Candidate Data Agreement & Privacy Policy
Specialist Recruit Limited
Candidate Data Agreement — Summary
At Specialist Recruit, we take your data privacy seriously. Here is a plain-English summary of what happens with your CV and personal data. Full detail is set out in the Privacy Policy below.
- Your data is held on our CRM provider's encrypted servers. We use Firefish Software (www.firefishsoftware.com).
- Your data is never sold to any third party.
- We hold your CV and details for recruitment and selection purposes only.
- If you apply for a role, your details are kept on file for that role and any other suitable vacancies.
- We'll only contact you about other vacancies by email if you've opted in to marketing on our registration form.
- We keep your data on file for 3 years from your last contact with us, or until you ask us to delete it, whichever is sooner.
- You have the right to access, update, or delete your data at any time — log in to your candidate portal, or contact us directly.
- You have the right to complain to the Information Commissioner's Office (ICO) if you believe your data has been mishandled: ico.org.uk.
If you have any questions, contact Abbi Lampard at abbi@specialist-recruit.com.
Privacy Policy
Specialist Recruit Limited ("Specialist Recruit", "we", "us") is committed to protecting the privacy of our candidates, clients, and website users. This policy explains what personal data we collect, how we use it, and your rights in relation to it, in line with UK GDPR and the Data Protection Act 2018.
Company number: 04850196
ICO registration number: Z9303675
What we collect and how we use it
We collect your name, contact details (phone and email), and any other relevant information from your CV. We use this information to:
- provide our recruitment agency services to you;
- maintain our business relationship with you as a candidate, client, or website user;
- process general applications, applications for specific roles, and job alert subscriptions;
- match your details to suitable vacancies and, where you have agreed to be put forward for a specific role, share your CV and relevant details with that client;
- respond to your written and telephone enquiries;
- send you marketing communications, industry news, and updates, where you have opted in — you can unsubscribe at any time;
- fulfil our contractual obligations to clients;
- work with trusted third parties who provide services on our behalf or on a client's request, such as reference checks, qualification checks, or skills assessments;
- work with third parties who support our business operations, such as IT providers or professional advisors;
- comply with legal or regulatory requirements, including disclosure to law enforcement or regulators where we are required to do so.
We will only share your CV or personal details with a specific client once you have agreed to be put forward for that role. We do not share your details with clients as a matter of course simply because they may be a suitable match.
Job alerts and marketing
If you opt in to job alerts or marketing communications, we will use your email address to send you relevant vacancy updates and industry news. You can unsubscribe at any time via your candidate portal or by contacting us directly.
Your CV
You can submit your CV via our website or directly to a consultant. It is stored securely in our CRM and is accessible to our recruitment consultants. You can update your CV at any time by logging into your candidate portal; where you use the same login details, your previous CV will be archived automatically.
How long we keep your data
We keep your data for 3 years from the date of your last contact with us, after which your file will be closed unless you have asked us to keep it for longer. You can ask us to delete your data sooner at any time.
Where we are required to retain certain records for longer — for example, financial or tax-related records that must be kept for up to 6 years — we will retain only the specific information required for that purpose, for that period.
Your rights
You have the right to:
- ask us for a copy of the personal data we hold about you;
- ask us to correct inaccurate data;
- ask us to delete your data, though we may not always be able to do so immediately — for example, where we have a legal obligation to retain certain records;
- withdraw consent to marketing or other optional processing at any time;
- complain to the Information Commissioner's Office (ICO) if you believe we have not handled your data properly — ico.org.uk.
To make a request, contact info@specialist-recruit.com. We may ask you to verify your identity before actioning a request.
Changes to this policy
We may update this policy from time to time. Where we make material changes, we will notify you by email and publish an updated version on our website. Continued use of our services after such changes constitutes acceptance of the updated policy.
Equal opportunities
Specialist Recruit is an equal opportunities employer and agency. We do not discriminate on the basis of gender, marital status, race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion, or age. Where we collect diversity information for monitoring purposes, this is used only on an anonymised basis.
Contact us
If you have any questions about this policy or how we handle your data, contact:
Specialist Recruit Limited
87-89 Hamilton House
Reigate, Surrey, RH2 7LA
info@specialist-recruit.com | 01737 307227