Privacy Policy

Effective Date: 1st March 2025

1. Introduction ProTalent Limited ("we," "our," or "us") is committed to protecting and respecting your privacy. This privacy policy explains how we collect, use, process, and disclose your personal data, including the use of Artificial Intelligence (AI), in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are ProTalent Limited is a specialist recruitment consultancy operating in the UK, focused on practice accountancy recruitment and executive search. We are a recruitment agency and business as defined in the Employment Agencies and Employment Businesses Regulations 2003. We collect and process personal data to facilitate our recruitment activities and ancillary services.

3. What Personal Data We Collect We collect and process various types of personal data, including but not limited to:

  • Contact details (name, email address, phone number, address)
  • CVs, cover letters, employment history, education details
  • Professional qualifications, skills, and references
  • Right-to-work documentation and identification details
  • Salary expectations and career aspirations
  • Communications with us, including emails, phone calls, and social media interactions
  • Information obtained from publicly accessible sources (e.g., LinkedIn, job boards, company websites)
  • Technical data, including website usage, IP addresses, browser types, and page interactions

4. How We Use Your Personal Data We process your personal data to:

  • Provide recruitment services to candidates and clients
  • Assess your suitability for roles and match you with job opportunities
  • Communicate with you regarding vacancies, applications, and career opportunities
  • Verify your identity and right to work
  • Improve our services through data analytics and AI processing
  • Comply with legal and regulatory obligations
  • Maintain business relationships and market relevant job opportunities
  • Improve our website, ensure security, and conduct analytics

5. Use of AI in Recruitment We utilise AI-powered tools to assist in the recruitment process, including:

  • Screening and parsing CVs to identify relevant experience and qualifications
  • Matching candidates to job roles based on skills and preferences
  • Analysing hiring trends and improving candidate-job matching
  • Enhancing communication and engagement through AI-powered interactions

All AI-driven processes are subject to human oversight, and final decisions on recruitment outcomes are made by our recruitment specialists. AI is used to support and enhance our recruitment services, not to make autonomous hiring decisions.

6. Legal Basis for Processing Personal Data We process your personal data under the following legal bases:

  • Contractual necessity – Processing necessary to fulfil our obligations to candidates and clients
  • Legitimate interests – Processing for our legitimate business interests, provided these do not override your rights
  • Legal obligation – Processing required to comply with legal and regulatory obligations
  • Consent – When required, we will obtain your consent for specific data processing activities

7. Data Sharing and Transfers We may share your personal data with:

  • Prospective employers and clients as part of the recruitment process
  • Third-party service providers (e.g., job boards, software providers, background check agencies, marketing platforms)
  • Regulatory bodies, where required by law
  • AI service providers for the purpose of recruitment analysis, under strict data protection agreements
  • Business partners, subcontractors, and professional advisors for support services

Your data is processed within the UK and the European Economic Area (EEA). If we transfer data outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or an adequacy decision.

8. Data Retention We retain personal data only for as long as necessary for recruitment purposes and legal obligations. Typically, candidate data is retained for up to [Insert Retention Period] years. We regularly review and update our database to remove unnecessary or outdated information. You have the right to request data deletion at any time.

9. Your Rights Under UK GDPR You have the following rights regarding your personal data:

  • Right to access – Request a copy of your personal data
  • Right to rectification – Correct inaccurate or incomplete data
  • Right to erasure – Request deletion of your data
  • Right to restrict processing – Limit how we process your data
  • Right to data portability – Request transfer of your data to another service
  • Right to object – Object to data processing based on legitimate interests
  • Right to withdraw consent – Withdraw consent where processing is based on consent

To exercise these rights, please contact us at info@protalent.co.

10. Security Measures We implement technical and organisational measures to protect your data from loss, misuse, unauthorised access, disclosure, alteration, or destruction. This includes encryption, secure storage, access controls, and staff training to ensure compliance with data protection laws.

11. Cookies and Website Tracking Our website uses cookies to distinguish you from other users. This helps us provide a good experience when browsing and allows us to improve our site. For more information, please refer to our Cookie Policy.

12. Changes to This Policy We may update this privacy policy from time to time. Any changes will be posted on our website, and where appropriate, we will notify you.

13. Contact Us If you have any questions about this privacy policy or wish to exercise your data rights, please contact us:

ProTalent Limited

7-9 The Avenue, Eastbourne, East Sussex, BN21 3YA

Email: info@protalent.eu

Phone: 01273 491 852

If you have concerns about our data processing, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.