Talent Acquisition and Selection Policy

Mission

This policy sets out Kerv’s approach to recruiting and selecting team members for internal and external appointments. It supports a consistent and fair process, maintains high standards, meets Kerv’s workforce needs and helps develop our people. 

Purpose 

Kerv believes that our employees are our most important assets, therefore we are committed to recruiting and developing high-quality candidates from the widest possible pool of talent. Our approach to recruitment and selection is to seek to appoint employees with appropriate qualifications, skills and experience.

We will ensure a professional and consistent approach to recruitment and selection, adhere to our Equal Opportunities Policy and relevant employment legislation and policy and support managers in recruiting and selection high calibre talent, based on their ability.   

Scope 

This policy applies to all internal and external candidates, Kerv employees and contractors involved in recruitment and selection, and recruitment partners or agencies, regardless of geographical location or where a vacancy is based. 

Policy Commitments 

Kerv will abide by all relevant legislation and apply local legislation relevant to the engagement of staff.   

Amendments 

This procedure does not form part of any contract of employment or other contract to provide services, and Kerv reserves the right to amend this policy when and where appropriate with limited notice, for example where guidance is updated by law.   

Processes   

This procedure does not form part of any contract of employment or other contract to provide services, and Kerv reserves the right to amend this policy when and where appropriate with limited notice, for example where guidance is updated by law.   

We aim to attract and recruit people with diverse backgrounds, skills and abilities who will contribute to Kerv’s and our customers’ success. Vacancies may arise for several reasons, and business leaders should review their teams’ current and future needs before seeking approval to recruit. A colleague leaving Kerv will not automatically trigger recruitment; leaders should first consider workload, capability, structure, budget and future demand. 

Kerv may use a range of methods to attract, assess and select candidates. Hiring managers and Talent Acquisition will agree the process for each vacancy and ensure that it complies with this policy. 

Advertising the Position   

We are committed to providing development and career-progression opportunities for our employees. Vacancies will normally be advertised internally and externally through Greenhouse ATS. In exceptional circumstances, an appointment may be made without advertising where there is a documented business case and the appropriate approval has been obtained—for example, to engage a contractor for an urgent temporary need. 

Irrespective of the medium used, all advertisements need to be designed and presented effectively to ensure that the widest ranges of high-calibre candidates are attracted. Advertisements must be non-discriminatory and must include our diversity statement. Where head-hunting organisations are used for very senior or specialist positions, a requirement to seek out suitable female and ethnic minority candidates for consideration must be incorporated into the brief for the assignment to support our commitment as an Equal Opportunity Employer and member of Tech Talent Charter.   

Attracting talent   

Kerv will normally advertise vacancies internally so that current employees can apply. In limited circumstances, a role may be filled through a development or succession appointment where an employee has the required experience, skills and capability and the appointment follows the approved exception process. Employees are encouraged to discuss career development regularly with their manager and may have exploratory conversations with other managers about future opportunities. 

Kerv may use multiple options to generate interest from individuals outside the organisation, including placing utilising recruitment agencies or placing advertisements in newspapers, specialist journals, on online job boards, social media or own websites.   

Applications and Shortlisting   

All applications will be assessed consistently against the role-related criteria. Candidates who provide the strongest evidence of suitability will be shortlisted for the next selection stage. Kerv may use technology to administer applications and support an efficient process, subject to the fairness, privacy and AI requirements in this policy. 

Interviews and Selection   

Role selection may occur through a variety of assessment means. This may include CV screening, telephone, video calls and in-person discussions and interviews, technical or other tests, case studies and presentations. Kerv will determine the best methodology to carry out selection for a role. We will be consistent in approach for a role at a given time (e.g. a role may have a different methodology over time). We will continually review our selection process to ensure it achieves our aims. Talent Acquisition team will inform the candidates of the interview process and explain the structure for every role.  

Should a candidate require any adjustments for a selection process they should raise these with Kerv Talent Acquisition who look to fully support.   

