Job Applicant Privacy Policy - Early Careers
This privacy notice applies if you are applying for employment with an affiliate of the Schroders group in the context of a graduate recruitment or apprentice campaign (“Early Careers”). The Schroders group affiliate to which you are applying for employment will be the data controller of your personal information and shall be referred to in this notice as “Schroders”, the “company”, “we”, “our” or “us”.
Schroders is responsible for ensuring that it uses your personal data in compliance with data protection law. The purpose of this notice is to explain what personal data we collect and how we use it. Please take the time to read and understand this privacy notice.
This privacy notice only relates to your application to work at Schroders. Should you be offered employment with Schroders, you will be given a privacy notice relevant to employees.
Types of personal data we process for your job application
A. Personal data collected by Schroders
Schroders will collect and process (e.g. obtain, record, use, share or hold etc.) the following personal data about you, in each case in so far as permitted by local law:
B. Information that you provide to us
This includes information that you submit to us when you make your initial application and includes:
- personal details such as, but not limited to, your full name, date and place of birth, email address, home address, other contact details including mobile telephone number, employment history and qualifications (both academic and professional), gender, nationality and right to work in the location where you are applying for a role, civil/marital status; and
- any other details you provide in support of your application, including (but not limited to) information contained in your CV and/or covering email and your reasons for applying to Schroders.
C. Information we, or other members of the Schroders group, otherwise collect about you.
This includes information that is collected in connection with your application and is likely to include:
- personal data that we collect through your communication and correspondence with us, by telephone, email or otherwise (including but not limited to the content, date and time of your email correspondence); and
- information obtained through any interviews and assessments with you.
D. Information we obtain from other sources
This may include:
- personal data that we collect from screening, background and/or reference checks we may perform on you as part of the application or recruitment process, which may include your address history, your credit history, your qualifications (both academic and professional), your previously held directorships (if any); and
- a criminal records check (where necessary for the role for which you are applying and as permitted by local law);
- information relating to your health, any ongoing conditions and any reasonable adjustments which may be necessary for the performance of the role for which you are applying.
- Information from online assessments and video-recorded assessments we may ask you to undertake using a platform provided by a third party. Video-recorded assessments will include audio and video footage of you that will be automatically transcribed and then evaluated by our team.
How we use your personal data and our legal grounds
We use your personal data for the purposes set out below
What we use your information for | Example of information we use | Our legal ground for using it |
|---|---|---|
To run the recruitment process and assess your application (including contacting you, arranging interviews and assessments, and deciding whether you progress) | Name and contact details; CV and cover email; education and qualifications; work history; interview notes; assessment results; communications with you | It’s necessary to take steps before entering into a contract with you (because you asked us to consider you for a role). In some cases we also rely on our legitimate interests in running an effective recruitment process |
To verify the information you provide (for example, qualifications and references) | Qualification and employment checks; reference information from referees you provide | Necessary to take steps before entering into a contract and/or our legitimate interests in confirming information and preventing fraud/misrepresentation |
To carry out screening / background checks where appropriate | Address history; credit history (where relevant); verification of directorships (if any) | Our legitimate interests in protecting our business, managing risk and ensuring candidates are suitable for the role, and/or legal obligations where checks are required by law or regulation |
To carry out a criminal records check (only where needed for the role and permitted by law) | Criminal record / offence information | Legal obligations (where applicable) and/or our legitimate interests in managing risk and meeting regulatory expectations. We apply appropriate safeguards as required by law |
To consider and put in place reasonable adjustments so you can participate fairly in the recruitment process | Health information you share with us; information about disability-related adjustments you need | Legal obligations (for example, equality-related obligations) and/or it is necessary to take steps before entering into a contract. Where required, we rely on additional legal conditions to handle this type of information |
Equal opportunities monitoring (to monitor the fairness and effectiveness of our recruitment processes) | For example, information about gender and (where collected) other equality monitoring information | Our legitimate interests (monitoring and improving fairness and equal opportunity) and/or legal obligations (depending on local law). Where required, we rely on additional legal conditions to handle this type of information |
