Privacy Policy

1. Introduction

Recruit Therapists Limited (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to candidates, clients, website visitors, suppliers, and anyone whose personal data we process in the course of our recruitment activities.

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2. Who We Are (Data Controller)

Recruit Therapists Limited is the data controller for the personal data we collect and process.

We are registered with the Information Commissioner’s Office (ICO) as required under UK data protection law.
ICO Registration Number: ZB428955

If you have any questions about this policy or how we handle your data, you can contact us at: info@recruittherapists.co.uk
 

3. Data Protection Officer (DPO)

Recruit Therapists Limited does not currently have a formal Data Protection Officer appointed, as this is not a legal requirement for our size and activities. However, responsibility for data protection compliance sits with the Directors of Recruit Therapists Limited.

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4. What Personal Data We Collect

We may collect and process the following categories of personal data:

a) Candidates
 Name, address, email address, telephone number
 CVs, employment history, qualifications, professional registrations
 References and right to work information
 DBS status (where applicable)
 Salary expectations, availability, location preferences
 Notes from interviews and discussions

b) Clients & Contacts
 Name, job title, company name
 Business contact details
 Recruitment requirements and role information

c) Website Users
 IP address
 Browser type and device information
 Website usage data (analytics)

 

We do not intentionally collect special category data unless it is relevant to a role and provided voluntarily (e.g. health information relevant to reasonable adjustments).

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5. Why We Collect Your Data (Lawful Basis)

We process personal data under the following lawful bases:

 Consent – where you have explicitly agreed for us to process your data
(e.g. submitting your CV)
 Contract – where processing is necessary to perform recruitment services
 Legitimate Interests – to operate our recruitment business effectively
 Legal Obligation – to comply with employment and regulatory requirements

 

6. How We Use Your Data

We use personal data to:

 Provide recruitment and staffing services
 Match candidates with suitable roles
 Communicate with candidates and clients regarding opportunities

 Share candidate profiles with clients only with prior consent
 Maintain internal records and compliance
 Improve our website and services

We do not sell personal data or share CVs or candidate details without permission.

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7. Data Storage & Security

Your data is securely stored using the following systems:

 Cloud-based recruitment CRM systems
 Secure email platforms
 Password-protected internal devices

Access is limited to authorised personnel only. We take reasonable technical and organisational measures to protect data against loss, misuse, unauthorised access or disclosure.

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8. Data Processors & Third Parties

We may share personal data with trusted third parties who act as data processors on our behalf.

 

These include:

 Recruiterflow – recruitment CRM and applicant tracking system used to store candidate and client data
https://recruiterflow.com/privacy
 Canva – used to create recruitment adverts, marketing materials and banners (no CVs stored or processed)
https://www.canva.com/policies/privacy-policy/
 LinkedIn – professional networking platform used for candidate sourcing and communication
https://www.linkedin.com/legal/privacy-policy
 Job Boards (such as Indeed, CV-Library and similar platforms) – used to source candidate CVs via paid recruiter accounts
https://www.indeed.com/legal
https://www.cv-library.co.uk/privacy
 Website form and hosting providers – used to collect candidate and client data submitted via application and enquiry forms
 Clients recruiting for roles, where candidate data is shared only with the candidate’s prior consent

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All data processors are required to process personal data securely and in accordance with UK GDPR.

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9. International Data Transfers

Personal data is primarily stored and processed within the UK and the European Economic Area (EEA).

Only in exceptional circumstances, where data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place. These may include standard contractual clauses, adequacy decisions, or the use of GDPR-compliant service providers.

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10. Data Retention

We retain personal data only for as long as necessary:

 Candidate data: up to 24 months from last meaningful contact
 Client data: for the duration of the business relationship and legal requirements

 

You may request deletion of your data at any time.

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11. Your Rights Under GDPR

You have the right to:

 Access your personal data
 Rectify inaccurate data
 Request erasure (“right to be forgotten”)
 Restrict or object to processing
 Data portability
 Withdraw consent at any time

 

Requests can be made to: info@recruittherapists.co.uk

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12. Cookies

Our website may use cookies to improve user experience and analyse traffic. A cookie consent banner will be implemented allowing users to manage preferences. You can control cookies via your browser settings.

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13. Links to Other Websites

Our website may contain links to third-party sites. We are not responsible for their privacy practices and encourage you to review their policies.

 

14. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

 

15. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

 

Last updated: December 2025