Last updated: 10 September 2026

1. Who we are

Campbell Financial NI Ltd (trading as Campbell Financial) is the data controller for personal information we collect and use during recruitment.

Registered / contact address: Office DH47, Omagh Enterprise Digi-Hub, 1 Old Mountfield Road, Omagh, BT79 7EG

Company number: NI686023

Recruitment and privacy contact: [email protected]

2. What information we collect

Depending on the stage of the recruitment process, we may collect and use information including:

·       name and contact details;

·       your CV, employment history, skills and experience;

·       your answers to application and interview questions;

·       notes and transcripts created during recruitment calls or interviews;

·       information generated through a Contribution Compass profile or other agreed recruitment assessment;

·       information about reasonable adjustments you request for the recruitment process;

·       references, right-to-work evidence or other pre-employment information if you progress to that stage;

·       correspondence between you and Campbell Financial about your application;

·       assessment records, shortlisting scores and decision-making notes.

We do not ask candidates to provide information that is not relevant to the role. If you voluntarily provide sensitive or special-category information, we will only use it where there is a lawful and necessary reason to do so.

3. Why we use your information and our lawful bases

We use recruitment information to assess your suitability for a role, communicate with you, conduct interviews and assessments, make recruitment decisions, meet legal and regulatory obligations, arrange reasonable adjustments, and keep appropriate records of the recruitment process.

Depending on the activity, our lawful bases under UK GDPR may include:

·       Article 6(1)(b) - taking steps at your request before entering into an employment contract;

·       Article 6(1)(c) - compliance with legal obligations;

·       Article 6(1)(f) - our legitimate interests in running a fair, effective and well-documented recruitment process and, where necessary, establishing or defending legal claims.

Where special-category information is processed, for example health information connected with a reasonable-adjustment request, we will rely on an appropriate Article 9 condition and the relevant Data Protection Act 2018 condition, including where processing is necessary for employment-law obligations or the establishment, exercise or defence of legal claims.

4. How applications are submitted and stored

Applications are submitted through a custom application form built by Element Seven into the Campbell Financial website. The application process asks for your contact details, your CV and answers to three role-related questions. Submissions are sent directly to Campbell Financial by email and are also stored in a dedicated Applications section within the website's Craft CMS backend.

Access to applications within Craft CMS is limited to authorised users with CMS login credentials. Campbell Financial limits access to those who need it for recruitment or website administration, and manages retention and deletion across both email and Craft CMS in line with this notice.

5. Shortlisting, interviews and recruitment assessments

Applications are assessed against criteria relevant to the Senior Mortgage Administrator role. Candidates who demonstrate the required mortgage-administration experience may be invited to a short introductory Zoom call. Candidates progressing further may be invited to complete a Contribution Compass profile and, after review of the available recruitment evidence, may be shortlisted for a final interview.

Recruitment decisions are made by Campbell Financial. We do not use solely automated decision-making to decide who is hired or rejected.

6. Contribution Compass and SAS Consulting

Candidates progressing to the relevant stage may be invited to complete a Contribution Compass profile. Contribution Compass provides profiling tools that may be used in recruitment and team assessment. Information generated through the profile may be reviewed by Campbell Financial and by SAS Consulting, which supports Campbell Financial in interpreting Contribution Compass reports.

The Contribution Compass profile is used as one part of the overall recruitment assessment. It is not used as an automatic pass/fail decision on its own.

7. Interview transcription using Granola

Campbell Financial may use Granola to transcribe introductory calls and final interviews. We use transcription to maintain an accurate record of candidates' answers and support consistent, evidence-based assessment.

Candidates will be told before or at the start of a call if transcription will be used. Transcripts may form part of the recruitment record and will be handled in line with the retention period set out below.

8. Use of AI to assist recruitment

Campbell Financial may use AI tools, including business AI services, to assist with administrative and analytical parts of recruitment. This may include summarising CVs, application answers, interview transcripts and assessment material; comparing evidence against pre-agreed role criteria; or helping organise information for human review.

AI does not make the final recruitment decision and is not used as the sole basis for rejecting a candidate. Final decisions are made by Campbell Financial.

Where practicable, we will minimise or pseudonymise information before AI-assisted review, for example by removing names, contact details and other direct identifiers. We will not deliberately use protected-characteristic information as a basis for recruitment decisions unless there is a lawful and necessary reason to process it.

9. Who we may share applicant information with

Access is limited to people and service providers who need the information for the recruitment process. Depending on the stage, this may include:

·       Sheena Campbell and other authorised Campbell Financial personnel involved in recruitment;

·       Element Seven, our website provider, whose authorised personnel may access applications through the Craft CMS backend where necessary to provide website support, maintenance or administration;

·       Contribution Compass and relevant platform/partner services used to administer the profile;

·       SAS Consulting, for support in reviewing Contribution Compass reports;

·       Granola, where interview transcription is used;

·       approved AI providers used to assist human review, subject to the safeguards described above;

·       professional advisers, insurers, regulators, courts or authorities where disclosure is necessary for legal, regulatory or claims-related purposes.

We do not share applicant information with third parties for their own marketing purposes.

10. International transfers

Some technology providers may process or store personal information outside the United Kingdom. Where this occurs, Campbell Financial will use providers and safeguards designed to meet UK data-protection requirements, such as applicable adequacy arrangements or approved contractual safeguards.

11. How long we keep applicant information

For unsuccessful applicants, we normally retain recruitment records for 12 months after the recruitment process concludes. This includes relevant copies held in recruitment email records and the Craft CMS Applications section. This is intended to allow us to maintain an appropriate audit trail and, where necessary, establish or defend legal claims. We will not keep information longer than we can justify.

If a complaint, dispute, legal claim, regulatory matter or other issue arises or is reasonably anticipated, relevant records may be retained for longer until the matter is fully resolved and any applicable retention requirement has expired.

For successful candidates, relevant recruitment information may become part of the employee record and will then be retained in accordance with Campbell Financial's employee-data retention requirements.

Information retained only for statistical purposes may be anonymised so that it no longer identifies an individual.

12. Your data-protection rights

Depending on the circumstances, you may have rights including access to your personal data, correction of inaccurate data, erasure, restriction, objection, and data portability. Some rights do not apply in every situation and may be limited where information must be retained for legal or claims-related reasons.

To exercise a data-protection right or ask a question about recruitment data, contact [email protected].

13. Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve them. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.

14. Changes to this notice

We may update this notice if our recruitment process, technology providers or legal requirements change. The version published on our careers page will be the current version.