Privacy Policy Overview

This privacy policy page outlines how we collect, use, and protect the personal information of our valued clients and candidates, ensuring transparency and compliance with data protection regulations.

Privacy Policy – Clients

Client Privacy Notice

Rec2Rec Search (Permanent Personnel Ltd)

Last updated: November 2026

This notice explains what personal information we hold about you as a contact at a client or prospective client business, why we hold it, who we share it with and what rights you have over it.

Data protection law applies to information about people rather than about companies, so this notice is about you as an individual: your name, your work contact details and our dealings with you.

If you are a candidate or work-seeker, our Candidate Privacy Notice applies to you instead.

1. Who we are

Permanent Personnel Ltd, trading as Rec2Rec Search, is the data controller for the information described in this notice.

• Permanent Personnel Ltd, registered in England and Wales, company number 5010137
• Registered office: 288 Oxford Road, Gomersal, BD19 4PY
• ICO registration number: [INSERT YOUR ICO REGISTRATION NUMBER]
• Contact for all data protection matters: Rachael Webb, rachael@rec2rec-search.com, 07813 914267

2. The information we hold about you

• Your name, job title and the business you work for
• Your work email address, work telephone numbers and LinkedIn profile
• Your hiring requirements, including the roles you are recruiting for and what you are looking for
• Records of our conversations and correspondence, and notes of your preferences
• Records of introductions, placements, terms agreed, fees and invoices
• How you use rec2rec-search.com, including cookie data and IP address

3. Where we get your information from

• Directly from you
• Your business’s website and published material
• LinkedIn and other professional networking sites
• Referrals and introductions from others in the sector
• Our own records of previous dealings with you

4. Why we use your information, and our lawful basis

What we use your information for	Our lawful basis
Discussing your hiring needs and agreeing terms of business	Contract, and legitimate interests before terms are agreed
Introducing candidates to you and managing the process	Contract
Invoicing you and, where necessary, pursuing payment	Contract, and legal obligation
Approaching you about our services and keeping in touch	Legitimate interests
Sending you market updates, salary information and newsletters	Legitimate interests
Keeping the accounting and tax records we are required to keep	Legal obligation
Keeping the records we need to establish or defend a legal claim	Legitimate interests

What our legitimate interests are

Where we rely on legitimate interests, our interest is in offering a specialist recruitment service to businesses that are likely to want it, and in maintaining professional relationships in our sector. We use work contact details for this, not personal ones, and you can ask us to stop contacting you at any time. Every marketing email includes an unsubscribe link.

5. Who we share your information with

• Candidates, who are told which business we are introducing them to and who they will be meeting
• [NAME OF CRM / DATABASE PROVIDER], which hosts our records
• [MICROSOFT 365 OR GOOGLE WORKSPACE], which provides our email and document storage
• Namesco, which provides our website and email hosting
• The providers of the AI tools we use, as described in section 8
• [NAME OF ACCOUNTANT], our accountant, for invoicing, accounting and tax records
• Professional advisers, including solicitors and insurers, where we need advice or need to establish or defend a legal claim

Each of these providers acts on our instructions under a written contract and cannot use your information for its own purposes. We do not sell, rent or trade your information.

6. Sending information outside the UK

Some of the providers listed above process information outside the UK, including in the United States. Where that happens we put in place the safeguards UK law requires, normally the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, and we assess the transfer before we use the provider.

7. How long we keep your information

Information	How long we keep it
While we are working together	For as long as we are engaged
After our last engagement	[6] years, for contract, fee, tax and legal claim records
Prospective clients we have not worked with	[3] years from our last contact
Our mailing list	Until you unsubscribe

8. How we use AI

We use AI tools to help parse CVs, summarise and organise information, draft communications and support the matching of candidates to roles. No decision is made by a machine. Every recommendation and every introduction comes from a person, and you can ask for a person to review anything at any time.

We keep the information we put into AI tools to the minimum needed. [Our AI providers are contractually prevented from using your information to train their models.]

9. Your rights

You have the right to be told how we use your information, to ask for a copy of it, to have it corrected or deleted, to restrict or object to our use of it, to receive it in a portable format, to withdraw consent where we rely on consent, and to ask for a person to review anything an AI tool has been used for.

To exercise any of these rights, email rachael@rec2rec-search.com or write to Rachael Webb at the address in section 1. We will respond within one month and there is no charge. If your request is complex we may extend this by up to two further months and will tell you before the first month is up.

