International Tennis Integrity Agency
Recruitment Privacy Notice
Last updated: 25 March 2025
Table of contents
1. What the ITIA does
The International Tennis Integrity Agency (the "ITIA") is the dedicated integrity unit for professional tennis and is charged with enforcing the sport's zero tolerance policy towards competition manipulation worldwide via its anti-corruption and anti-doping programmes. The ITIA is based in Roehampton, London, United Kingdom.
This Recruitment Privacy Notice ("Recruitment Notice") explains how the ITIA (collectively, “ITIA”, “we”, “our”, or “us”) collects, uses, stores, discloses and erases (“Processes") personal data about our recruits and job applicants (“Applicants”), why we Process it and how that Processing may affect you.
For purposes of data protection laws, ITIA is the “data controller” of your personal information. We will refer to countries in the European Economic Area (EEA) and the UK collectively as the “European Countries” in this Recruitment Privacy Notice.
2. Types of personal information we collect and process when you apply for a position with us
We collect personal data about you when you apply for a job with us and during the recruitment process. How far you progress in the recruitment process will depend on the level of data that we collect. Your personal information will be collected either directly from you or indirectly from third parties.
- Information that you provide directly
We collect personal information directly from you when you choose to provide us with this information online and any subsequent communications between ourselves whether online or offline throughout the recruitment process.
- Information from third parties
On occasions, the ITIA will use recruiters, who will provide us with your personal data. Any offer we make will be subject to the receipt of two references and other relevant background checks. We will only contact referees whose details you provide to us. We will make it clear to you at the time an offer is made whether checks are undertaken with the Disclosure and Barring Service.
The table below describes the categories of personal information we collect from and about you through our online application process, on social media, third party job boards and from recruiters.
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Personal Data Description |
Source |
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Contact Information such as your title, name, phone number, date of birth, home address and personal email address. |
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Job Application Information, Professional History, Educational History and Qualifications such as position applied for, previous roles, job description, responsibilities and assignments, years of service, qualifications and experience, compensation and salary data as volunteer by the candidate, eligibility for and participation in benefit schemes and other information contained in your CV. |
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Results of Reference Checks and Screening such as verification of education and employment history. |
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Background Check Information, such as criminal records checks, disbarment and other searches relevant to the role for which you are applying. The sharing of this information will only be requested at the end of the final stage of the recruitment process, once the offer has been made and the applicant has accepted. |
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Nationality, Citizenship and Right to Work Information such as country of birth, government identification documents (including passports and residency permits) and, where relevant, visa information. |
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Interview Information such as comments and notes made by interviewers or other ITIA employees in connection with your application. |
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Any other data provided by you during the application process such as electronic communications with you in relation to the application process. |
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Equal Opportunity Information such as information relating to your gender, race, ethnicity, and veteran status. |
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The provision of your contact information, work history and education are necessary for processing your application. The provision of your right to work and background check information is necessary to demonstrate your right to work in the UK and that you have the appropriate background to undertake the role that you are applying for.
3. How we use your personal information (our purposes) and our legal basis for processing it
We use the personal information that we collect from and about you only for the purposes described in this Recruitment Notice. Depending on our purpose for collecting your information, we rely on one of the following legal bases:
- Contract - we require certain personal information to take steps prior to entering into an employment contract with you;
- Consent – in certain circumstances, we may ask for your consent (separately from any contract between us) before we collect, use, or disclose your personal information, in which case you can voluntarily choose to give or deny your consent without any negative consequences to you;
- Legitimate interests – we may use or disclose your personal information for the legitimate business interests of ITIA but only where we are confident that your privacy rights will remain appropriately protected. If we rely on our legitimate interests in relation to your personal information, these interests will normally be to manage job applications and offers for positions with the ITIA; communicate with Applicants; and review and improve our recruitment process; or
- Legal obligation – there may be instances where we must process and retain your personal information to comply with laws or to fulfil certain legal obligations including in response to lawful requests by public authorities (such as for tax, immigration, health and safety, national security or law enforcement purposes); or to establish, exercise or defend against potential, threatened or actual legal claims.
The following table provides more details on our purposes for processing your personal information and the related legal bases. The legal basis under which your personal information is processed will depend on the data concerned and the specific context in which we collect it.
Where we require your data to pursue our legitimate interests, it will be in a way which is reasonable for you to expect as part of the running of our organisation and which does not materially affect your rights and freedoms. We have identified below what our legitimate interests are.
