Privacy notice

Community Pharmacy Jobs · Version 2026-10-19-ga1
Last updated: 19 October 2026

This notice explains how personal information is used when you browse Community Pharmacy Jobs, advertise a vacancy or apply for a role. Applying does not subscribe you to marketing, and we do not sell candidate information.

1. Who we are and how to contact us

Community Pharmacy Jobs is operated by PharmData Ltd, company number 11263172, Merchants Warehouse, Castle Street, Manchester, England, M3 4LZ.

Email [email protected] for privacy questions or to exercise your rights. You can also contact the Data Protection Officer listed in PharmData’s privacy notice at [email protected], or write to the Data Protection Officer at the address above.

PharmData is responsible for decisions about running and securing this platform, employer account administration, payments and support. The employer named in a vacancy is responsible for its recruitment decisions and use of applications. When we store and manage applications on an employer’s instructions, we provide that service on its behalf. The employer may provide its own recruitment privacy notice; you can ask it for a copy. Using this platform does not give other employers general access to your CV.

2. Information we collect

• Applications made here: your name, email address, optional phone number, PDF CV and optional covering message; the vacancy applied for; submission time; and the privacy-notice version you acknowledged.
• Recruitment records: application stages, employer notes, interview arrangements, recruitment messages and records of access or changes made by authorised users.
• Employer information: PharmData user and account identifiers, authorised pharmacy branches, business contact details, adverts, subscription eligibility and payment references.
• Technical information: information provided with web requests, such as IP address, browser information and requested pages; session identifiers; and security and abuse-prevention records. Submission rate limits use a keyed representation of your IP address; hosting logs may separately contain the IP address.
• Location searches: the town, postcode or other place you search for, and the coordinates associated with a selected result or job location.

Your name, email address, CV and acknowledgement of this notice are required to apply through this site. Without them we cannot submit your application. Phone numbers and covering messages are optional. Please do not upload identity documents, bank details or unnecessary sensitive information. We do not ask for health, ethnicity, religion, criminal-record information or other sensitive details in the application form. If an employer needs such information, it should explain separately why and how it will handle it.

3. How applications reach employers

• Apply on this site: your application is stored privately and made available to authorised users managing recruitment for the employer, including its authorised group administrators. Employers can view and download CVs, export application information, record notes and interviews, and send recruitment messages.
• Apply by email: you send your application directly to the published address using your email service. We do not collect that emailed application through our application form.
• Apply on another website: you leave CPJobs and submit through the external service. Its privacy notice and the employer’s arrangements apply.

For overseas roles, the employer and its authorised recruiters may access your application outside the UK. Check the employer’s location and privacy information before applying. Contact the employer about its recruitment process, retention of downloaded copies and recruitment decisions. You can also contact us for help with information held on this platform.

4. Purposes and lawful bases

For processing we determine ourselves, we use the following bases:

• Legitimate interests: operating a functioning recruitment service, delivering applications and service notifications, protecting the site against misuse, providing support and investigating complaints. We consider the impact on people and limit the information used to what is necessary.
• Contract: providing services requested by an individual employer customer and administering their purchases. For contacts acting for an organisation, our legitimate interest is administering that organisation’s service.
• Legal obligations: keeping records required by law and responding to valid legal requests.

Employers determine their own lawful bases for recruitment processing. When we act on their behalf, we follow their lawful instructions. The application checkbox records that you have read this notice; it is not consent to marketing or a blanket consent to all processing.

The platform does not automatically score, rank or reject candidates, or make recruitment decisions. Employers make those decisions. We do not add applicants to a marketing list.

5. Service providers and sharing

• Linode / Akamai: infrastructure hosting. The main website, database and private CV storage are hosted in London.
• Brevo: transactional emails, such as application confirmations, employer notifications and recruitment messages. Depending on the message, this includes recipient details, job information and message content. We do not attach CV files to these notification emails.
• Stripe: employer payments. Stripe collects payment details directly through its payment form. We receive transaction references, status and billing information needed to administer purchases; our application does not store full card numbers or card security codes.
• Location services: place searches are sent to the Photon endpoint used by the site (by default photon.komoot.io). Map tiles are requested from OpenStreetMap. These services receive the relevant request, IP address and technical information. Photon receives the search text; map requests reveal the displayed map area. MapLibre is the software used to display maps.

Authorised PharmData support and technical staff may access information where necessary to operate, secure or support the service. We may also disclose relevant information when required by law or necessary to establish, exercise or defend legal claims. We do not share candidate applications with our wider corporate group for unrelated marketing.