10. Complaints

If you are unhappy with how we have handled your information, please tell us first. You have a legal right to complain to us directly. Write to Rachael Webb at rachael@rec2rec-search.com, or at 288 Oxford Road, Gomersal, BD19 4PY. We will acknowledge your complaint within 30 days of receiving it and respond without undue delay.

You can also complain to the Information Commissioner’s Office at any time:

• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
• Telephone 0303 123 1113
• ico.org.uk

11. Changes to this notice

We review this notice at least once a year. The date at the top shows when it was last updated. If we make a significant change, we will bring it to your attention.

Privacy Policy – Candidates

Candidate Privacy Notice

Rec2Rec Search (Permanent Personnel Ltd)

Last updated: November 2026

This notice explains what personal information we hold about you as a candidate or work-seeker, why we hold it, who we share it with, how long we keep it and what rights you have over it.

Rec2Rec Search is a specialist recruitment-to-recruitment consultancy. We introduce experienced recruitment professionals to employers in the recruitment sector. Handling your information carefully, and confidentially, is central to how we work.

If you are a contact at a client business rather than a candidate, our Client Privacy Notice applies to you instead.

1. Who we are

Permanent Personnel Ltd, trading as Rec2Rec Search, is the data controller for the information described in this notice. This means we are responsible for deciding how it is held and used.

• Permanent Personnel Ltd, registered in England and Wales, company number 5010137
• Registered office: 288 Oxford Road, Gomersal, BD19 4PY
• ICO registration number: [INSERT YOUR ICO REGISTRATION NUMBER]
• Contact for all data protection matters: Rachael Webb, rachael@rec2rec-search.com, 07813 914267

2. The information we hold about you

Depending on how far we get in working together, we may hold:

• Identity and contact details: your name, date of birth, home address, personal email address and telephone numbers
• Career history: your CV, employment history, qualifications, professional memberships and, where relevant to a recruitment role, performance and billing information
• Current package and expectations: salary, commission structure, benefits, notice period and what you are looking for in your next move
• Career preferences: the roles, sectors, locations and types of business you want to be considered for, and any businesses you do not want your details sent to
• Our notes: records of our conversations, interview feedback and notes on the progress of your search
• Right to work information: where a placement proceeds, documents confirming your right to work in the UK
• Correspondence: emails, messages and call notes between us
• Website data: how you use rec2rec-search.com, including cookie data and IP address (see section 12)

3. Where we get your information from

Most of the information we hold comes directly from you. We also obtain it from:

• LinkedIn and other professional networking sites
• Job boards and CV databases
• Referrals from people in your professional network
• Client businesses who suggest we speak to you
• Publicly available sources, such as company websites

Where we have obtained your details from a source other than you, we will tell you that we hold them, and why, when we first make contact, and in any event within one month of obtaining them.

4. Why we use your information, and our lawful basis

Data protection law requires us to have a lawful basis for everything we do with your information. Ours are set out below.

What we use your information for	Our lawful basis
Identifying roles that may suit you, and approaching you about them	Legitimate interests
Discussing your career and understanding what you are looking for	Legitimate interests
Introducing you to a client business and sending them your details, with your agreement	Legitimate interests
Preparing and formatting your CV for introduction to a client	Legitimate interests
Keeping in touch with you about your career over time	Legitimate interests
Sending you marketing emails, newsletters and job alerts	Consent
Confirming your right to work in the UK where a placement proceeds	Legal obligation
Keeping the records we are required to keep for invoicing, accounting and tax	Legal obligation
Keeping the records we need to establish or defend a legal claim	Legitimate interests

What our legitimate interests are

Where we rely on legitimate interests, our interest is in running a work-finding service: matching experienced recruitment professionals with employers who are looking for them. We have considered whether this could prejudice you and concluded that it does not, because we treat your search as confidential, we do not approach any employer about you without your agreement, and you can ask us to stop at any point.

We will never send your details to an employer without discussing it with you first and obtaining your agreement.

Where we rely on consent, you can withdraw it at any time. Withdrawing consent for marketing does not affect anything else we are doing for you.

5. Sensitive information

We do not normally need sensitive information about you, which the law calls special category data. This includes information about your health, racial or ethnic origin, religion, sexual orientation, political opinions or trade union membership. Please do not send it to us unless it is necessary.

If you tell us about a health condition or disability so that we can arrange an adjustment for an interview, we will use that information only to make those arrangements, only with your explicit consent, and we will delete it once it is no longer needed.

