Last updated: 10 September 2026
1.1This notice is issued by Planet Education Networks Ltd, a company registered in England and Wales under company number 14282467, whose registered office is at 12th Floor, Exchange Tower, 1 Harbour Exchange, London E14 9GE (“PEN Group”, “we”, “us”, “our”). We are the controller of the personal data described in this notice.
1.2This notice applies to any individual who applies for, or is approached by us about, a role with PEN Group or any of its group companies (a “Candidate”, “you”). It supplements, and should be read together with, our Privacy Policy.
1.3Recruitment is conducted by our own staff. We do not engage recruitment agencies to act on our behalf in relation to the roles covered by this notice.
2.1We collect and process the following categories of personal data:
(a)identity and contact data: name, email address, telephone number and location, as supplied by you or contained in your CV;
(b)application data: your CV, portfolio, professional profile links, salary expectations, notice period and availability;
(c)screening data: video recordings of your answers to our screening questions, written transcripts of those recordings, and the scores, reasoning and notes generated in the course of assessing them;
(d)assessment data: take-home test submissions, interview notes and outcomes;
(e)communications data: emails and WhatsApp messages exchanged with you, together with delivery and read status.
2.2We do not request special category data. If you volunteer such data in a CV or recording, we will not use it for any purpose.
3.1We contact Candidates by email and by WhatsApp message sent from +44 7476 953560.
3.2The WhatsApp number is used for outbound messages only and is not monitored. Replies should be made to the email address of the member of staff who contacted you.
3.3We send no more than one reminder in respect of each stage of the process. We cease contacting you when you withdraw, when you decline to proceed, or when the process concludes, save to inform you of the outcome.
4.1Where we invite you to a video screening, you will be asked to record answers to five questions using your own device. The exercise is designed to take approximately ten minutes, permits one re-recording per question, and may be completed at a time of your choosing. It takes the place of an initial telephone interview.
4.2The invitation link remains valid for seven days from issue. We will extend it on request.
5.1We use automated tools, including artificial intelligence services, to (a) transcribe your recorded answers, (b) produce a preliminary score for each answer together with a written rationale, and (c) summarise the content of your CV.
5.2These outputs are aids to assessment only. Every recording is reviewed by a member of our hiring team, and every decision to progress, decline or appoint a Candidate is made by a person. We do not make decisions based solely on automated processing within the meaning of Article 22 of the UK GDPR.
5.3Scoring is directed to the substance of your answers. Accent, fluency and presentation are not scored.
6.1We process your personal data on the following bases under Article 6(1) of the UK GDPR:
(a)taking steps at your request prior to entering into a contract of employment (Article 6(1)(b));
(b)our legitimate interests in recruiting suitably qualified staff, in conducting a fair and consistent assessment process, and in maintaining a record of that process (Article 6(1)(f)); and
(c)compliance with our legal obligations, including in relation to the right to work (Article 6(1)(c)).
7.1Identity, contact, application and assessment data are stored on infrastructure located in the European Union (France). Video recordings are stored with Cloudflare, Inc.
7.2We engage the following processors, each of which acts on our written instructions and is contractually prohibited from using your data for its own purposes, including the training of artificial intelligence models:
(a)Supabase and Vercel, for hosting and data storage (EU);
(b)Cloudflare, for storage of video recordings;
(c)Google LLC and Anthropic, PBC, accessed through Vercel’s AI Gateway, for transcription and preliminary scoring (United States);
(d)Resend, for the delivery of email (United States); and
(e)Twilio Inc. and Meta Platforms, Inc., for the delivery of WhatsApp messages (United States).
7.3Where personal data is transferred outside the United Kingdom, we rely on the UK adequacy regulations in respect of the European Union and, in respect of the United States, on the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with the UK Extension to the EU-US Data Privacy Framework where the recipient is certified.
7.4We do not sell personal data and we do not share it with any third party other than the processors listed above and, where required, our professional advisers and regulators.
8.1Video recordings are deleted ninety (90) days after the conclusion of your recruitment process.
8.2Your CV, contact details, transcripts, scores, rationales and reviewer notes are deleted twelve (12) months after the conclusion of your recruitment process. This period allows us to consider you for comparable roles that arise in the interim.
8.3Following deletion we retain only your name and the outcome of the process, for the purpose of maintaining an accurate record of applications received.
8.4Deletion under this section is carried out by an automated scheduled process. Deletion may be requested earlier under section 9.
8.5Where a Candidate is appointed, the Candidate’s recruitment file is transferred to their personnel record and is thereafter governed by our employee privacy notice.
9.1Subject to the conditions set out in the UK GDPR, you have the right to request access to, rectification of, or erasure of your personal data; to restrict or object to its processing; and to data portability.
9.2Requests may be made to the member of staff who contacted you or to hello@pengroup.com. We will acknowledge a request within seven (7) days and comply, where the request is well-founded, within thirty (30) days.
9.3You have the right to lodge a complaint with the Information Commissioner’s Office (ico.org.uk). We would ask that you raise any concern with us first.
10.1All Candidates for a given role are asked the same screening questions and are assessed against the same written rubric.
10.2Reviewers have sight of the preliminary scoring rationale when forming their own judgement. A Candidate may request feedback on a decision by contacting us as set out in section 9.2.
11.1We may update this notice from time to time. The date of the current version appears at the top of this page. Material changes will be notified to Candidates whose process is ongoing.