Applicant Privacy Policy

Application and data collection forms are produced by Institute of Physics who, as Data Controller, will use the data collected for the purposes of considering you for suitable employment vacancies, communicating with you at various stages in the selection process (such as to arrange interviews), for onboarding successful applicants, and potentially for retaining for a set period the applications of unsuccessful applicants in the form of a “talent pool” database. The legal basis for our processing your information is the pursuit of our Legitimate Interests which are seeking job applicants in order to further the interests of our organisation and maintaining a database of unsuccessful candidates and speculative enquiries known as a talent pool. We will not process the information you have provided for any other purposes incompatible with those referred to above.

We will store the information you provide on a computer system provided by a specialist company, 3D MarComms Ltd, who act in the capacity of our Data Processor and are based in the UK.

We will not share or disclose the personal data you submit on this data collection to anyone else unless reasonably required. For the purposes of onboarding your personal details may be shared with our internal teams or necessary partners, to assist in ensuring the appropriate equipment is available to you prior to you joining the team.

The information you provide to us through this form and subsequently during the application process will be stored in our computer systems for a period of six months unless you are a successful candidate, in which case your information will be stored for longer and will be subject to the workforce data privacy notice provided on your recruitment.

You may have the right to request access to, rectification or erasure of personal data that we hold about you as well as a right to object to and to a restriction of our processing of your personal data for the purposes described above. You may also lodge a complaint about us with the ICO.

Please also see our general privacy policy here:

If you would like to know anything further about how we handle information that we hold about you or exercise any of your information rights, please contact us at