6. Who we share your information with

We share your information with:

• Client businesses, where we are introducing you to a role, and only with your agreement. We anonymise your details where you ask us to, or where the stage of the process makes that appropriate.
• [NAME OF CRM / CANDIDATE DATABASE PROVIDER], which hosts our candidate database
• [MICROSOFT 365 OR GOOGLE WORKSPACE], which provides our email and document storage
• Namesco, which provides our website and email hosting
• The providers of the AI tools we use, as described in section 9
• [NAME OF ACCOUNTANT], our accountant, for invoicing, accounting and tax records
• Professional advisers, including solicitors and insurers, where we need advice or need to establish or defend a legal claim

Each of these providers acts on our instructions under a written contract and cannot use your information for its own purposes.

We do not sell, rent or trade your information, and we do not pass your details to other recruitment agencies.

7. Sending information outside the UK

Some of the providers listed above process information outside the UK, including in the United States. Where that happens we put in place the safeguards UK law requires, normally the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, and we assess whether the transfer gives your information a level of protection equivalent to UK law before we use the provider.

8. How long we keep your information

Information	How long we keep it
While we are actively working together	For as long as your search is live
After our last meaningful contact with you	[2] years, after which your details are deleted
Where we have placed you	[6] years from the end of the placement, for fee, tax and legal claim records
Speculative CVs we do not take forward	[6] months
Our marketing list	Until you unsubscribe

When a retention period ends we delete your information. We do not keep it archived indefinitely.

9. Automated decisions and how we use AI

We use AI tools to support our work, not to make decisions. We use them to:

• read CVs and pull out skills and experience
• summarise and organise information
• draft communications
• help identify which candidates may suit which roles

No decision about you is made by a machine. Every shortlisting decision, every introduction and every piece of feedback comes from a person with over thirty years of experience in this sector. You are not subject to automated decision-making, and you can ask for a person to review anything at any time.

We keep the information we put into AI tools to the minimum needed, and we do not knowingly put sensitive information into them. [Our AI providers are contractually prevented from using your information to train their models.]

10. Your rights

You have the right to:

• be told how we use your information, which is the purpose of this notice
• ask for a copy of the information we hold about you
• have inaccurate information corrected
• have your information deleted
• ask us to restrict how we use your information
• object to our use of your information, including where we rely on legitimate interests
• receive your information in a portable format, or have it sent to another organisation
• withdraw your consent, where we rely on consent
• ask for a person to review anything that an AI tool has been used for

To exercise any of these rights, email rachael@rec2rec-search.com or write to Rachael Webb at the address in section 1.

We will respond within one month and there is no charge. If your request is complex, or you have made several requests, we may extend this by up to two further months and will tell you before the first month is up. If we reasonably need more information from you in order to deal with your request, the one month period begins when you provide it.

We will ask you to confirm your identity only where we cannot reasonably identify you from the request itself.

11. Complaints

If you are unhappy with how we have handled your information, please tell us first. You have a legal right to complain to us directly. Write to Rachael Webb at rachael@rec2rec-search.com, or at 288 Oxford Road, Gomersal, BD19 4PY.

We will acknowledge your complaint within 30 days of receiving it and respond without undue delay.

You can also complain to the Information Commissioner’s Office at any time, whether or not you have raised it with us:

• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
• Telephone 0303 123 1113
• ico.org.uk

12. Our website and cookies

Our website uses cookies, which are small files stored on your device. We use:

• strictly necessary cookies, which make the site work and do not require your consent
• [analytics cookies, which tell us how the site is being used so we can improve it]

Where your consent is required, we ask for it through the banner on the site, and you can change your choice at any time. [A full list of the cookies we use is at rec2rec-search.com/cookies.]

Our website contains links to other websites. We are not responsible for how those sites handle your information, so please read their own privacy notices.

13. Keeping your information secure

We protect your information using [access controls, encrypted storage, encrypted email, multi-factor authentication on our systems] and by collecting only what we need. No transmission of information over the internet can be guaranteed to be completely secure. If you hold a password for any part of our website, please keep it confidential.

If your information is lost or disclosed without authorisation, we will record what happened, assess the risk to you, and where the law requires it report it to the ICO within 72 hours and tell you.

14. Changes to this notice

We review this notice at least once a year. The date at the top shows when it was last updated. If we make a significant change, we will bring it to your attention rather than relying on you to check this page.