Kerv will aim to provide constructive, role-related feedback after an interview or assessment. Feedback should identify strengths and areas for development based on the evidence gathered during the selection process. Kerv will not discuss other candidates or their applications. Feedback may be provided directly to the candidate or through the recruitment agency representing them. 

Diversity, Equity and Inclusion   

Kerv recognises the strength in having a workforce of diverse talent, we are committed to the attraction, fair selection and hiring of diverse talent across all roles and will take action to support this aim. Kerv is committed to eliminating modern slavery, human trafficking, forced labour, and similar human rights abuse, measures will be taken to support this aim.   

Should an applicant for a role need any adjustments to their selection procedure they should notify the contact who is liaising with them on arranging any part of the selection process to share details of any specific requirements. Kerv will endeavour to meet in full any requests in line with our Accessibility and Inclusion policy.   

Kerv may undertake proportionate outreach to under-represented groups to help create diverse talent pools. Kerv may also use appropriate technology to identify and reduce bias in role descriptions. At the screening stage, Kerv will not ask specific questions about incarceration history, supporting our aim to provide fair opportunities for people with past convictions. All selection decisions will remain based on relevant, consistently applied role criteria. 

It will also ensure that discrimination does not take place at either the attraction or selection stage and will support such aim with training of those involved in the selection of our team members.   

Kerv has zero tolerance for conduct that is contrary to our diversity, equity and inclusion commitments. Kerv will investigate and take appropriate action where such conduct may have occurred. Anyone who experiences or becomes aware of potential discrimination, harassment or other conduct contrary to these commitments should follow the reporting options in the Speak Up, Concerns and Complaints section below. 

Speak Up, Concerns and Complaints 

If a candidate believes this policy has not been applied fairly, or wishes to raise a concern or complaint about discrimination, misconduct or the recruitment process, they may use any reasonable reporting route under Kerv’s Speak Up, Concerns and Complaints Policy. A concern may be raised verbally or in writing, formally or informally, through a Kerv contact or an independent reporting channel, including anonymously where available. Candidates do not need to decide how the matter should be classified before reporting it. Kerv will assess the concern, record it securely and direct it to the appropriate process without unnecessary delay. Reports will be handled fairly and sensitively, with confidentiality protected wherever reasonably possible, and no person will suffer retaliation for raising or supporting a concern in good faith. 

Any acts of discrimination and/or abuse of the recruitment process by employees may be treated as a disciplinary offence, which will be considered under the Disciplinary policy.   

Kerv Talent Acquisition and managers involved in this process are responsible for this policy and its implementation. Managers should seek clarity from Talent Acquisition on the process to ensure equity and consistency across Kerv.   

Policy ownership and review 

The Talent Acquisition team owns this policy and is responsible for maintaining it. The policy will be reviewed periodically and whenever relevant legislation, regulatory guidance, Kerv policy or recruitment practice changes. Material changes must be approved through Kerv’s applicable policy governance process. 

Data Protection/Confidentiality   

We will keep candidate information collected through recruitment campaigns confidential and process it in accordance with applicable data protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018. 

Applications and records explaining shortlisting and rejection decisions must be retained and disposed of in accordance with Kerv’s Data Retention and Disposal Policy, including for the handling of any complaint. 

Confidentiality   

Our aim is to deal with all matters in a confidential manner where appropriate, this may include protecting the confidentiality or personal data of applicants in our process. Anyone uncertain of the handling of any part of this process should speak with the People Operations team in the first instance. They will seek advice as needed from compliance or legal.   

Change to process   

Kerv may adjust a recruitment process where there is a legitimate, role-related reason to do so, including the need for further screening. Material changes must be documented, applied fairly and communicated to affected candidates as early as reasonably practicable. 

Legal Responsibilities   

Kerv will conduct recruitment and selection in accordance with applicable law and relevant government or regulatory guidance in each geographical location, including any requirements governing screening, assessment, equality, privacy and employment eligibility. 

Talent Acquisition and AI 

Purpose and principles 

These requirements apply throughout Kerv’s recruitment and selection processes. 