6. International processing

London hosting does not mean every supplier processes information only in the UK. Service providers may process information or provide support from other countries. Where UK transfer restrictions apply to a transfer we arrange, we must use an applicable adequacy decision or appropriate safeguards, such as the UK International Data Transfer Agreement or UK Addendum, as appropriate. Contact us for details of the arrangements applicable to your information. An overseas employer’s own processing and any onward transfers are also subject to its privacy arrangements.

7. How long information is kept

Applications and CVs held in the recruitment dashboard: our standard retention period is 365 days (about 12 months) after the vacancy’s scheduled closing date, or its recorded earlier closure. This allows employers to complete recruitment and deal with follow-up queries. Employers can delete applications earlier, and we review requests for earlier deletion. We do not retain applications as a general candidate database for future vacancies.

The same routine cleanup covers associated CV files, notes, interview records and application-linked message records held in the dashboard. Copies already downloaded, exported or received in an employer’s mailbox are controlled by that employer, which must apply its own justified retention period. If you are hired, the employer’s separate employee-record policy may apply to information it retains.

Other records: employer account and advert information is kept while needed to provide the service and resolve related queries. Purchase and accounting records are retained for applicable statutory record-keeping periods. Support and security records are retained only while needed for the enquiry, security investigation or a relevant legal requirement; contact us for the period applicable to a particular record. Expired submission-abuse counters are removed by routine maintenance.

Recovery copies: we use daily, weekly and monthly backups that are automatically rotated and deleted. Backup copies are normally retained for up to approximately one month. Deleting an application from the live site may therefore leave a copy in an older backup until that backup rotates out. Such copies must remain restricted to recovery purposes. If a backup is restored, applicable deletions must be reapplied before normal use resumes.

8. Cookies and analytics

The application form uses a secure session cookie called CPJOBSAPPLY to protect form submissions and display your submission receipt. It is not an advertising cookie. Employer sign-in and payment services may use cookies needed to provide those services.

Optional Google Analytics: if you select “Accept analytics”, Google Analytics 4 helps us understand site use and provides employers with aggregate performance information about their own adverts. It records page views, job views, Apply clicks, application-form starts, successful new applications and searches. Search events describe whether filters were used and the result count; we do not send the typed search text or selected search coordinates.

We use consent for this optional analytics. Google receives browser/device information, pseudonymous cookie identifiers, IP address as part of the connection, and the measured events. We send generic page labels and cleaned page URLs containing only the public job ID where relevant, rather than application details or search query strings. We do not send CVs, covering messages, names, email addresses, phone numbers or applicant account identifiers. Advertising personalisation and Google Signals are disabled in this integration.

Google Analytics cookies (normally _ga and _ga_…) are configured with a maximum lifetime of 180 days without extending that lifetime on each visit. The essential cpjobs_analytics_consent cookie remembers your choice for 180 days. You can accept or reject analytics, or change your choice using “Cookie settings” in the footer. Rejecting analytics stops this integration and removes its accessible Analytics cookies. Applying does not depend on accepting analytics. Withdrawing consent does not affect processing already carried out before withdrawal.

Google may process analytics information internationally under its applicable data-processing arrangements. See how Google uses information from sites using its services. Contact us about Analytics retention or applicable transfer safeguards. We also obtain aggregate search impressions and clicks from Google Search Console; this does not require us to install a visitor tracking cookie. Employer reports contain aggregate counts, not lists of identifiable visitors. Our database records applications independently of Analytics, so reporting can still show an application count when applicants decline analytics.

9. Your rights

Depending on the circumstances, you can ask for access to your information, correction, deletion, restriction of processing or a portable copy, and object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it. Some rights have conditions and exceptions. We may need proportionate information to verify your identity.

Email [email protected] with the vacancy and the email address you used. Do not send identity documents unless we request them through an appropriate channel. You can ask to withdraw an application or request deletion without an applicant account. Where the employer controls the information, we will help route your request to it. We normally respond within one calendar month, subject to permitted extensions or other applicable provisions, which we will explain where relevant.

You can complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint/, telephone 0303 123 1113, or by post to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. You can contact us first so we can try to resolve your concern.

10. Changes to this notice

We will keep this notice up to date and show the current version and date above. If our use of information changes materially, we will provide further information as appropriate before the new processing begins. Application records identify the version acknowledged when the application was submitted.