Privacy Policy
1. Introduction
We are committed to safeguarding the privacy and personal data of our website visitors, candidates, temporary workers, contractors, clients, prospective clients and service users.
This Privacy Policy explains how Clockwork Recruitment collects, uses, stores, shares and protects personal data when we are acting as a data controller. This means we determine the purposes and means of processing personal data.
We use cookies on our website. Where cookies are not strictly necessary for the provision of our website, we will ask for consent when required.
In this policy, “we”, “us” and “our” refer to Clockwork Recruitment.
2. Personal data we collect
We may collect and process different categories of personal data depending on your relationship with us. This may include contact details, recruitment information, employment history, right to work information, communications, website usage information and information required to provide recruitment services.
We only collect personal data where we have a lawful basis to do so and where the data is relevant to the purpose for which it is being processed.
3. How we use personal data in our recruitment services
As a recruitment business, we process personal data relating to candidates, temporary workers, contractors, client contacts and prospective clients. We use this information to provide recruitment, staffing and related business services.
3.1 Candidate and applicant data
We may collect and process candidate and applicant information including:
- Name and contact details;
- CVs, employment history and application information;
- Skills, qualifications, training records and professional experience;
- Salary expectations, availability and work preferences;
- Interview notes, shortlisting information and communication records;
- Reference information and referee contact details;
- Right to work documentation and compliance information;
- DBS or background check information where relevant to a role and where a valid lawful basis applies;
- Information obtained from job boards, LinkedIn, referrals, public sources, previous applications or recruitment-related sources.
We may process this information to:
- Register candidates and maintain candidate records;
- Assess suitability for vacancies and temporary assignments;
- Match candidates to relevant job opportunities;
- Submit candidates to clients where appropriate;
- Arrange interviews and manage recruitment processes;
- Communicate with candidates about vacancies and recruitment opportunities;
- Undertake right to work checks, reference checks and other lawful compliance checks;
- Manage temporary worker assignments, timesheets, payroll and related administration;
- Keep appropriate business and compliance records.
3.2 Client and prospective client data
We may process personal data relating to client contacts and prospective client contacts including names, job titles, business contact details, recruitment requirements, communication records and information required to manage commercial relationships.
We use this data to provide recruitment services, manage client relationships, discuss vacancies, submit suitable candidates, provide service updates and maintain appropriate business records.
3.3 Website, enquiry and correspondence data
We may process data about your use of our website and services, including IP address, browser type, pages viewed, visit timing and website navigation information. We may use Google Analytics or similar analytical tools to understand and improve website performance.
We may also process information contained in enquiries, emails, telephone calls, forms and other communications sent to us. This data is used to respond to enquiries, provide services, maintain records and administer our business.
4. Lawful bases for processing
Depending on the circumstances, we may rely on one or more of the following lawful bases:
| Lawful basis | How it may apply |
|---|---|
| Consent | For example, where a candidate gives clear consent for specific processing or where consent is required for marketing or optional cookies. |
| Contract | Where processing is necessary to take steps before entering into a contract or to perform a contract with you. |
| Legal obligation | Where we must process information to comply with employment, tax, right to work, accounting or other legal obligations. |
| Legitimate interests | Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include candidate sourcing, job matching, client relationship management, business administration, record keeping and service improvement. |
| Vital interests | In rare circumstances where processing is necessary to protect someone’s vital interests. |
5. Sharing personal data
We may share personal data where reasonably necessary for recruitment services, business administration, legal compliance or protection of our business. This may include sharing relevant information with:
- Clients and prospective employers where you are being considered for a vacancy or assignment;
- Recruitment software and CRM providers, including systems used to manage candidate and client records;
- Payroll, pension, banking and accounting providers where relevant to temporary worker or contractor administration;
- IT, email, cloud hosting, website hosting and data storage providers;
- Job boards, advertising platforms and recruitment technology providers where relevant;
- Professional advisers, insurers, auditors, legal advisers and regulatory bodies;
- Government bodies, law enforcement or public authorities where required by law.
We will only share personal data where there is a lawful basis to do so and only to the extent reasonably necessary for the relevant purpose.