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Category of Personal Data |
How we use it (purposes) |
Legal basis for the Processing |
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Contact Information such as your title, name, phone number, date of birth, home address and personal e-mail address. |
We use this information to open and maintain applicant records. |
The Processing is necessary for our legitimate interests, namely managing job applications for positions with the ITIA. |
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We use this information to communicate with you as part of the recruitment process. |
The Processing is necessary for our legitimate interests, namely communicating with Applicants and managing job applications for positions with the ITIA. |
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We use this information to conduct identity and background checks with respect to your education and employment history. |
We will use your personal data in this way to the extent you have given us your consent to do so. |
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Job Application Information, Professional History, Educational History and Qualifications such as position applied for, previous roles, job description, responsibilities and assignments, years of service, qualifications and experience, compensation and salary data as volunteer by the candidate, eligibility for and participation in benefit schemes and other information contained in your CV. |
We use this information to Process and assess your application, including assessing your suitability for a role. |
The Processing is necessary to take steps prior to entering into a contract with you. |
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We use this information to calculate proposed salary and assessing eligibility for certain benefits. |
The Processing is necessary to take steps prior to entering into a contract with you. |
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We use this information to monitor and improve our application process. |
The Processing is necessary for our legitimate interests, namely reviewing and updating our application process. |
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Results of Reference Checks and Screening such as verification of education and employment history. |
We use this information to Process and assess your application, including assessing your suitability for a role. |
The Processing is necessary to take steps prior to entering into a contract with you. |
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We use this information to fulfil our obligations under applicable law, regulations, legal processes or enforceable government requests. |
The Processing is necessary for compliance with a legal obligation to which we are subject. |
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Background Check Information such as criminal records checks, disbarment and other searches relevant to the role for which you are applying. The sharing of this information will only be requested at the end of the final stage of the recruitment process, once the offer has been made and the applicant has accepted will they be asked for their “criminal record certificate”. |
We use this information to verify your suitability for a role, where the nature of the role requires additional background checks (e.g., disbarment or criminal record searches). |
We will only Process this personal data to the extent that you have given us your explicit consent to do so. |
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Nationality, Citizenship and Right to Work Information such as country of birth, government identification documents (including passports and residency permits) and, where relevant, visa information. |
We use this information to determine your eligibility to work. |
The Processing is necessary for compliance with a legal obligation to which we are subject. |
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We use this information to fulfil our obligations to relevant government authorities. |
The Processing is necessary for compliance with a legal obligation to which we are subject. |
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Interview Information such as comments and notes made by interviewers or other ITIA employees in connection with your application. |
We use this information to Process and assess your application, including assessing your suitability for a role. |
The Processing is necessary to take steps prior to entering into a contract with you. |
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We use this information to calculate proposed salary and assess eligibility for certain benefits. |
The Processing is necessary to take steps prior to entering into a contract with you. |
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We use this information to monitor and improve our application process. |
The Processing is necessary for our legitimate interests, namely assessing and managing applications for positions with ITIA. |
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Any other data provided by you during the application process, including electronic communications with you in relation to the application process. |
We use this information to Process and assess your application, including assessing your suitability for a role. |
The Processing is necessary to take steps prior to entering into a contract with you. |
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We use this information to respond to your enquiries and to monitor and improve our application process. |
The Processing is necessary for our legitimate interests, namely managing applications and improving the application process. |
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Equal Opportunity Information, such as information relating to your gender, race, ethnicity, and veteran status. |
We will anonymize this information where possible. We will aggregate this information to understand, monitor and improve our application process in line with our diversity and inclusion strategy. |
We will only Process this personal data to the extent that you have given us your explicit consent to do so. |
We collect and use your personal information primarily for recruitment purposes – in particular, to determine your qualifications for employment and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying our reference checks or background checks (where applicable) and to generally manage the hiring process and communicate with you about it.
Sensitive Personal Information
As a general rule, during the recruitment process, we try not to collect or process any of the following information that reveals your racial or ethnic origin, religious, political or philosophical beliefs or trade union membership; genetic data; biometric data for the purposes of unique identification; or information concerning your health/sex life ("Sensitive Personal Information"), unless authorised by law or where necessary to comply with applicable laws.
In some circumstances, we may need to collect, or request on a voluntary disclosure basis, some Sensitive Personal Information for legitimate recruitment related purposes, for example, information about your racial/ethnic origin, gender and disabilities for the purposes of equal opportunities monitoring, to comply with anti-discrimination laws and for government reporting obligations; or information about your physical or mental condition to consider accommodations for the recruitment process and/or subsequent job role. You may provide, on a voluntary basis, other Sensitive Personal Information during the recruitment process.
