Privacy Policy

Privacy Policy

Queenscliff Ltd trading as Queenscliff Technical Search
Last updated: [insert publication date]

1. Who we are

Queenscliff Ltd, trading as Queenscliff Technical Search (“we”, “us” or “our”), provides recruitment and executive search services.

We are the data controller responsible for the personal information described in this policy.

Our address:
Queenscliff Ltd
50–52 Brookmans Business Park
Great North Road
Brookmans Park
Herts
AL9 6NE

Email: [alex.babic@queenscliff.co.uk]

This policy explains how we collect, use, store and share personal information about candidates, prospective candidates, client contacts, referees, suppliers and website visitors.

We process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018, as amended.

2. Information we collect

Depending on our relationship with you, we may collect:

Candidates and prospective candidates

Your name, contact details and location.
Your CV, employment history, qualifications, professional memberships and skills.
Your career preferences, availability, notice period and preferred working arrangements.
Current and expected remuneration, where relevant and provided.
Notes of recruitment discussions, correspondence, interviews and feedback.
Relevant information from professional profiles, business websites and referrals.
References and information needed to verify qualifications or suitability, where appropriate.
Right-to-work information where necessary for the recruitment services we provide.

Client contacts, suppliers and referees

Your name, job title, employer and business contact details.
Correspondence, recruitment requirements and details of our professional relationship.
Reference information you provide about a candidate.
Contractual, invoicing and payment records where relevant.

Website visitors

Information you provide through enquiries or other website forms.
Technical information collected by our website, such as IP address, browser type and security logs.
Cookie information, as explained in section 10.

We only seek information relevant to the services we provide. Please avoid including unnecessary sensitive information in your CV.

3. Where information comes from

We may collect information directly from you through applications, CV submissions, emails, telephone calls, meetings and our website.

We may also obtain relevant professional information from:

LinkedIn and other professional networking platforms.
Job boards and CV databases to which we have authorised access.
Publicly available business websites and professional directories.
Recommendations, referrals, referees and client organisations.

Where we obtain information from another source, we will explain its source and provide appropriate privacy information within the applicable legal timeframe, normally at our first contact and no later than one month after obtaining it, unless an exception applies.

4. Why we use information and our lawful bases

Purpose

Lawful basis

Identifying and approaching prospective candidates about relevant opportunities

Legitimate interests in providing recruitment services and helping clients identify suitable talent

Assessing suitability, matching candidates to vacancies, arranging interviews and managing introductions

Legitimate interests in helping candidates find work and clients fill vacancies

Maintaining professional relationships and considering candidates for future opportunities

Legitimate interests in operating a specialist recruitment business, balanced against individuals’ rights and reasonable expectations

Managing client and supplier relationships

Legitimate interests; performance of a contract where the contract is with you personally

Meeting accounting, tax and other applicable legal requirements

Compliance with legal obligations

Handling complaints, protecting our business and establishing or defending legal claims

Legitimate interests, or compliance with legal obligations where applicable

Sending marketing communications

Legitimate interests where legally permitted, or consent where required

Using cookies or similar technologies requiring permission

Consent

Where we rely on legitimate interests, we consider whether our use is necessary and proportionate and whether your interests or rights override those interests.

Where we rely on consent, you can withdraw it at any time. This does not affect processing carried out lawfully before withdrawal.

Providing information is generally voluntary. However, without relevant contact, experience or application information, we may be unable to assess your suitability or progress an introduction. We will explain when particular information is required by law or contract.

5. Sensitive information and recruitment checks

Certain information, such as health information or information revealing racial or ethnic origin, receives additional legal protection.

If we need such information, for example to help arrange an interview adjustment, we will explain the purpose and identify both a lawful basis and an applicable special-category condition before using it. Depending on the circumstances, this may involve explicit consent or a relevant legal condition relating to employment obligations.

