At Norfolk Capsey we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard the personal data of our candidates, clients, employees, and other stakeholders. We comply with all relevant data protection laws, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
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By engaging with our recruitment services, you agree to the collection and use of your personal data as described in this policy. 

‍Effective from April 2025 

1. Information We Collect 
We may collect and process the following personal data in relation to the services we provide:
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For Candidates (Job Seekers):      

‍Personal Identification Information: Name, contact details (phone number, email address, home address), CV/resume, job preferences, work experience, qualifications, skills, certifications, references, professional achievements.      
Professional Information: CV/resume, job preferences, work experience, qualifications, skills, certifications, references, professional achievements.     
Sensitive Information: (optional) equal opportunities data (e.g., race, gender, disability status).      
Online Activity Data: Information about your use of our website, online application forms, or interactions with us via email or social media. 

For Clients (Employers):      

Business Information: Company name, address, contact details ,industry, business size.     
‍Client Representative Information: Contact details of the key personnel responsible for recruitment within your organisation (name, email address, phone number).      
Job Vacancy Information: Job descriptions, hiring needs, andany other information related to the recruitment process. 

For Employees and Contractors:     

Employee Information: Employment details, payroll data, emergency contacts, and other personal information required for HR purposes.      
‍Health and Safety Information: Any relevant information regarding work accommodations, disability, and any specific needs. 

2. How We Use Your Information

‍We collect and use personal data for the following purposes:     

Recruitment Services: To match candidates with job opportunities,process job applications, and provide recruitment advice and guidance.
‍Client Services: To understand our clients' hiring needs, provide relevant candidate recommendations, and facilitate the recruitment process.      
Communication: To keep you updated on job opportunities, application statuses, new recruitment services, and other relevant information.      
Improvement of Services: To improve our recruitment services, website functionality, and customer experience based on feedback and usage data. We will only use your personal data for the purposes for which it was collected, or for purposes that are compatible with those original purposes.  

3. Legal Basis for Processing Your Data 

We process personal data based on the following legal grounds:     

‍Legitimate Interests: For processing datarelated to recruitment, job matching, or employment/marketing activities, wheresuch processing is necessary for our legitimate business interests and does notoverride your fundamental rights. 

‍4.How We Share Your Information 

We may share your personal data in the following circumstances:      

‍With Clients: To match candidates with job opportunities and share candidate profiles with prospective employers, as part of the recruitment process.      
With Service Providers: We may share your data with trusted third-party service providers who assist us in delivering our recruitment services (e.g., background check agencies, IT support, data hosting providers).·     
With Legal Authorities: We may disclose your information when required by law or in response to valid requests by public authorities, such as to comply with a legal obligation or protect our rights.     
With Your Consent: We will share your personal data with third parties only if we have your explicit consent to do so. 

‍5. Data Retention 

We retain personal data for no longer than isnecessary for the purposes for which it was collected or to comply with legal,regulatory, or contractual obligations. In practice: 

‍Candidate Data: We will keep candidate data indefinitely, unless the candidate requests that we delete their information sooner.      
Client Data: Client information is kept for the duration of the client relationship and indefinitely thereafter, in case of follow-up or legal requirements.     
Employee Data: Employee data will be retained as per employment law requirements, typically for a period of 3 years’ after employment ends. 

‍6. Your Rights Regarding Personal Data 

As an individual whose personal data we process, you have the following rights:     

Right to Access: You have the right to request a copy of the personal data we hold about you.     
Right to Rectification: You can request that we correct any inaccurate or incomplete information we hold about you.      
Right to Erasure: You can request that we delete your personal data.      
‍Right to Restrict Processing: You can request that we restrict the processing of your personal data in certain circumstances.      
‍Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.    
Right to Object: You can object to the processing of your personal data based on legitimate interests or for marketing purposes.    
Right to Withdraw Consent: If we rely on your consent to process your data, you can withdraw that consent at any time.       

7. Data Security 
We are committed to securing your personal data and preventing unauthorised access, alteration, disclosure, or destruction. We employ a variety of security measures, including encryption, firewalls, access controls, and regular security audits to protect your data.
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However, no method of transmitting data over the internet or storing data is completely secure, and we cannot guarantee absolute security. We will notify you of any data breaches that may pose a risk to your privacy, in line with applicable data protection laws. 

8. Cookies and Tracking Technologies

Our website may use cookies and other tracking technologies to enhance your user experience, analyse website traffic, and gather information about how visitors use the site. You can manage your cookie preferences through your browser settings or through our website’s cookie consent tool. 

9. Changes to this Privacy Policy We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. When we do, we will post the updated policy on our website and update the "Effective Date" at the top of the policy. We encourage you to review this policy periodically.
 
Acknowledgment
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By using our recruitment services, you acknowledge that you have read and understood this Privacy Policy, and consent to the collection, use, and processing of your personal data in accordance with the terms outlined above.