Privacy Notice

Company name: Denham Recruitment Limited

Contact details: info@denhamrecruitment.co.uk

Dated: 15/09/2025

The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including special categories of personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing, you with work-finding services and/or information relating to roles relevant to you, we will only use your personal data in accordance with this privacy statement. We will always comply with current data protection laws.

1. Collection and use of personal data

a. Purpose of processing and legal basis

The Company will collect your personal data (which may include special categories of personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities and developing and managing our services and relationship with you and our clients.

We take our responsibilities seriously and we will always ensure:

The data is kept safe and secure
The data is accurate and up to date
Data is collected for a specific purpose
The processing is lawful and fair
We are transparent about what the data is being used for
Data is not kept for longer than deemed necessary

Your rights under the General Data Protection Regulations (GDPR) are set out in this notice, please read this carefully so you understand our practices regarding your personal data and how we will treat it.

On some occasions we may be required to use your data for the purpose of investigating, reporting and detecting crime and to comply with laws that apply to us. We may also use your information during internal audits to demonstrate our compliance with certain industry standards.

We must have a lawful basis to process your personal data. The lawful bases we rely upon to offer our work-finding services to you are:

Where we have a legitimate interest

b. Legitimate interest

This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us.

As a recruitment agency specialising in permanent placements, we rely on legitimate interest to process your personal data, our legitimate interest include:

Identifying and matching candidates to suitable permanent job placements.
Managing records of our business activities, including keeping work-seeker records up to date, placements and communications, for internal management and compliance purposes.
Providing work-finding services to you and our clients and facilitating the recruitment process.
Contacting you to seek your consent where we need it.
Giving you information about similar products or services to those that you will have used from us recently.
Ensuring the quality and efficiency of our recruitment services.

We only process personal data that is necessary for these purposes, and we always consider your rights and interests before processing your data under this legal basis. You have the right to object to this processing at any time – please see the "Your Rights" section of this notice for more details.

c. The data and how we use it

As an individual you may wish to use our Recruitment Services in order to assist you in finding a new job role. You may actively engage with us by applying for an advertised role using an online job board, social media or you may send us your CV. In addition to this, when we actively search for suitable candidates for a job role, we may obtain your data. We may receive or obtain your personal data via several sources, which could include the following (this is not an exhaustive list):

You (you may send us your CV, an application or registration form)
A client
Other candidates
Online job boards where you have posted your details
The public domain
Social Media such as LinkedIn
At interview
Notes following a telephone conversation or meeting
Our website and software applications

d. Statutory/contractual requirement

The Company are required to collect certain personal data from you to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements). This data may also be needed by our clients to assess your suitability for potential roles. If you do not provide us the personal data, we may not be able to continue to provide work-finding services to you or complete any necessary employment checks.

e. Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients:

· Clients who have engaged with us in relation to our recruitment services (who we may introduce or supply you to)

· Any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us

· Your former employer who we may seek references from (with your consent)

· Parties who process data on our behalf include:

· IT support, Accountant, Legal and professional advisers

· Storage service providers including cloud

· Auditors who are assessing the compliance and processes of the business to ensure its adherence to all relevant legislation and good practice guidance

2. Information to be provided when data collected not from the data subject

Categories of data:

The Company has collected the following personal data on you:

Personal data:

· Name, address, mobile number, email address

· National insurance no. (if required by potential employer)

· Nationality (through right to work check)

· Driving licence (if applicable)

Special categories of personal data:

· Health information including whether you have a disability (if required by a potential employer)

· Criminal conviction(s) (if a check is required by potential employer)

Source of the personal data: The Company sourced your personal data/special categories of personal data:

· From jobs boards, LinkedIn

· A former employer

· A referee whose details you previously provided to us

· A colleague, friend or acquaintance who has recommended our services and suggested we make contact with you

International Transfer of Personal Data

During the provision of our Recruitment Services, we may transfer data to countries outside of the UK / and/or European Economic Area (EEA). This may, for example, be to third parties who provide support services to us. It is our policy to take steps to identify risks and in so far as it is reasonably practicable, ensure that appropriate safeguards are in place. The transfer of personal data to an international organisation can only take place if the country offers adequate protection.