Online and video assessments (including solely automated decisions) | Online assessment responses and scores; video/audio recordings; transcripts; derived scores | Necessary to take steps before entering into a contract and/or our legitimate interests in assessing candidates consistently and efficiently. Where an assessment score results in an automated decision that you do not progress (including rejection) without human review, you can contact us to request human intervention and to contest the decision |
To meet our legal and regulatory obligations connected with recruitment | Right to work / immigration status information; records needed for regulatory compliance | Legal obligations |
To protect our legal rights and manage disputes | Application records; communications; assessment records (and other relevant records) | Our legitimate interests in establishing, exercising or defending legal claims (and where relevant, compliance with legal obligations) |
To manage recruitment across the Schroders group and operate our systems (including centralised databases and consistent processes) | Applicant records held in recruitment/HR systems; correspondence; interview and assessment records | Our legitimate interests in efficient administration, governance and consistent recruitment practices across the Schroders group |
To contact you about future vacancies you may be interested in (during the period we retain your application data) | Contact details; CV; role preferences; application history | Our legitimate interests in talent management and keeping you informed about relevant opportunities (you can ask us to stop at any time) |
If our business is sold or merged (due diligence and transaction management) | Relevant recruitment records (shared on a need-to-know basis and minimised where possible) | Our legitimate interests in corporate transactions and business continuity, and/or legal obligations where disclosures are required |
Sensitive personal data
Certain forms of “sensitive personal data” are subject to specific protection or restriction by law in certain territories, including the EU. For these purposes, “sensitive personal data” may include data relating to: racial or ethnic origin; criminal activity or proceedings; political opinions; religious philosophical beliefs; trade union membership; genetic data; biometric data; data concerning health or sex life or sexual orientation. We will not process your sensitive personal data unless any legal conditions in connection with the lawful processing of such data are met and/or in accordance with any relevant local laws. This may include the following:
- the processing is necessary for carrying out obligations and specific rights of Schroders in the field of employment law, social security or social protection law (including obligations in relation to public health, health and safety and disability discrimination, the legality of personnel working in a particular jurisdiction, which will involve processing data in relation to nationality, work permits and visas, monitoring equality of racial or ethnic opportunity or treatment, and vetting (where necessary). Please note that where collected, equality information is used for monitoring and reporting and is not used to make hiring decisions, except where required/authorised by law;
- the processing is necessary to protect the vital interests of you or another person where you are physically or legally incapable of giving consent;
- the data in question has been made public by you;
- the processing is necessary for the purpose of, or in connection with, any actual or prospective legal proceedings, for the purpose of obtaining legal advice or otherwise for the purposes of establishing, exercising or defending legal rights subject to applicable local legislation or where courts are acting in their judicial capacity;
- the processing is necessary for reasons of substantial public interest on the basis of local law which is proportionate to the aim pursued and which contains appropriate safeguarding measures;
- you have given explicit consent in writing to the processing of the data; or
- as otherwise permitted by law.
In each case we will meet any additional local legal requirements and enforce any applicable duties of confidentiality effectively, for example in relation to access to health records.
Disclosure of your information to third parties
A. Within the Schroders group
Schroders may disclose your personal data to other members of the Schroders group for the purposes of:
- the management and administration of the Schroders group business, including the maintenance of the centralised databases storing personal data;
- enabling the performance of the functions that each of the Schroders group businesses may perform relating to regional or global HR decisions within the Schroders group; or
- assessing compliance with applicable laws, rules and regulations, and internal policies and procedures within the Schroders group.
Where personal data is disclosed to other members of the Schroders group, we will take steps to ensure that the personal data is accessed only by those Schroders group personnel that have a need to do so for the purposes described in this notice.
B. Outside the Schroders group
In addition to the above, Schroders (and the other Schroders group companies to whom your personal data is disclosed) may share your personal data outside the Schroders group:
- to third party agents or contractors, bound by obligations of confidentiality, in connection with the processing of your personal data for the purposes described in this notice. This may include outsourced HR service providers and consultants, providers of AI recruitment solutions, pre-employment vetting agencies, IT and communications service providers, law firms, accountants and auditors (“Third Parties”), these Third Parties will process personal data on our instructions where they act as our processors;
- to the extent required by law, regulation or court order, for example if we are under a duty to disclose your personal data in order to comply with any legal obligation; and
- if we sell any of our business or assets or if we are acquired by a third party, we may disclose your personal data to the prospective buyer for due diligence purposes.
