In this guide
ATS and application systems
Your data in an employer's applicant tracking system
What an application record can contain, how long employers may keep it, and how UK applicants can ask for a copy, a correction or deletion of their data.
What an application record can contain
- Your resume, cover letter and any other uploaded files.
- Answers to screening and free-text questions.
- Results of online tests or assessments.
- Interview notes and scores, if you reached interview.
- Status changes and correspondence.
- Any consent you gave to be contacted about other roles.
The employer's privacy notice, usually linked in the portal, should explain what it collects, why and for how long. Read it before submitting if you have concerns.
Asking for a copy of your data
In the UK, the right of access lets you ask an organisation for a copy of the personal information it holds about you, which the ICO calls a subject access request. You can make a request in writing, and the ICO's guidance explains what to include and what to expect.
Subject: Subject access request: job application [role and reference] Dear [Employer] data protection team, I applied for [role, reference] on [date] using the email address [email]. Please provide a copy of the personal information you hold about me in connection with this application and any other applications, including any assessment results and notes, under my right of access. Thank you, [Your name]
Correction and deletion
If information is wrong, you can ask for it to be corrected. You can also ask for your data to be deleted; the ICO explains that this right applies in some circumstances and not others, for example where the organisation still has a lawful reason to keep the information. If you were unsuccessful and do not want to be considered for future roles, a deletion request is a reasonable step.
Automated decisions
The ICO says that when a decision about your application is made without a person involved, you have the right to be told this is happening, to challenge the decision and to ask for a human review. If an instant rejection seems to rest on a misunderstanding, you can raise this with the employer.
Before you make a request
- Find the employer's privacy notice and data protection contact.
- Note the role, reference and email address you applied with.
- Say clearly whether you want a copy, a correction or deletion.
- Keep a record of when you sent the request.
Common questions
Does an employer have to delete my application if I ask?
Not in every case. The ICO explains that the right to erasure applies in some circumstances, and an organisation may have a lawful reason to keep some information for a period.
Does Luceria share my applications with employers?
No. Luceria's tracker is your own record. Nothing is submitted to an employer unless you review and confirm it.
Sources
- ICO: getting copies of your information (subject access request)Information Commissioner's Office · UK · checked 3 October 2026
- ICO: your right to get your data deletedInformation Commissioner's Office · UK · checked 3 October 2026
- ICO: what jobseekers need to know about automated recruitment decisionsInformation Commissioner's Office · UK · checked 3 October 2026
- ICO: make a complaintInformation Commissioner's Office · UK · checked 3 October 2026
Put it into practice
See how Luceria helps with thisDrafted with AI assistance and checked against Luceria’s editorial standards. Examples are illustrative, not real people’s results. Spotted something out of date? Tell us.