Special category data & criminal records

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We avoid collecting special category data (e.g., health) unless clearly necessary (for example, to support reasonable adjustments during recruitment) – processed under explicit consent or employment law where applicable. Information about criminal convictions (e.g., DBS) is processed only where lawful, proportionate and relevant to the role, following the Rehabilitation of Offenders Act and applicable guidance.

You can withdraw consent at any time (it won’t affect prior lawful processing).

                                                             

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Who we share data with

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• Clients (to present a shortlist, arrange interviews, make offers). We share only what’s necessary (typically CV, experience summary, location/availability, and salary expectations). Sensitive documents are shared securely when required.

• Service providers / processors that help us run our business (e.g., secure website hosting and forms, email, cloud storage, CRM, accountants). These providers may change over time and are bound by contracts to protect your data.

• Referees and background screening providers (with your knowledge/consent where required).

• Professional advisers (legal/financial) and authorities where we have a legal obligation.

• We do not sell your personal data.

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International transfers

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Some service providers may store or access data outside the UK/EEA. Where this happens, we ensure appropriate safeguards are in place, such as International Data Transfer Agreements (IDTA) or UK‑approved Standard Contractual Clauses (SCCs), plus additional measures where needed.

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How long we keep your data (retention)

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• We keep data only as long as needed for the purposes above, then delete or anonymise it.

• Candidates (prospective): up to 24 months from your last interaction with us, so we can consider you for suitable roles in the South West. We will refresh your consent/interest during that time. You can ask us to delete your data sooner.

• Placed candidates: key records relating to the placement and fees are kept for up to 7 years for accounting and legal purposes.

• Clients: contractual and billing records for 7 years.

• Reference: reference notes are retained in line with the candidate file.

• Website analytics: per cookie/tool default or as configured (see 12).

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Your rights

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You have rights under UK GDPR, including to: - Access your personal data. - Rectify inaccurate or incomplete data. - Erase your data (in certain circumstances). - Restrict or object to processing. - Data portability (for data you provided to us). - Withdraw consent where we rely on consent.

To exercise any right, contact hello@hollandandgilt.co.uk. We aim to respond within one month.

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Automated decision‑making

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We do not use profiling or automated decision‑making that produces legal or similarly significant effects on you.

 

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Cookies & website tracking

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Our website uses essential cookies so it functions properly. With your consent, we may use additional cookies/analytics to understand site usage and improve the experience.

When you first visit, you’ll see a cookie banner allowing you to accept or manage preferences. You can change your cookie choices at any time via the banner (or your browser settings). For details of specific cookies in use, please see our Cookie Notice.

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Security

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We use appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit, and regular reviews of who can access CVs and client files. While no system is perfectly secure, we work to prevent unauthorised access, disclosure, alteration or loss.

If we suspect a personal data breach that risks your rights and freedoms, we will notify the ICO and, where required, inform affected individuals.

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Children’s data

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Our services are for adults. We do not knowingly collect data relating to children. Where roles involve families, any information about children is handled only as necessary to assess a role and is kept to a minimum.

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Links to other websites

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Our website may contain links to other sites. We’re not responsible for their privacy practices. We encourage you to read their privacy notices.

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How to complain

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If you’re unhappy with how we handle your data, please contact us first so we can put things right: hello@hollandandgilt.co.uk.

You can also complain to the Information Commissioner’s Office (ICO):

www.ico.org.uk | Telephone: 0303 123 1113 | Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

 

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Changes to this notice

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We may update this notice from time to time. We’ll post the latest version on our website and indicate the date of the most recent update at the top of this page.

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Practical notes for candidates & clients

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• CV uploads: Please upload only relevant information. Avoid including national insurance numbers, full bank details, or unrelated sensitive data. If we need additional documents (e.g., right‑to‑work), we’ll request them securely.

• Withdrawing from our records: If you no longer wish to be considered for roles, email hello@hollandandgilt.co.uk and we’ll remove you from active search lists and, if you wish, delete your file.

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This notice is intended as plain‑English information about our practices. It is not legal advice. If you need advice about your rights or obligations, consider seeking independent legal counsel.