How The Coaching Manual collects, uses and protects your personal data when you apply for a job with us or send us your CV.
Last updated: October 2026
The Coaching Manual Limited, a company registered in England with company number 07567271 whose registered office is at Altspace, F1, Kennedy House, 31 Stamford St, Altrincham, WA14 1ES (“we”, “us” and “our”), is the data controller for the personal data described in this notice.
We process your personal data in line with the UK General Data Protection Regulation and the Data Protection Act 2018 (“Data Protection Legislation”).
This notice applies to you if you apply for a role with us, send us your CV or details without a role being open, or take part in our recruitment process in any other way.
It sits alongside our main privacy policy, which covers how we use personal data when you visit our website or use The Coaching Manual. If you join us, a separate employee privacy notice will apply from then on.
Depending on the role and how far you go in the process, we may collect:
your name, email address, phone number and where you live;
your CV, cover note and anything else you choose to send us, including your work history, qualifications, coaching badges and skills;
the role you are applying for, your salary expectations and your notice period;
notes and scores from interviews, calls and any tasks we ask you to complete;
information about your right to work in the country where the role is based;
references, if we make you an offer;
any adjustments you ask us to make so you can take part in the process; and
for roles that involve working with children, the outcome of a criminal record check (see section 6).
Most of the information comes from you, through the forms on our careers pages, by email, or during interviews.
We may also receive information from recruitment agencies you have asked to represent you, from referees you name, and, where a role requires it, from the Disclosure and Barring Service or an equivalent body.
We use your personal data to:
assess your skills, experience and suitability for the role;
contact you about your application and arrange interviews;
make and confirm an offer, including checking references and your right to work;
keep a record of our recruitment decisions; and
if you agree, keep your details on file and contact you about future roles.
Our legal bases for this are:
Steps before entering a contract – processing your application at your request with a view to employing or engaging you;
Legitimate interests – running a fair recruitment process, choosing the right person for the role, and defending any legal claims;
Legal obligation – for example, checking your right to work; and
Consent – keeping your details for future roles, where you have opted in. You can withdraw this consent at any time.
We do not make recruitment decisions using automated decision-making. A person at The Coaching Manual reviews every application.
We do not ask for information about your health, ethnicity, religion, sexual orientation or similar characteristics in order to make recruitment decisions. Please do not include it in your CV unless you want us to know it.
If you tell us about a disability or ask for an adjustment, we will use that information only to make reasonable adjustments and to meet our obligations under employment and equality law.
Some roles, such as those at our camps, involve working with children. For those roles, and only once we have made you a conditional offer, we will ask you to complete a criminal record check at the level the role requires. We process that information because the law requires or allows us to for safeguarding purposes, and we restrict access to the people who need to see it.
Your information is seen only by the people at The Coaching Manual involved in the recruitment process.
We also share it with:
the software providers that host our website, forms, email and records, including HubSpot, which stores applications submitted through our careers pages;
your referees, once we have told you we are contacting them;
the Disclosure and Barring Service or equivalent body, where a criminal record check is needed; and
our professional advisers, regulators, the police or a court where the law requires it.
We never sell your data or use it for marketing.
Some of our software providers, including HubSpot, are based in the USA. When we transfer your personal data there, we make sure it is protected by a recognised legal transfer mechanism: either the UK Extension to the EU-US Data Privacy Framework, where the provider is certified under it, or Standard Contractual Clauses with the UK International Data Transfer Addendum.
If your application is unsuccessful, we keep your information for 6 months after we tell you our decision, in case we need to respond to questions or a legal claim. We then delete it.
If you ask us to keep your details for future roles, or send them when no role is open, we keep them for 12 months. We then delete them unless you ask us to keep them for longer.
If you join us, the information from your application becomes part of your staff record and our employee privacy notice applies.
Criminal record check results are deleted as soon as a recruitment decision is made, except for the date, reference number and outcome of the check.
Under Data Protection Legislation you have the right to:
ask for a copy of the personal data we hold about you;
ask us to correct information that is wrong or incomplete;
ask us to delete your information, or to restrict how we use it;
object to us using your information on the basis of our legitimate interests; and
withdraw your consent at any time where we rely on it, without affecting anything we did before you withdrew it.
To use any of these rights, email our Data Protection Lead at help@thecoachingmanual.com. We may ask you to confirm your identity first. We will respond within one month.
You don't have to give us any information, but if you don't provide what we need to assess your application, check your right to work or complete a required check, we may not be able to take your application further.
We may update this notice from time to time. The latest version will always be on this page.
If you have any questions about this notice or how we use your data, contact our Data Protection Lead at help@thecoachingmanual.com. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
