JoinSpace by Ailze
Effective date: 10 April 2026
JoinSpace is a recruitment and workforce-onboarding technology platform operated by AILZE LTD, a company registered in England and Wales under Company No. 14108522, with registered office at:
8 Hardy Close, Barbury Business Centre
Preston, Lancashire, PR2 2XP
AILZE LTD is registered with the Information Commissioner's Office as a data protection fee payer:
ICO Registration Reference: ZC217506
For privacy enquiries, contact:
AILZE LTD / JoinSpace
8 Hardy Close, Barbury Business Centre, Preston, Lancashire, PR2 2XP
This Privacy Policy explains how we collect, use, share and protect personal information when candidates, employers, recruiters, referees and other users access JoinSpace.
Depending on how you use JoinSpace, we may process:
JoinSpace's development documentation confirms that candidate information may include CVs, employment history, addresses, employer/referee information, recruitment information and communications.
JoinSpace uses technology to assist recruiters in finding potentially relevant candidates.
Location matching principally uses structured address and postcode information together with geocoding technology to calculate and compare candidate and workplace locations.
JoinSpace may also use AI services, including Google Gemini, to interpret a recruiter's natural-language requirements and compare those requirements with relevant structured candidate information and permitted CV information.
AI results are decision-support information only. JoinSpace does not intend AI ranking to make the final decision to hire or reject a candidate. Recruiters are expected to review recommendations and remain responsible for checking candidate experience, location, availability, compliance and suitability and for making the final recruitment decision.
This human-review approach is particularly important because AI-assisted recruitment can create risks involving accuracy, transparency, bias and discrimination. The ICO expects organisations using automated recruitment tools to ensure appropriate transparency, fairness and safeguards.
We seek to minimise the personal information supplied to AI systems and avoid using unnecessary information or protected characteristics when producing candidate recommendations. JoinSpace's documented safeguards include data minimisation, human review, avoiding automatic rejection and validating AI-generated results.
We may use personal information to:
Depending on the processing activity, our lawful basis may include performance of a contract or taking requested steps before a contract, compliance with a legal obligation, our legitimate interests in operating and securing a recruitment platform, or consent where consent is appropriate. The appropriate lawful basis must be determined for each processing purpose and communicated transparently.
We do not intentionally require candidates to provide unnecessary special-category information. Where special-category or criminal-offence information is required for a lawful recruitment or compliance purpose, it will only be processed where an appropriate legal condition and safeguards apply.
Personal information may be shared, where necessary, with:
Where a supplier processes personal information outside the UK, we will use an appropriate lawful transfer mechanism where required, such as applicable adequacy arrangements or approved contractual safeguards. Privacy notices should tell individuals about international transfers and relevant safeguards where applicable.
Employers using JoinSpace may have their own responsibilities as data controllers when they access or independently use candidate information. Employers must provide their own privacy information where required.
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including maintaining active accounts, providing recruitment services, resolving disputes, establishing or defending legal claims and meeting legal or regulatory obligations.
When information is no longer required, we will delete it, securely dispose of it or anonymise it where appropriate.
UK privacy notices must state either retention periods or the criteria used to decide retention periods.
We use appropriate technical and organisational measures designed to protect personal information, including access controls, account authentication, data separation, validation, security monitoring and appropriate protection of stored credentials.
No online service can guarantee absolute security, and users are responsible for keeping their own login credentials confidential.
Depending on the circumstances and lawful basis, you may have rights to request access to your personal information, correction, deletion, restriction of processing, data portability and to object to certain processing.
Where processing relies on consent, you may withdraw consent. You also have an absolute right to object to personal information being used for direct marketing.
You may contact us at: admin@ailze.co.uk
You also have the right to raise concerns with the Information Commissioner's Office.
JoinSpace may use cookies or similar technologies necessary for login, security, session management and operation of the platform.
Where non-essential analytics, advertising or similar cookies are used, they should not be activated until the required consent has been obtained. UK PECR generally requires users to be informed about non-essential cookies and to give valid consent before they are placed.
We may update this Privacy Policy where JoinSpace functionality, suppliers, processing activities or legal requirements change. Material changes affecting how personal information is used will be communicated where required.