Privacy Notice
Last updated 29 July 2026 · Codexa Engineering Ltd, registered in England & Wales, company number 17314540
This notice explains what personal data Codexa Engineering Ltd collects, why we collect it, how long we keep it, and what rights you have. It covers our website, our client work, and our recruitment process — including the recorded interviews we use when hiring.
We are the data controller for the personal data described here. If you have a question about any of it, email info@codexaengineering.co.uk.
On this page
1. What we collect
If you contact us or become a client
- Your name, email address, phone number and company name
- What you tell us about your project in an enquiry or in correspondence
- Project files you send us — drawings, models, specifications and similar
- Records of the work we do for you, and invoicing details
If you apply for a role with us
- Your name, email, location, availability and expected rate
- Your CV, portfolio links, and the work samples you choose to send
- Your discipline, years of experience and the software you use
- Video and audio recordings of your interview answers, and the written transcripts produced from them
- Our reviewers' notes and scores
If you visit the website
- Aggregate analytics: page views, referring site, country, device and browser type
- Standard server logs kept by our hosting provider for security and reliability
We do not ask for and do not want special category data — health, ethnicity, religion, sexual orientation, political opinions — or information about your age, nationality or immigration status. Please don't include any of it in an application. If you send it anyway, we delete it.
2. Why we use it, and our legal basis
| What we do | Why | Legal basis |
|---|---|---|
| Reply to your enquiry | To answer your question and quote for work | Legitimate interests, or steps before entering a contract |
| Deliver a project | To carry out the work you've engaged us for | Performance of a contract |
| Assess a job application | To decide whether to offer you work | Legitimate interests, and steps before entering a contract |
| Record and transcribe an interview | So we can assess your answers fairly and review them properly | Your consent, given before any recording starts |
| Send business emails | To introduce our services to organisations | Legitimate interests (PECR business-to-business), with opt-out honoured immediately |
| Measure website use | To understand what people find useful | Legitimate interests — the analytics we use set no cookies |
| Keep accounting records | Because we're legally required to | Legal obligation |
3. Recruitment and recorded interviews
Part of our hiring process asks candidates to record short answers to interview questions on our website. Because that involves recording you, we want to be precise about how it works.
The commitments we make
- Nothing is recorded until you agree. You see this notice and a consent checkbox before the camera is ever switched on, and the questions aren't shown until you've agreed.
- A person makes every decision. Your recording is transcribed automatically so our reviewers can read as well as watch, but no automated system scores, ranks or rejects you. You have the right not to be subject to a decision based solely on automated processing, and we don't make any.
- Your interview link is yours alone. It is single-use, expires, and doesn't expose your application to anyone who might receive it.
- Recordings are private. They are stored in access-controlled storage, are never public, and are seen only by the people at Codexa reviewing your application.
- You can stop at any time, and withdrawing consent is as easy as giving it — email us and we delete the recording.
The interview questions are drawn from a set written for your discipline and shaped by the role, experience and software you gave us on your application. They cover professional experience and technical judgement only.
About work samples. If you send us examples of your work, please send only what you're permitted to share. Material belonging to a previous employer or covered by a confidentiality agreement should not be sent to us. Anything you do send is treated as confidential, is not shared outside our review team, and is never reused in our own client work.
4. Who we share it with
We do not sell personal data, and we do not share it for anyone else's marketing.
We use a small number of service providers who process data on our behalf under contract:
- Cloudflare — website hosting, our applicant database, file storage, and the speech-to-text that produces interview transcripts
- Google (Gmail / Workspace) — our business email
- Our accountants — for invoicing and statutory accounts
We may also disclose information where the law requires it, or to establish or defend legal claims. Where a provider processes data outside the UK, that transfer is covered by the safeguards UK data protection law requires, such as the International Data Transfer Agreement or an adequacy decision.
5. How long we keep it
| Data | Kept for |
|---|---|
| Enquiries that don't become projects | 12 months |
| Client project records | 6 years after the project ends, for contractual and tax reasons |
| Interview recordings and transcripts | 6 months, or sooner if you ask us to delete them |
| Unsuccessful applications | 6 months, so we can contact you if a suitable role comes up |
| Marketing opt-outs | Indefinitely — we have to keep a record so we don't contact you again |
| Accounting records | 6 years, as required by law |
6. Your rights
Under UK GDPR you can ask us to:
- Give you a copy of the personal data we hold about you
- Correct it if it's wrong or incomplete
- Delete it — including any interview recording
- Restrict or object to how we use it, including for direct marketing, which we will always stop on request
- Withdraw consent where we relied on it, such as for a recorded interview. Withdrawing doesn't affect anything we did lawfully beforehand.
- Receive it in a portable format where that right applies
Email info@codexaengineering.co.uk and we'll respond within one month. There's no charge.
7. How we protect it
- The site is served only over HTTPS, with a strict content security policy
- Applicant records and interview recordings sit in private, access-controlled storage — never public buckets or open links
- The review dashboard is password-protected and reachable only by us
- Interview links are single-use, expiring, and unguessable
- Access is limited to the people who need it to do the work
No system is perfectly secure, but if a breach ever affected your rights we would tell you and the Information Commissioner's Office as the law requires.
8. Cookies and analytics
We use privacy-first website analytics that count visits without setting cookies or tracking you across other websites. It tells us how many people visited a page and roughly where they came from — nothing that identifies you.
We use a small amount of local browser storage to remember your cookie preference so we don't ask again. We don't use advertising or profiling cookies.
9. Changes and complaints
If we change this notice we'll update the date at the top. Where a change is significant, we'll say so on the website.
If you're unhappy with how we've handled your data, please tell us first — we'd rather put it right. You also have the right to complain to the UK's data protection regulator:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline 0303 123 1113 · ico.org.uk
Contact us
Codexa Engineering Ltd
Registered in England & Wales, company number 17314540
info@codexaengineering.co.uk · +44 7435 833369