Manage Trustee appointments
Support Board and governance activities
Who do we share your information with?
We may share your information with:
Service providers
Companies that help us run the recruitment process, including Team Tailor.
Cookie providers
If you accept cookies, some information may be shared with companies that provide website analytics and similar services.
Public authorities
We may share information if required by law.
Legal advisers and courts
Where necessary to deal with legal claims or disputes.
Other third parties or agencies
For Trustees, information may also be shared with:
Companies House
The Charity Commission
HMRC
Legal and governance advisers
Training providers
Due diligence and identity-checking providers
Why are we allowed to use your information?
Data protection law requires us to have a legal reason for using your information.
We mainly use your information because YHA has a legitimate interest in recruiting suitable people for jobs and Trustee positions.
Sometimes we use:
Your consent
For example, if we want to record an interview.
Legal obligations
For Trustee positions, we may need information to comply with charity or company law, governance requirements, safeguarding responsibilities, and other legal duties.
Does your information go outside the UK or Europe?
Sometimes our service providers may process information outside the UK or European Economic Area (EEA).
When this happens, we make sure appropriate safeguards are in place to protect your information, such as:
Countries approved as having strong data protection laws
Standard contractual clauses approved by regulators
Additional technical and organisational security measures
How long do we keep your information?
Website visitors
We may keep some website security information for up to 12 months.
Candidates
If you have only signed up for job alerts, we keep your information while you remain registered.
If your application is unsuccessful, we may keep your information for up to 12 months so we can consider you for future vacancies.
If you are employed by YHA, your information is moved to our staff systems and kept according to our staff records policy.
Trustee applicants
Unsuccessful Trustee applicants: up to 12 months
Appointed Trustees: for the duration of their appointment and for a period afterwards in line with YHA's retention policy
Some governance records may need to be kept permanently because of legal or regulatory requirements.
Referees
We keep referee information for as long as we keep the applicant's recruitment records.
Your rights
Under data protection law, you have the right to:
Be informed - Know how and why your information is used.
Access your information - Ask for a copy of the personal information we hold about you.
Correct information - Ask us to correct information that is inaccurate or incomplete.
Delete information - Ask us to delete your information in certain circumstances.
Restrict processing -
Ask us to limit how we use your information in certain situations.
Object - Object to us using your information where we rely on legitimate interests.
Data portability - Request your information in a format that allows it to be transferred elsewhere.
Withdraw consent - If you previously gave consent, you can withdraw it at any time.
Complain - You can complain to YHA or to the Information Commissioner's Office (ICO) if you believe your data has not been handled properly.
How do I make a data request?
Through your Team Tailor account
Log in to your account.
Select Settings for Profile, Interests & Privacy.
Scroll to the bottom.
Select Request My Data.
Contact YHA directly
Email: dataprotection@yha.org.uk
For recruitment-related questions, you can also contact:
Changes to this notice
YHA may update this privacy notice from time to time. Changes may be made when:
Laws change
Our processes change
We want to make the notice clearer
Please check this page regularly to see the latest version.