6. International transfers
Some of our suppliers or service providers may process personal data outside the UK. Where this happens, we will take appropriate steps to ensure that personal data is protected in accordance with applicable UK data protection law. This may include using appropriate contractual safeguards or working with providers that have suitable transfer protections in place.
7. Data retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet legal, regulatory and business requirements.
Where retention is no longer required, personal data will be securely deleted, anonymised or otherwise dealt with in accordance with our data protection procedures.
| Category | Typical retention approach |
|---|---|
| Candidate records | Up to 24 months from last meaningful contact, unless a longer period is required or justified. |
| Client contact records | For the duration of the business relationship and for an appropriate period afterwards for business and legal record keeping. |
| Recruitment communications | Up to 24 months where relevant to recruitment activity, unless needed for legal, regulatory or business reasons. |
| Temporary worker records | In accordance with employment, tax, payroll and other statutory retention requirements. |
| Right to work documents | In accordance with current legal requirements. |
| Financial records | In accordance with statutory accounting and tax requirements. |
| Website analytics data | Retained in accordance with the settings of the analytics provider and our business requirements. |
8. Your rights
Subject to legal conditions and exemptions, your rights under data protection law may include:
- The right to access your personal data;
- The right to rectification of inaccurate or incomplete data;
- The right to erasure in certain circumstances;
- The right to restrict processing in certain circumstances;
- The right to object to processing, including direct marketing;
- The right to data portability where applicable;
- Rights relating to automated decision-making where applicable;
- The right to withdraw consent where processing is based on consent;
- The right to raise a data protection complaint.
You may exercise your rights by contacting us using the details set out in this policy. We may need to verify your identity before responding to a request.
9. Data protection complaints
We are committed to resolving concerns about how we collect, use, store or protect personal data.
If you have a question, concern or complaint about our handling of your personal information, please contact us in the first instance using the details provided in this policy.
When we receive a data protection complaint, we will:
- Acknowledge receipt of the complaint;
- Investigate the matter appropriately;
- Keep you informed of progress where necessary;
- Provide you with an outcome once our investigation is complete.
If you remain dissatisfied with our response, you may contact the Information Commissioner’s Office, the UK data protection regulator.
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Website: ico.org.uk
10. Automated tools and recruitment technology
We may use recruitment systems, databases, search tools, job boards, CRM systems or other technology to help us organise information, identify potential matches and manage recruitment activity. These tools support our recruitment processes, but we do not intend to make solely automated decisions that have a legal or similarly significant effect on individuals without appropriate safeguards.
11. Marketing and job alerts
We may contact candidates, clients and prospective clients about relevant recruitment services, vacancies, candidates, market updates or business opportunities where we have a lawful basis to do so. You can object to direct marketing at any time by contacting us or using any unsubscribe option provided in our communications.
12. Cookies and website analytics
A cookie is a small file stored by your browser when you visit a website. Cookies may be used to make the website work, improve security, remember preferences, analyse website performance or support relevant advertising and marketing activity.
We may use essential cookies, analytics cookies, functionality cookies and, where applicable, marketing cookies. Where consent is required for non-essential cookies, we will request consent through our website cookie controls.
You can manage cookies through your browser settings and, where available, through our website cookie preference tools. Blocking some cookies may affect the functionality of the website.
13. Security of personal data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, secure systems, staff procedures, supplier controls and appropriate data protection practices.
14. Third party websites
Our website may include links to third party websites. We are not responsible for the privacy practices, content or policies of third party websites. You should review the privacy notices of any third party websites you visit.
15. Amendments
We may update this Privacy Policy from time to time by publishing a new version on our website. We may notify you of significant changes where appropriate.
16. Our details
This website is owned and operated by Clockwork Recruitment.
We are registered in England and Wales under company registration number 06951588.
Our principal place of business is: Ocean House, Unit 1-1C, The Lansbury Estate, 102 Lower Guildford Road, Knaphill, Woking, Surrey, GU21 2EP.
You can contact us by post at the address above, using our website contact form, by telephone using the number published on our website, or by email using the email address published on our website.
