Map information by purpose
Course overview · 4 min reading + 12 min practice, estimated
Principles and method
List the personal information used at each recruitment stage and why it is needed. Include applications, research notes, messages, recordings, assessments and supplier logs. Publicly available information can still be personal information. Separate a current application from future talent-pool use because the purposes may differ. Identify who determines the use and which suppliers process information, with the appropriate specialist confirming legal roles and basis. Do not assume consent is always the right answer or that removing a name makes a record anonymous. Use the current ICO guidance for UK operations and check other jurisdictions separately.
Worked example
A team discovers that interview recordings are copied into a general AI workspace even though the recruitment system has restricted access. The inventory includes that secondary copy and questions whether it is needed and approved.
Put it into practice
Map five data categories across collection, use, sharing and storage for a fictional search.
Use fictional information and keep your work in your own notes.
Compare your approach: self-review guidance
Name each purpose and recipient. Include shadow copies such as exports and transcripts. Mark unresolved legal-basis or role questions for the responsible privacy specialist rather than guessing.
Sources and further reading
Original Academy teaching and fictional examples. These references provide context, not endorsement. Edition 2026.09; updated 2026-09-24.
- ICO: Recruitment and selection
UK guidance. Check its current status and updates before implementation.
- GOV.UK: Responsible AI in recruitment
UK guidance on procuring and deploying recruitment AI.