We use Microsoft 365 Business, including OneDrive, as part of our internal IT and data storage systems. This means that personal data we collect such as CVs, contact details, client communications, and recruitment-related documentation may be stored or processed using Microsoft’s cloud-based services.

Microsoft stores most customer data in data centres located in the United Kingdom and the European Economic Area (EEA). However, in limited circumstances (such as for technical support or system maintenance), data may be accessed or processed in countries outside the UK or EEA.

Microsoft implements strong security measures and complies with applicable data protection laws. Where international data transfers occur, Microsoft uses appropriate international transfer mechanism/safeguards, including the EU SCC’s together with the UK Addendum or UK International Data Transfer Agreement (IDTA), which are approved by the UK Information Commissioner’s Office (ICO), to ensure your data is protected.

3. Data retention

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services. We are required to keep your records relating to the right to work in the UK 2 years after employment or the engagement has ended.

We categorise our candidates and the following sets out the lengths of time we will retain your data:

Pre-registration:

Once we receive or obtain your data, we will attempt to engage with you to assess your suitability for a job role. If we do not believe you are a suitable candidate for a role at that time but may be suitable for a future role, we will retain your data for 2 years from the date of our last engagement. If we have not been able to contact you and therefore unable to assess your suitability, we will retain your data for 2 years.

Registered candidate:

If we believe you are a suitable candidate for a role we have at the time of engagement, we will ask you to complete our candidate registration process and upon completion of this process you will become a registered candidate. We will retain your data for 6 years from the last point at which we provided any services or engaged with you.

Placed candidate:

If we are successful in placing you in a new job role, we will retain your information for the longer of:

· 6 years from the date you commenced your new job role

· 6 years from the last point at which we provided any services or engaged with you

In certain circumstances, we may retain data for longer than a 6-year period. This may be because we have a legal or contractual obligation to do so, or we form the view that there is a continued basis to do so, for example where your personal information identifies specialist skill sets which may remain in demand.

If you believe we should delete your personal data at an earlier date, please inform us in writing of your reasons, we can accept this via email to info@denhamrecruitment.co.uk

4. Your rights

Please be aware that you have the following data protection rights:

· The right to be informed about the personal data the Company processes on you.

· The right of access to the personal data the Company processes on you.

· The right to rectification of your personal data.

· The right to erasure of your personal data in certain circumstances.

· The right to restrict processing of your personal data.

· The right to data portability in certain circumstances.

· The right to object to the processing of your personal data that was based on a public or legitimate interest.

· The right not to be subjected to automated decision making and profiling; and

· The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data/sensitive personal data you have the right to withdraw that consent at any time by contacting info@denhamrecruitment.co.uk. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.

There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.

You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

5. Who controls your personal data

The Data Controller is Denham Recruitment Limited a company registered in the UK: Company Number 16570663

· You can email us at info@denhamrecruitment.co.uk

· You can call us on 07789987843

· Denham Recruitment Limited is registered as a Data Controller with the Information Commissioner’s Office Certificate Number: ZB942084

6. Links to external websites

The Company’s website may contain links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. When you leave our site, we encourage you to read the privacy statements of each website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.

7. Sale of business

If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business. Where the sale of the business results in the transfer of your details to a different data controller we will notify you of this.

8. Data Security

The Company takes every precaution to protect users’ information. Security measures in relation to the personal data processed, firewalls, browser certification technology, encryption, limited access, use of passwords etc. as appropriate. Only employees who need the information to perform a specific job (for example, consultants, our accounts clerk) are granted access to your information. The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/the Internet. If you share a device with others, we recommend that you do not select the “remember my details” function when that option is offered. If you have any questions about the security at our website, you can email info@denhamrecruitment.co.uk.

9. Changes to this privacy statement

We will update this privacy statement from time to time. We will post a link with the new privacy statement on the website with revision dates. You can obtain a copy by emailing us at any time.

10. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it, please contact: info@denhamrecruitment.co.uk

You also have the right to raise concerns with the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/make-a-complaint/, or any other relevant authority should your personal data be processed outside of the UK and you believe that your data protection rights have not been adhered to.