If you are accepted for a role at ITIA, the information collected during the recruitment process will form part of your ongoing staff member record and will be processed in accordance with our Employee Privacy Notice.
If you are not successful, we may still keep your application to allow us to consider you for other suitable openings within ITIA in the future unless you request that we delete your application in accordance with the information set out in section 7 of this notice.
4. Who we share your personal information with
We may make certain personal information available to third parties who provide services relating to the recruitment process to us, including:
- recruitment or executive search agencies involved in our recruitment process, including social media platforms;
- data storage, shared services and recruitment platform providers, IT developers and support providers and providers of hosting services in relation to our vacancy’s website page; and
- third parties who provide support and advice including in relation to legal, financial / audit, management consultancy, insurance, health and safety, security and intel and whistleblowing / reporting issues.
5. How we keep your personal information secure
We take care to allow access to personal information only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Recruitment Notice and that the security and confidentiality of the information is maintained. We use appropriate technical and organisational measures to protect the personal information that we collect and process about you. The measures are designed to provide a level of security appropriate to the risk of processing your personal information. Specific measures we use include – encrypting your personal information in transit and at rest; employing advance malware protections; implementation of other reasonable security defences (including vulnerability management, access management, recovery/resilience measures).
6. Data transfers abroad
We may transfer your personal data outside of the country where you are located. As a result, your personal data may be transferred to a jurisdiction that may not provide the same level of data protection. If we transfer your personal data internationally, we will take the steps to ensure that your personal data is treated securely, lawfully, and in accordance with this Recruitment Notice.
Please note that laws vary from jurisdiction to jurisdiction, so the privacy laws applicable to the places where your information is processed may be different from the privacy laws applicable to the place where you are resident.
When we transfer your personal information internationally we treat your personal information securely, lawfully, and in accordance with privacy obligations. Where we transfer your personal information to countries and territories outside of the European Economic Area and the UK, for example, which have been formally recognised as providing an adequate level of protection for personal information, we rely on the relevant “adequacy decisions” from the European Commission and “adequacy regulations" (data bridges) from the Secretary of State in the UK. We transfer personal data outside of the UK and the European Economic Area in reliance on the European Commission’s adequacy decisions.
Where the transfer is not subject to an adequacy decision or regulations, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Recruitment Notice and applicable laws. The safeguards we use to transfer personal data are in case of our third party service providers and partners the European Commission’s Standard Contractual Clauses as issued on 4 June 2021 under Article 46(2) using controller to controller and controller to processor transfers, including the UK Addendum.
7. Data retention
We will store the personal data we collect about you for no longer than necessary and in accordance with our legal obligations and legitimate business interests.
If your application is successful and you become an employee, where permitted by local law the personal data we collect during the application process may be transferred to your personnel file and stored in accordance with our Employee Privacy Policy and Retention Schedule, copies of which will be made available to you at the start of your employment with ITIA.
If your application is not successful, we will hold your personal data to contact you (unless you have asked us not to) about any other relevant employment opportunities that may arise with the ITIA. We will retain your personal data for a maximum period of 6 months after the date your application was not successful unless you request that we delete your application.
Where you have given us your consent to Process certain Equal Opportunities Information we may anonymise and aggregate this information, and store it in such form that does not personally identify you, for the purpose of monitoring and improving the application and recruitment process.
8. Your data privacy rights
You may exercise the rights available to you under applicable data protection laws as follows:
- If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided below [insert link].
- You can object to processing of your personal information or ask us to restrict processing of your personal information. Again, you can exercise these rights by contacting us using the contact details provided below [insert link].
- If we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
- You have the right to complain to a relevant data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. (Contact details for the UK Information Commissioner's Office are here.)
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
9. Updates to this Recruitment Notice
We may update this Recruitment Notice from time to time in response to changing legal, regulatory, technical or business developments. When we update our Recruitment Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Recruitment Notice changes if, and where, required by applicable data protection laws.
You can see when this Recruitment Notice was last updated by checking the “last updated” date displayed at the top of this Recruitment Notice.
10. Contact details
You can contact us with your questions, comments, or concerns.
If you have any questions, comments, or concerns regarding our Recruitment Notice and/or privacy practices, please contact us via the Contact Page on our website at careers@itia.tennis, dpo@itia.tennis or by post to ITIA, Bank Lane, Roehampton, London, SW15 5XZ.
