Privacy Policy

Octavia Privacy Statement


How we use your personal information


Identity and contact details of Controller


Octavia Housing is a controller of personal information for the purposes of the General Data Protection Regulation (‘GDPR’)[1]


Our contact details for data protection purposes are as follows:


Louisa Loizou

Emily House, 202-208 Kensal Road, London W10 5BN

0208 354 5500


The individual responsible for data protection compliance at Octavia is Louisa Loizou. She is contactable using the above contact details.


[1] By this we mean the Regulation as supplemented and amended by the Data Protection Act 2018

As defined by the General Data Protection Regulation (GDPR) Octavia, Emily House, 202-208 Kensal Road, London is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide. As part of our Data Controller responsibilities we have an assigned Data Protection Officer (or equivalent). Louisa Loizou can be contacted at

The recruitment software we use via this website is supplied by Net-Worx (2001) Ltd (trading as networx) and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.

networx can be contacted at: The Engine House, Wharfebank Business Centre, Ilkley Rd, Otley LS21 3JP.

The Data Protection Officer for networx is Rob Baker and can be contacted at

Purpose of this Privacy Notice

This Privacy Notice tells you what to expect when Octavia processes personal information. It applies to information about applicants, and employees. It tells you the purposes for which we may process your personal information and the legal basis for the processing (‘processing’ includes us just keeping your personal information).


What information do we collect from you?


We collect information that is specifically provided by you as part of an application process. We will collect the following (but not limited to):


  • Your own contact information
  • CV (if applicable)
  • References we receive upon making you a conditional offer
  • Equal opportunities monitoring information (defined as special categories data) - we ask your consent to gather this information, it is anonymised, and it is used purely for statistical analysis and monitoring purposes
  • Answers to application questions
  • Any other information you wish to provide in support of your application


Why do we collect this information and who do we share it with?


Details you provide in this application:


  • Will be held on our computer systems and may be downloaded by us (any downloaded information will be destroyed after a maximum of 1 year)
  • Will be used to deal with your application
  • Will be made available to us and our processors
  • Will be used for communication with you regarding the vacancy
  • Will be used to satisfy legal requirements
  • Will be used for statistical analysis
  • Will be held and may be used to contact you about other vacancies


We will store your application data for 24 months after the vacancy has closed. After this period, it will be fully deleted.

Our recruitment process requires that we contact the referees provided by you as part of our checks to ascertain suitability of employment. The content of the reference will not be shared without the referee's permission.

How can I access the information you hold about me? Your rights


We are dedicated to providing reasonable access to visitors who wish to review the personal information retained when they apply via our website site and correct any inaccuracies it may contain. If you choose to register, you may access your profile, correct and update your details, or withdraw your details at any time. To do this, you can access your personal profile by using the secure login. In all cases we will treat requests to access information or change information in accordance with applicable legal requirements.


You have the following rights in relation to the way in which we deal with your personal data:


  • the right of erasure or to be forgotten
  • the right to rectification if information is inaccurate or out of date
  • the right of data portability (to obtain and reuse your personal data)
  • the right to object to Networx, Octavia, and any third party processors' handling of your personal data
  • the right to withdraw your consent with regards to the handling of your personal data
  • you have the right to ask for a copy of the information we hold about you (Subject Access Request - S.A.R)
  • You have the right to lodge a complaint with a supervisory authority - the ICO


Within your candidate account, you can also use the Download Data feature to generate an XML file of the current data we hold on you that you have provided and/or have access to within the account.


Where you exercise your right to object or withdraw your consent we may process your personal data without your knowledge or consent where we are permitted or required by law or regulatory requirements to do so. In such a case, we will not process more personal data than is required under the circumstances.


Changes to this Privacy Notice


We keep our privacy notice under regular review and you will be notified of any major changes to this policy.


Further information


For further information on how and why we process your information, you can contact us using the details below:


Louisa Loizou

Emily House, 202-208 Kensal Road, London W10 5BN

0208 354 5500


The Information Commissioner (ICO) is also a source of further information about your data protection rights. The ICO is an independent official body, and one of their primary functions is to administer the provisions of the GDPR.


You have the right to complain to the ICO if you think we have breached the GDPR. You can contact the ICO at:


Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

0303 123 1113  /