International transfers of personal data
Your personal data may be transferred to and stored in databases hosted and maintained outside the location where you live or make your application to the company. It may be stored and processed by other Schroders group companies and/or Third Parties in other countries, which (in relevant cases) may include destinations outside of the European Economic Area (“EEA”), Switzerland and the United Kingdom. Where you are already outside of these areas, your personal data may be transferred to other jurisdictions, including locations which have lower levels of protection for personal data.
Where your personal data is transferred to other locations which have lower levels of protection for personal data, we will ensure that it is protected in a manner that is consistent with how your personal data will be protected by us in accordance with the protection given in the jurisdiction where the data is collected. This can be done in a number of different ways, for instance:
- the country that we send the data to might be approved by the European Commission or relevant local data protection authority;
- the recipient signed up to a contract based on “model contractual clauses” approved by the European Commission, obliging it to protect your Personal Data and we assessed that the legislation of the third country of destination enables the recipient to comply with those clauses.
In other circumstances the law may permit us to otherwise transfer your personal data to other jurisdictions, including outside the EEA where relevant. In all cases, however, we will ensure that any transfer of your personal data is compliant with applicable data protection law.
You can obtain more details about the protection given to your personal data when it is transferred to other locations, including outside the EEA, by contacting us in accordance with the “Contacting us” section.
How long we hold your personal data for will vary. The retention period will be determined by various criteria including:
- the purpose for which we are using it – we will need to keep the data for as long as is necessary for that purpose;
- legal obligations – laws or regulation may set a minimum period for which we have to keep your personal data; and
- our legitimate interest – we need to retain the data in order to establish, exercise or defend our legal rights and to verify compliance with our internal processes.
In most cases we retain job applicants’ data for 1 year from the date on which the position for which the candidate applied is closed or from the date the unsuccessful candidate is sent notification (whichever is earliest).
Your rights
You have a number of legal rights in relation to the personal data that we hold about you and you can exercise your rights by contacting privacy@schroders.com.
Within the EU, Switzerland and UK, these rights include:
- the right to obtain information regarding the processing of your personal data and access to the personal data which we hold about you;
- where processing is based on your consent, the right to withdraw your consent to our processing of your personal data at any time. Please note, however, that we may still be entitled to process your personal data if we have another legitimate reason (other than consent) for doing so;
- in some circumstances, the right to receive some personal data in a structured, commonly used and machine-readable format and/or request that we transmit those data to a third party where this is technically feasible. Please note that this right only applies to personal data which you have provided to us (and not, for the avoidance of doubt, information we, or other members of the Schroders group, otherwise collect about you or information we obtain about you from other sources);
- the right to request that we rectify your personal data if it is inaccurate or incomplete;
- the right to request that we erase your personal data in certain circumstances. Please note that there may be circumstances where you ask us to erase your personal data but we are legally entitled to retain it;
- the right to request that we restrict our processing of your personal data in certain circumstances. Again, there may be circumstances where you ask us to restrict our processing of your personal data but we are legally entitled to refuse that request;
- the right to object to our processing of your personal data in certain circumstances. Please note that there may be circumstances where you object to our processing of your personal data but we are legally entitled to continue to process it;
- the right not to be subject to a decision which produces legal or similarly significant effects on you which is based solely on automated processing and requesting human intervention in reviewing our reasons to contest the decision with the possibility to reverse it, if deemed appropriate; and
- the right to lodge a complaint with the relevant data protection supervisory authority, details of which can be found by following the link below, if you think that any of your rights have been infringed by us.
EU data protection supervisory authorities: https://edpb.europa.eu/about-edpb/about-edpb/members_en
UK data protection supervisory authority: https://ico.org.uk/
Switzerland data protection supervisory authority: https://www.edoeb.admin.ch/edoeb/en/home.html
Contacting us
If you would like further information on the collection, use, disclosure, transfer or processing of your personal data or the exercise of any of the rights listed in this notice, please contact us using the following contact information:
Address:
Schroders Privacy Officer
1 London Wall Place,
London
EC2Y 5AU
United Kingdom
Email address: privacy@schroders.com
You can also contact us at HRDirect@schroders.com
If you do not provide your data to us
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications, work history or right to work in this country), we may not be able to process your application successfully. For example, if we require references and you fail to provide us with relevant details, we will not be able to take your application further.
Last update: April 2026