Privacy Notice

Company Name:                       Seeker Recruitment Limited (‘the Company)

Company contact details:          Anna Ross, 0203 005 2650, aross@seeker-recruitment.co.uk

Date:                                        22/09/2025

Version:                                    No.1

The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including special categories of personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you, we will only use your personal data in accordance with this privacy statement. We will comply with current data protection laws at all times.

Contents

1. Collection and use of personal data
   1. Purpose of processing and legal basis
   2. Legitimate interest
   3. Statutory/contractual requirement
   4. Recipients of data
2. Information to be provided when data is not collected directly from the data subject
   1. Categories of data
   2. Sources of data
3. Overseas transfers
4. Data retention
5. Your rights
6. Cookies
7. Login files
8. Links to external sites
9. Sale of the business
10. Data security
11. Changes to this privacy statement
12. Complaints or queries

1. Collection and use of personal data

1. Purpose of processing and legal basis

The Company will collect your personal data (which may include special categories of personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.

If you have opted-in we may also send you marketing information and news via email.  You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us and by updating your setting on the candidate portal.

On some occasions we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:

• Your consent
• Where we have a legitimate interest
• To comply with a legal obligation that we have
• To fulfil a contractual obligation that we have with you

2. Legitimate interest

This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

• Managing our database and keeping work-seeker records up to date;
• Providing work-finding services to you and our clients;
• Contacting you to seek your consent where we need it;
• Giving you information about similar services to those that you will have used from us recently;

3. Statutory/contractual requirement

The Company has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements).  Our clients may require this personal data, and we may need your data to enter into a contract with you. If you do not give us the personal data we need to collect In order to comply with our statutory and legal requirements, we may not be able to continue to provide work-finding services to you.

4. Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients:

• Clients (who we may introduce or supply you to)
• We may with your permission contact your former employers for references if you are seeking temporary work via us
• Payroll service providers who manage payroll on our behalf or other payment intermediaries who we may introduce you to
• Other recruitment agencies in the supply chain (only if applicable and you will be notified if this is the case)
• Auditors who are assessing the compliance and processes of the business to ensure its adherence to all relevant legislation and good practice guidance
• Our recruitment software provider, Firefish Software Ltd. For further detail on how information is stored via Firefish Software Ltd see point 11.

The Company has collected the following personal data on you:

Personal data:

• Name, address, mobile number, email
• National insurance number if seeking temporary work
• Nationality and date of birth (through right to work check)

The Company may have sourced your personal data/special categories of personal data from:

• From Secs in the City job board, LinkedIn
• A former employer [name]
• A referee whose details you previously provided to us [name] 
• Cookies listed in section 7

This information did not come from a publicly accessible source.

3. Overseas Transfers

The Company will not transfer the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

4. Data retention

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services. We are required to keep your records relating to the right to work in the UK 2 years after employment or the engagement has ended, alterable and working time records including your 48 hour opt out notice annual leave/holiday records 2 years from the time they were created.

Additionally, if we source a temporary role for you, we must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.

5. Your rights

Please be aware that you have the following data protection rights:

• The right to be informed about the personal data the Company processes on you;
• The right of access to the personal data the Company processes on you;
• The right to rectification of your personal data;
• The right to erasure of your personal data in certain circumstances;
• The right to restrict processing of your personal data;
• The right to data portability in certain circumstances;
• The right to object to the processing of your personal data that was based on a public or legitimate interest;
• The right not to be subjected to automated decision making and profiling; and
• The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data you have the right to withdraw that consent at any time by contacting Anna Ross, Director (aross@seeker-recruitment.co.uk). Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.

There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.

You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

6. Cookies  

We may set and access Cookies on your computer. Cookies may be placed on your computer when you visit certain parts of the Website. We use these to identify and track visitors, their usage of the Website, their access preferences and for advertising.

Essential Cookies

These are cookies that allow you to use different parts of our site. Without them different features that you have requested cannot be provided. These are usually set in response to an action performed by the user like clicking on a job advert or failing to enter the correct password to their account.

Functional cookies

These help us to make your experience within our site more personal. For instance, knowing if you have been on the site before so that messages for new visitors are not displayed to you.

First party cookies

These are cookies that are set by our website, only we can read them.

Session cookies

These are stored while you browse our site and then deleted once you leave.

Persistent cookies

These are saved on your computer and won’t be deleted when you close the web page. We use these to provide functionality like keeping you logged in when you come back to the site.

First Party Cookies we use (Essential Cookies):

Third Party Cookies we use:

These are the cookies that are set by other websites through embedded content:

Intercom

Intercom is used for customer support and notification. For detailed cookie information see: https://www.intercom.com/help/en/articles/2361922-intercom-messenger-cookies

Functional cookies:

LinkedIn

These are used to allow visitors to post links directly into LinkedIn when visiting the site and are set after interacting with the sharing functionality. For detailed cookie information see: https://www.linkedin.com/legal/l/cookie-table#thirdparty

Functional cookies we use:

LinkedIn

These are used to allow visitors to post links directly into LinkedIn when visiting the site and are set after interacting with the sharing functionality. For detailed cookie information see: https://www.linkedin.com/legal/l/cookie-table#thirdparty

Meta

These are used to allow visitors to post links directly into Facebook when visiting the site and are set after interacting with the sharing functionality. For more information on how Meta use cookies see: https://www.facebook.com/policies/cookies

Twitter

These cookies are used to allow visitors to post links directly to Twitter when visiting the site and are set after interacting with the sharing functionality. For more information on how Twitter use cookies see: https://help.twitter.com/en/rules-and-policies/twitter-cookies

8. Login Files

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

9. Links to external websites

The Company’s website may contain links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website. 

10. Sale of business

If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business. Where the sale of the business results in the transfer of your details to a different data controller we will notify you of this.

11. Data Security

The Company takes every precaution to protect users’ information. All information stored on our recruitment software is secured through the Microsoft Azure Infrastructure and located at two data centres locations within Europe. Our primary centre is located in Microsoft’s Western European centre, and these facilities are secured by a series of measures, including (but not limited to) biometric access, security alarm systems and round-the-clock security staff. Additional security information on Microsoft’s data centres can be found here.

Only employees who need the information to perform a specific job (for example your consultant and our accountant) are granted access to your information.

The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/the Internet.

If you share a device with others, we recommend that you do not select the “remember my details” function when that option is offered.

If you have any questions about the security at our website, you can email Anna Ross, aross@seeker-recruitment.co.uk

12. Changes to this privacy statement

We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.

13. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Anna Ross, aross@seeker-recruitment.co.uk

You also have the right to raise concerns with the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/make-a-complaint/, or any other relevant authority should your personal data be processed outside of the UK and you believe that your data protection rights have not been adhered to.