Criminal record information will only be processed where necessary, legally permitted and supported by the required legal conditions. We will explain any relevant checks separately before they take place.

6. Who we share information with

Where necessary, we may share relevant information with:

Prospective employers and hiring organisations involved in a recruitment process.
Referees or verification providers where relevant checks are agreed and appropriate.
Providers of recruitment databases, email, cloud storage, website hosting and IT support.
Accountants, legal advisers, insurers and other professional advisers.
Regulators, public authorities or other parties where disclosure is legally required or necessary to establish or defend legal claims.

We will discuss an opportunity with you and obtain your agreement before submitting your identifiable CV or candidate profile to a prospective employer.

We limit disclosures to information relevant to the purpose. Service providers handling information on our behalf must be subject to appropriate contractual safeguards.

Prospective employers may act as independent data controllers. Their own privacy notices explain how they handle information after receiving it.

7. International transfers

[Confirm and complete this section to reflect your recruitment software, email/cloud providers and overseas clients.]

Where personal information is transferred outside the UK, we ensure that an appropriate legal transfer mechanism applies. This may include UK adequacy regulations or approved contractual safeguards, such as the UK International Data Transfer Agreement or UK Addendum, together with any required assessment and additional measures.

You can contact us for information about relevant transfers and to request details or a copy of the applicable safeguards.

8. How long we keep information

We retain information only for as long as reasonably necessary for the purpose for which it was collected.

Our retention periods are:

Candidate and prospective candidate records: [insert period and starting point, including how future-opportunity records are reviewed].
Client, supplier and placement records: [insert period and starting point].
References and verification records: [insert period and starting point].
Website enquiries and technical logs: [insert relevant periods].

In deciding retention periods, we consider the recruitment relationship, whether information remains current, legal record-keeping requirements and the need to resolve disputes.

We securely delete or anonymise information when it is no longer needed. Where you ask not to be contacted, we may retain a minimal suppression record to respect that preference.

9. Security

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.

Access is limited to people and service providers who need it for authorised purposes. No system is completely secure, but we review our safeguards in light of the information we hold and the risks involved.

10. Cookies

Our website may use cookies or similar technologies to operate its features and support security.

[Insert details of the cookies actually used, their purposes, providers and durations, or link to a separate cookie policy.]

Where consent is required, we will obtain it before using the relevant cookies or technologies. You can change or withdraw your choices through [insert cookie-settings link or method].

11. Recruitment communications and marketing

We may contact you about relevant career opportunities or our recruitment services, subject to applicable law and your preferences.

You can ask us to stop marketing communications at any time by replying to a message or contacting us using the details above. We may still need to contact you about an ongoing recruitment process or contractual matter.

12. Automated decisions and AI tools

[Confirm before publishing: We do not make decisions about candidates based solely on automated processing that produce legal or similarly significant effects.]

[If AI-assisted CV analysis, matching, meeting transcription or similar tools are used, describe the actual uses, information involved, providers or recipient categories, and human oversight here.]

13. Your rights

Depending on the circumstances, you may have the right to:

Request access to your personal information.
Have inaccurate or incomplete information corrected.
Request deletion of your information.
Restrict how we use your information.
Receive certain information in a portable format.
Withdraw consent where processing relies on consent.

Your right to object: You may object to processing based on legitimate interests for reasons relating to your particular situation. You have an absolute right to object to processing for direct marketing.

These rights are subject to applicable legal conditions and exemptions. Contact us using the details above to make a request. We normally respond within one month, subject to any lawful extension or applicable rules on clarification and identity verification.

14. Complaints

If you have concerns about how we handle your information, please contact us so we can investigate.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator:

Website: https://ico.org.uk/make-a-complaint/

You do not have to contact us before approaching the ICO.

15. Changes to this policy

We may update this policy to reflect changes to our services, practices or legal obligations. The latest version will appear on our website with its updated date. Where required, we will also notify affected individuals of material changes.