Relovia Recruitment privacy notice - professional services
Relovia Recruitment customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
Telephone
01924586625
cj@reloviarec.com
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Occupation
- Usage data (including information about how you interact with and use our website, products and services)
- Records of meetings and decisions
- Website user information
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Addresses
- Purchase or service history
- Account information, including registration details
- Information used for security purposes
- Marketing preferences
- Technical data, including information about browser and operating systems
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Website and app user journey information
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Client account information
- Criminal offence data
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
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. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- 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. Read more about the right of access.
- Your right to rectification- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure- You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing- You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing- You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- 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. Read more about the right to data portability.
- Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
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.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- 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.
- 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 process personal information to deliver recruitment and consultancy services to clients operating within construction, engineering, and related sectors. This processing is necessary to understand client requirements, communicate effectively, identify suitable candidates, and manage recruitment assignments efficiently. The use of personal data benefits clients by enabling accurate role definition, timely communication, and effective delivery of recruitment services. It also benefits candidates by ensuring opportunities are aligned with their experience and professional background. The processing is proportionate, limited to what is necessary, and carried out with appropriate safeguards in place. Individuals would reasonably expect their personal information to be used in this way when engaging with a recruitment business, and the impact on privacy is minimal and balanced against the legitimate business need to provide professional recruitment services.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
- 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.
Our lawful bases for collecting or using personal information for information updates or marketing 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.
- 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 process personal information to deliver recruitment and consultancy services to clients operating within construction, engineering, and related sectors. This processing is necessary to understand client requirements, communicate effectively, identify suitable candidates, and manage recruitment assignments efficiently. The use of personal data benefits clients by enabling accurate role definition, timely communication, and effective delivery of recruitment services. It also benefits candidates by ensuring opportunities are aligned with their experience and professional background. The processing is proportionate, limited to what is necessary, and carried out with appropriate safeguards in place. Individuals would reasonably expect their personal information to be used in this way when engaging with a recruitment business, and the impact on privacy is minimal and balanced against the legitimate business need to provide professional recruitment services.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- 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.
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 process limited personal information to provide relevant updates, service information, and professional communications relating to recruitment services. This includes contacting existing clients, candidates, and business contacts about opportunities, market updates, or services that may be of legitimate interest to them. This processing supports ongoing professional relationships and ensures individuals receive information that is relevant to their sector or interests. The data used is restricted to basic contact details and communication preferences, and individuals are provided with clear options to opt out of marketing communications at any time. The impact on privacy is minimal, the processing is proportionate, and individuals would reasonably expect this type of contact in a professional recruitment context.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- Publicly available sources
How long we keep information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including recruitment services, business operations, and compliance with legal and regulatory obligations. Retention periods are determined based on the nature of the information, the purpose for which it is processed, and applicable legal requirements.
Our standard retention periods are outlined below:
Candidates (including CVs and recruitment records)
Personal data relating to candidates, including CVs, contact details, employment history, qualifications, and right-to-work documentation, is retained for up to 24 months from the date of last meaningful contact or recruitment activity. This allows us to consider candidates for future opportunities and provide ongoing recruitment services.
Where a candidate is placed into a role, relevant records may be retained for up to 6 years following placement to comply with contractual, legal, and regulatory obligations.
Candidates may request deletion of their data at any time, subject to legal requirements.
Clients and Hiring Managers
Personal data relating to clients and hiring managers, including contact details, correspondence, and recruitment assignment records, is retained for up to 6 years after the end of the business relationship. This reflects standard limitation periods for contractual and legal claims.
Marketing and Business Development Contacts
Personal data used for marketing or professional communications is retained until an individual opts out or withdraws consent, or where there has been no engagement for a reasonable period, typically no longer than 24 months from last contact.
Website Users
Website usage data, including analytics and cookie-based information, is retained in line with our Cookie Policy and for no longer than necessary to support website functionality and performance analysis.
Legal, Regulatory, and Compliance Records
Personal data processed to comply with legal obligations, including right-to-work checks and statutory record-keeping requirements, is retained for the period required by law, typically up to 6 years, unless a longer retention period is mandated.
Staff and Contractor Records
Personal data relating to staff or contractors (where applicable) is retained in accordance with employment and tax legislation, generally for up to 6 years following the end of engagement.
Review and Deletion
We regularly review personal data held to ensure it remains accurate, relevant, and necessary. Where data is no longer required, it is securely deleted or anonymised.
For more information on how long we store personal information, or the criteria used to determine retention periods, please contact us using the details provided above.For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Others we share personal information with
- Organisations we’re legally obliged to share personal information with
- Professional consultants
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113