Kerv interviews are designed to assess skills, behaviours, and potential in a fair and consistent manner, while ensuring we see the real you and protect everyone’s privacy. 

Kerv recognises that Artificial Intelligence (“AI”) tools are increasingly used across our organisation and can support preparation, accessibility and confidence. In recruitment, AI must be used in a way that preserves fairness, accuracy, authenticity, privacy and confidentiality for internal and external candidates. 

If you need support or adjustments at any stage of the selection process, please let the recruiter or hiring team know in advance — we will always handle such requests sensitively and aim to provide reasonable adjustments. 

We recognise AI tools can help with preparation and accessibility (e.g., reducing language barriers), but we will not tolerate their use in ways that create an unfair advantage or compromise confidentiality. 

Guidance for candidates (interviews) 

During interviews and live assessment tasks, your responses must reflect your own thinking and experience. You must not use another person, AI system or other tool to generate, supply or prompt answers in real time unless Kerv has expressly permitted that support as part of the exercise. 

AI may support interview preparation, but it must not generate, supply or prompt answers during an interview or assessment unless Kerv has expressly permitted that use as part of the exercise. 

AI can be used before the interview - for example, to practise questions, organise your thinking, or help with language clarity. But AI must not be used to: 

• Create responses that do not reflect your own background or experience 
• Guide or prompt you during assessments 
• Complete interview tasks or assessments on your behalf 

Virtual interview expectations 

Our virtual interview expectations to protect fairness and discourage malpractice: 

• Keep your camera on unless you have an agreed adjustment. 
• Do not use background filters, face filters, avatars, or virtual stand-ins. A real background is recommended (a simple physical blur is acceptable). 
• Ensure you are alone and not being prompted—this includes people in the room, off-screen prompts, second screens, or real-time AI coaching tools. 
• Where a room scan or screen share is necessary for a specific assessment, Kerv will explain the purpose in advance and keep the request proportionate and limited to what is necessary. Candidates may raise privacy concerns or request a reasonable alternative through Talent Acquisition. 
• If you need any adjustments (camera-off, breaks, time extensions, alternative formats), please talk to talent acquisition in advance. 

Guidance for interviewers and reviewers 

Interviewers and reviewers must not paste, upload or otherwise share candidate application or interview materials with public, personal or unapproved AI tools. Candidate information is confidential and may be processed only through Kerv-approved systems and in accordance with Kerv’s privacy, security and AI requirements. 

Reviewers must not use AI to generate or alter candidate evidence or to make, recommend or determine an assessment decision. Any authorised administrative use of AI must comply with Kerv policy, preserve the source material and remain subject to meaningful human review. Interviewers and reviewers remain accountable for decisions based on the evidence gathered through the process. 

Empathetic and fair interviewing: 

• Be explicit about what “good evidence” looks like (examples, outcomes, decision-making), and ask follow-up questions that help candidates demonstrate authentic experience. 
• If you suspect real-time AI assistance or prompting, remain professional and test the evidence through neutral follow-up questions, such as: “Walk me through your reasoning”, “What did you do personally?” and “Talk me through the trade-offs.” Record objective observations rather than assumptions, avoid making an immediate allegation and refer the concern to Talent Acquisition for review under the recruitment process. 
• Support candidate wellbeing (nerves, language confidence, neurodiversity) while maintaining role-relevant standards; focus on clarity, authenticity, and job-related capability. 

Data protection and privacy expectations 

Only collect and use candidate information that is necessary for the recruitment decision, keep it secure, and do not share it beyond those who need access for hiring. 

In virtual interviews, avoid asking candidates to reveal unnecessary personal data in their environment; if screen sharing is required, ask them to close unrelated tabs/notifications first. 

Transparency, disclosures, and consequences 

If candidates use AI in permitted ways earlier in the process (e.g., drafting/editing applications where allowed), they remain responsible for the accuracy and content submitted. 

Where Kerv requires candidates to disclose AI use, they must do so accurately. A material failure to disclose may result in the application being withdrawn, but only after Kerv has reviewed the available evidence and given the candidate an opportunity to explain.