Candidate privacy notice and terms

Please read this before creating an account or applying for a role through Gainday.

Last updated: 08/08/2026

What Gainday is, and what it is not

Gainday is a technology platform that enables employers to assess candidates through role-specific work simulation assessments. It is not a recruitment agency, an employment agency or an employment business.

Gainday does not employ candidates, does not supply workers, and does not enter into employment contracts with candidates.

Gainday does not guarantee an interview, progression or a job offer to any candidate.

work simulation assessment scoring is AI-assisted decision support that helps employers review submitted work. It never makes the hiring decision.

Employers remain responsible for reviewing candidate evidence and making their own recruitment and hiring decisions.

No solely automated decision with legal or similarly significant effect is made about a candidate. A human always reviews before any hiring outcome.

Part A, Candidate Privacy Notice

This part explains how Gainday collects and uses your personal data when you create an account and apply for roles through the platform.

A1. Who we are

Company: Gainday Ltd

Company number: 17235525

Registered address: Coventry, UK

ICO registration number: C2000651

Privacy contact: hellogainday@gmail.com

For the purposes of the personal data processed by Gainday through the platform, Gainday acts as a data controller for the candidate information it collects and processes. For information about how an employer subsequently processes your information after you are selected to progress, the relevant employer may become a separate data controller. You should refer to that employer's privacy information where applicable.

A2. What Gainday collects

When you create an account, apply for a role or complete a work simulation assessment, we may collect:

Full name

Email address

Phone number, where provided

Location

Right-to-work information

Account and authentication information

Assessment responses and submitted work

Assessment scores and capability results

Information relating to assessment completion and integrity

Information you voluntarily provide in your profile

CVs or other application documents you choose to upload

Communications you send to Gainday

Information relating to privacy or accessibility requests

Optional equality information: Gainday may introduce optional equality monitoring questions in future. Where such questions are presented, they will be clearly identified as optional and will not form part of the candidate's work simulation assessment score or ranking. For the current pilot, Gainday does not require candidates to provide special category information in order to create an account, apply for a role or complete an assessment.

A3. How we use your information

We use your information to:

Create and manage your Gainday account

Allow you to apply for roles

Administer work simulation assessments

Assess and score your submitted work

Provide employers with evidence of demonstrated capability

Create and maintain your Capability Passport

Communicate with you about your applications and account

Provide accessibility or reasonable-adjustment support

Maintain the security and integrity of the platform

Respond to privacy requests

Prevent fraud, misuse and attempts to manipulate assessments

Improve and develop Gainday

Comply with our legal obligations

A4. Your CV

You may upload a CV as part of an application where the relevant role permits this. Your CV is not used as an input to Gainday's AI-assisted assessment scoring or candidate ranking. For the pilot:

CVs are not sent to the AI/LLM provider for scoring

Raw CV text is not used to generate a candidate's assessment score

CV information does not determine a candidate's work simulation assessment score

CV information does not determine the candidate's Capability Passport score

Your CV may nevertheless be stored and made available within the recruitment process where appropriate.

A5. AI-assisted assessment

Gainday uses AI-assisted technology to support the creation and assessment of work simulation assessments. Assessments are generated from the requirements of the relevant role and are designed to assess capabilities relevant to that role. Candidate assessment responses may be processed by an AI system against Gainday's assessment framework, which assesses the following capability criteria (the relative weighting of each criterion is proprietary to Gainday and may vary by role):

Problem Solving

Execution

Judgement

Communication

Commercial Awareness

Role Expertise

Each capability is assessed on a 0 to 4 rubric: 0 Insufficient, little usable evidence; 1 Developing, partial evidence with significant gaps; 2 Competent, meets the standard the role requires; 3 Strong, clearly above the standard and well reasoned; 4 Exceptional, outstanding evidence that would stand out in the role. Completion does not guarantee an interview or job offer.

AI-generated scores are decision-support outputs. Gainday does not make the final decision about whether a candidate is hired. Employers are responsible for reviewing candidate evidence and making their own recruitment and hiring decisions. Gainday does not intend to make decisions about candidates based solely on automated processing that produce legal or similarly significant effects. Where appropriate, candidates can contact Gainday to ask questions about the assessment process or request a review of an assessment result.

A6. What information is provided to the AI system

For candidate scoring, Gainday is designed to minimise the personal information provided to the AI system. The scoring process is based principally on:

The relevant role requirements

Assessment criteria

The candidate's work simulation assessment responses

Relevant assessment metadata necessary for scoring

Gainday does not intentionally send the following direct identifiers to the AI scoring provider: candidate name, email address, phone number, location, right-to-work information, or raw CV content. Candidates should nevertheless avoid including unnecessary identifying information about themselves or other people within free-text assessment responses.

