Candidate Privacy Policy

1The data we collect about you

We may collect, store and use the following types of personal data about you during the recruitment process.

Identity and contact data

Name, email address, phone number and address.

Professional data

Your CV, work history, education, qualifications and salary expectations.

Online profiles

Details from your professional profiles, such as your URL from publicly available sources.

Right to work data

For placed candidates only, we will collect data to confirm your legal right to work in the UK.

Criminal records data

For placed candidates only, we will collect data from criminal records checks where required by the role and with your explicit consent.

2How we collect your personal data

We collect your data through the following methods:

• Directly from you, when you send us your CV by email.
• From publicly available sources. We source data from public professional profiles on websites and social media.
• Via referrals from other candidates or clients.
• From interviews, jobsites and the public domain.

3Our lawful basis for using your personal data

Under GDPR we must have a lawful basis for processing your data. We rely on the following.

Legitimate interests

This is our primary basis for processing your personal data. We have a legitimate interest in identifying, sourcing and placing qualified candidates with our clients, and in maintaining a network of professionals for relevant future job opportunities. We balance our legitimate interests against your rights and freedoms, and ensure our processing does not unfairly impact your privacy rights.

Legal obligation

We will process your right to work information to comply with UK law.

Substantial public interest

Where a criminal records check is required for a specific role, we will process this sensitive data with your explicit consent and in accordance with the Data Protection Act 2018.

4How we use your personal data

We will use your personal data to:

• Assess your skills, qualifications and suitability for a specific role.
• Communicate with you about job opportunities and your application.
• Present your profile to a client or hiring company, with your permission.
• Maintain a talent network and database, so we can contact you about relevant future career opportunities that align with your background and expertise.

5How we store and protect your data

Your personal data is stored securely in our cloud-based systems, including our CRM and ATS, sourcing tools, Microsoft Outlook and Microsoft OneDrive.

We have Data Processing Agreements in place with these providers to ensure they also comply with GDPR. We have implemented appropriate security measures, such as multi-factor authentication and strong password policies, to protect your data from unauthorised access or loss.

6Who we share your personal data with

We will share your personal data only when necessary, and in a controlled manner.

Clients and hiring companies

We will share relevant parts of your profile, such as your CV, with a client after we have discussed the role with you and have your agreement to be submitted.

Third-party services

For placed candidates, we will share relevant data with a payroll or contractor finance provider to facilitate your payment.

Yourself

You have the right to request a copy of the personal data we hold about you.

7How long we keep your data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for.

Candidates and prospects

We will retain your personal data for up to 24 months from our last meaningful contact with you, or from the date your data was sourced, based on our legitimate interest in considering you for prospective executive and professional roles. After this period your data will be securely deleted or anonymised, unless we conduct a periodic review and determine there is an ongoing legitimate interest to retain it.

Placed candidates and contractors

We will retain your data for a maximum of six years after the end of your contract or employment, to comply with our legal and financial obligations.

8Your rights under GDPR

As a data subject you have several important rights under GDPR. These include the right to:

• Be informed about how we use your data, which is the purpose of this policy.
• Access your personal data and receive a copy of it, known as a Subject Access Request.
• Rectification of any inaccurate or incomplete data we hold about you.
• Erasure of your data in certain circumstances.
• Restrict processing of your data in certain circumstances.
• Data portability, to receive your data in a structured, machine-readable format.

9How to exercise your rights or make a complaint

If you wish to exercise any of your rights, or have a query about this policy, please contact us.

You also have the right to lodge a complaint with the Information Commissioner's Office, the UK's supervisory authority for data protection issues. Their contact details are on their website at ico.org.uk.

10Updates to this policy

We may update this policy from time to time. The most recent version will always be available on our website, or on request.