Registered name: TalentHQ Ltd (Company Reg No: 08356703) 

Last Updated: 2nd June 2025

TalentHQ Ltd is the data controller of your personal information. We are committed to delivering professional recruitment services while ensuring the highest level of data privacy and security in compliance with the UK General Data Protection Regulation (UK GDPR).

This Privacy Policy outlines how we collect, use, store, and protect your personal data, and explains your legal rights. Please review this policy before agreeing that we can process your data.

By visiting this website, you are accepting these terms.  By sending us your CV or personal details you are giving your consent for TalentHQ Ltd to process your personal details in the manner described in this document. 

If you do not agree with this Privacy Policy you should not use this website and/or our services.  If you do not wish to give TalentHQ Ltd the personal data it seeks (provided that the data sought is reasonable and relevant to the services being provided to or for you), we may be unable to provide you with recruitment and/or related intermediary services. 

Table of content:

  1. Our Contact details
  2. Who will be collecting your personal data
  3. What information we collect, use, and why
  4. How your data will be collected
  5. Lawful bases and data protection rights
  6. Our lawful bases for the collection and use of your data
  7. Where we get personal information from
  8. How your data will be stored
  9. How long we keep your data
  10. Who we share information with
  11. How to complain

1. TalentHQ Ltd Contact details

Telephone  01992 475995

Email  [email protected]

2.  Who will be collecting your personal data

Your personal data will only be collected by TalentHQ Ltd to provide you with recruitment services.  Your data can only be accessed by authorised persons in order to provide you with recruitment and recruitment-related services.

3.  What information we may collect, use, and why

We collect or use some of the following personal information for recruitment purposes:

  • Education history (e.g. qualifications)
  • Notes from meetings/interviews/phone calls with you
  • Assessment test results (if required)
  • 3rd party references
  • Right to work information
  • Medical information
  • Details of any criminal convictions (e.g. Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
  • Any other employment related data

4.  How your data will be collected?

TalentHQ Ltd collects personal data directly from you in person, by telephone, letter, email or via our website, when you:

  • Deal with a consultant by phone, letter, email or internet
  • Supply a CV or other form of application
  • Subscribe to email updates
  • Complete work-related assessments i.e. psychometric
  • Submit any information in connection with an application

Any data entered onto our website directly or included in any message to us will be subject to this Privacy Notice.  You are responsible for its accuracy and relevance and must have the authority to disclose it for us to utilise it for the purposes of any transaction or services concluded for or by you through this website or any other form of communication. 

This information may include:

  • Professional references
  • Results of competency tests
  • Feedback on performance
  • Information form in relation to workplace complaints or accidents
  • Any inquiry in which you are involved, such as; Litigation, registration, disciplinary, criminal, insurance etc.

We may also collect personal data from 3rd parties.  If collecting information from a 3rd party we will seek your consent in advance or otherwise make you aware of the collection and the reasons for it.

5.  Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below.

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
  • Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
  • Your right to erasure – You have the right to ask us to delete your personal information.
  • Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.
  • Your right to object to processing – You have the right to object to the processing of your personal data.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

6.  Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We rely on legitimate interests as one of our lawful bases for processing personal data in the course of our recruitment services. Our legitimate interests include: Sourcing and assessing candidates for suitable job opportunities Sharing candidate profiles with clients to facilitate introductions and placements. Maintaining a secure candidate database for ongoing and future opportunities. Carrying out internal business operations, such as record keeping, service improvement, and quality control. These activities benefit candidates by helping them find appropriate employment, and benefit our clients by helping them identify suitable talent efficiently. We carefully assess the potential impact on individuals and take steps to protect their privacy, including limiting data access, using secure systems, and allowing individuals to exercise their data rights. Our data is used in ways they would reasonably expect in the context of a recruitment agency.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

7.  Where we get personal information from

  • Directly from you
  • Suppliers and service providers

8.  How your data will be stored

We are committed to ensuring that your information is secure and have put in place suitable physical and electronic procedures to safeguard and secure the information we collect and protect your data. 

We will store your data in our candidate database, an internal system only accessible by our consultants.  Our use of a candidate database system ensures that your data is securely stored and consultants can search and process this data, only in order to provide you with recruitment services. 

9.  How long we keep your data

TalentHQ Ltd will retain your personal data only for as long as is necessary and in accordance with our Data Retention Policy. Different laws require us to keep different data for different periods of time. 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.Where the company has obtained your consent to process your personal and sensitive personal data we will do so in line with our retention policy. Upon expiry of that period we will seek further consent from you. Where consent is not granted the company will cease to process your personal data and sensitive personal data.

10.  Data processors we use:

Recipient/s of data we may share information with

Microsoft Outlook, CRM, DBS provider, Trust ID, IT Support, Accountant, VoIP Telephone.

Others Recipient/s of data we may share information with the following recipients:

  • Clients that we introduce or supply individuals to
  • Candidates’ former or prospective new employers that we obtain or provide references to
  • Other recruitment agencies in the supply chain (e.g. master/neutral vendors and second tier suppliers);                            
  • Our insurers and legal advisers
  • Our IT and CRM providers
  • Public information sources and third-party organisations that we may use to carry out suitability checks on work-seekers e.g. Companies House, the Disclosure and Barring Service (DBS), Disclosure of Scotland (DoS)
  • Government, law enforcement agencies and other regulators e.g the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI),
  • Any other organisations an individual asks us to share their data with.

11.  How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using these contact details.

Contact us:
TalentHQ Ltd
Telephone: 01992 475995
Email: [email protected]

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

Or complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
www.ico.org.uk/make-a-complaint

Changes to Our Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be posted on our website.