A7. Sharing your information with employers

When you apply for a role:

Your assessment submission is processed by Gainday

Your submission may be presented to the relevant employer using an anonymous candidate identifier

The employer can review your assessment work and assessment results

The employer decides which candidates it wishes to progress

Where an employer chooses to progress you, Gainday may provide the employer with the personal information necessary to continue the recruitment process. We do not sell candidate personal data. Gainday does not charge candidates to apply for roles, complete assessments or be considered for employment.

A8. Your Capability Passport

Gainday may maintain a Capability Passport containing evidence of demonstrated capability from assessments you complete through the platform. It may include:

Assessment results

Capability scores

Evidence of demonstrated skills or capabilities

Assessment history

The purpose is to allow demonstrated capability to become a reusable professional asset rather than requiring you to start from zero for every opportunity. You may contact Gainday to request deletion of your Capability Passport, subject to any legal obligations requiring us to retain particular information.

A9. Legal bases for processing

We rely on: performance of a contract; legitimate interests; legal obligation; and consent. Where we rely on consent, you may withdraw it at any time.

A10. Service providers and international processing

Gainday uses technology providers to operate the platform, which may include providers supporting hosting and infrastructure, database and authentication services, AI processing, email delivery, and security and platform operations. Some providers may process information outside the United Kingdom. Where UK personal data is transferred internationally, Gainday will use an appropriate legal transfer mechanism and safeguards where required under applicable data-protection law.

A11. How long we keep information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including operating the recruitment process, maintaining the platform, meeting legal obligations and resolving disputes. Our retention periods may differ depending on the type of information. Where information is no longer required, we will delete it or anonymise it where appropriate. You may contact us to request deletion of your information, subject to circumstances in which we are legally entitled or required to retain it.

A12. Your data protection rights

You have the right to:

Access your personal information

Correct inaccurate information

Request deletion

Request restriction

Object to certain processing

Request data portability

Withdraw consent

To exercise your rights contact hellogainday@gmail.com. You also have the right to complain to the Information Commissioner's Office.

A13. Security

Gainday uses appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access to candidate information is restricted according to account permissions. Employers cannot access candidate information belonging to other employers.

A14. Accessibility and reasonable adjustments

Gainday wants its assessment process to be accessible. If you require a reasonable adjustment or have an accessibility need that may affect your ability to complete a work simulation assessment, please contact us before starting the assessment where possible, at hellogainday@gmail.com. We will work with you and/or the relevant employer to identify an appropriate reasonable adjustment. You should not be required to disclose unnecessary medical or disability information simply to request accessibility support.

A15. Cookies

Gainday uses cookies and similar technologies where necessary to operate the platform and, where applicable, understand how the service is used. Where consent is required for non-essential cookies, we will request consent before using them.

A16. Changes to this Privacy Notice

We may update this Privacy Notice from time to time. Where changes are material, we will provide appropriate notice.

Part B, Candidate Terms and Conditions

B1. Using Gainday

Gainday enables candidates to apply for roles through work simulation assessments designed around employer requirements. Gainday does not employ candidates, guarantee interviews, guarantee progression, guarantee job offers, or make final hiring decisions. Hiring decisions are made by the relevant employer.

B2. Your account

You agree to:

Provide accurate information

Keep your account credentials secure

Not impersonate another person

Not create fraudulent applications

Notify us if you believe your account has been compromised

B3. Your assessment

When completing a work simulation assessment you agree that:

Your responses will be your own work

You will not deliberately manipulate the assessment

You will not impersonate another person

You will not use prohibited assistance where the assessment rules prohibit it

You will provide information honestly

Gainday may use appropriate integrity controls to identify potential attempts to manipulate an assessment.

B4. Fees

Candidates are not charged to create an account, apply for a role, complete a work simulation assessment, be assessed, or be considered for a role.

B5. Capability Passport

Your assessment results may contribute to your Capability Passport. You may request deletion of your Capability Passport by contacting Gainday.

B6. Intellectual property

The Gainday platform, work simulation assessments, scoring methodology, assessment framework, software and related materials belong to Gainday or its licensors. Your own assessment responses and other materials that you submit remain yours. You grant Gainday the limited rights necessary to process, store, assess and display your submissions for the purposes described in this Privacy Notice and these Terms.

B7. Employer decisions

Gainday does not control employer recruitment decisions. Employers are responsible for complying with applicable employment, equality and recruitment laws when using information provided through Gainday.

B8. Suspension or termination

We may suspend or terminate an account where we reasonably believe the account has been used fraudulently, unlawfully or in breach of these Terms. You may request closure of your account at any time.

B9. Liability

Gainday does not guarantee uninterrupted platform availability, an interview, progression, employment, or a particular assessment result. Nothing in these Terms excludes or limits liability that cannot legally be excluded or limited.

B10. Governing law

These Terms are governed by the laws of England and Wales.

B11. Contact

Gainday Ltd, hellogainday@gmail.com

Candidate acknowledgement

By creating a Gainday account, you confirm that you have read and understood these Terms and the Privacy Notice. Where a separate consent is legally required, Gainday will request that consent separately.