Privacy Policy

In order to assess your application and communicate with you about progress we may need to collect and process:

  • Your name and contact details
  • Information about your education and previous employment
  • Accessibility requirements
  • Your bank details
  • Our assessment team members’ assessments of your suitability for the role

How we obtain your personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons.

Your name and contact details are needed in order to keep you updated with the progress of your application, to invite you to the assessment process and, for successful applicants, to enable us to reach out to your referees. This information is shared with:

  • CAIF's assessment team
  • Referees, named by you

Information about your education and experience enable us to assess your suitability for the role. This information is shared with:

  • CAIF's assessment team  

Information about accessibility requirements enables us to make reasonable adjustments to the assessment process. This information is shared with:

  • CAIF’s people and operations manager
  • Where necessary, CAIF's assessment team

To pay your costs for travelling to an interview or  assessment activity, or for your time for some of our assessment processes. This information is shared with:

  • CAIF’s bookkeeping contractors
  • CAIF's bank

Our assessment team may make notes during interviews and other assessment activities. This helps us to evaluate your application and make our recruitment decision. This information is shared with:

  • CAIF's assessment team

The CAIF assessment team may consist of:

  • CAIF's team members
  • CAIF's trustees
  • External contractors, brought in to provide specific expertise or additional capacity or perspective during the recruitment process

Basis for processing

Under Article (6) of the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing are:

  • (a) Consent for your accessibility requirements and bank details. You are able to remove your consent at any time. You can do this by contacting us.
  • (f) Legitimate Interest for your name, contact details and information about your education, experience and employment, and for making and maintaining notes during the assessment process.

Information about your accessibility requirements is sensitive data, so we also rely on having your Explicit Consent as our Condition for Processing (Data Protection Act 2018 Schedule 1 Article 9 (2) (a)).

How we store your personal information

Your information is securely stored on Airtable and Google servers. We keep your contact details, information about your education, employment and experience and our assessment team notes for up to six months after making our recruitment decision. We will keep information about your access requirements for up to six months after making our recruitment decision.

If we need to use your bank details, we will delete these from our systems one month after the transfer has taken place. However, these details will remain with our bank and in the bookkeeping system maintained by our bookkeeping contractor.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal information.
  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to object - You have the right to object to us processing your personal data.
  • Your right to erasure - Under some circumstances, you have the right to request that your personal data is erased.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint by contacting us. You can also complain to the ICO if you are unhappy with how we have used your data.


Information Commissioner’s Office

Wycliffe House

Water Lane




United Kingdom


+44 (0)303 123 1113


Thank you for applying to the Cooperative AI Foundation.

Job Applications