Privacy Policy | FindUpeople

Privacy Notice & Cookies

Hereinafter referred to as “we”, “us”, or “the Company”.

You may provide your personal details directly to us (for example, through an application, registration form, or our website), or we may collect them from other sources, such as job boards.

We must always have a valid legal basis to process your personal data. For the purpose of offering you work-finding services and/or information about roles that may interest you, we will only use your personal data in line with this Notice.

Please note: this Notice may be updated from time to time.

1. Definitions

Candidate(s): Any individual who registers with the Company to find permanent, fixed-term, or temporary work.
Client(s): Any organisation, and its employees, that we provide recruitment services to.
Supplier(s): Any organisation, and its employees, that provides goods or services to the Company.
Personal data: Any information that identifies an individual, such as name, ID number, contact details, or other identifiable factors.
Processing: Any activity involving personal data (e.g., collecting, storing, using, sharing, or deleting it).
Special category data: Sensitive personal data such as information about race, ethnicity, religion, health, political beliefs, sexual orientation, or trade union membership.
Supervisory authority: An independent regulator that oversees data protection. In the UK, this is the Information Commissioner’s Office (ICO).
Data Protection Legislation: The UK GDPR, Data Protection Act 2018, EU GDPR, and any other laws on personal data protection.

2. Collection and Use of Personal Data

2.1 Types of Data We Collect

The type of data we collect depends on your relationship with us:

Candidates – name, date of birth, contact details, CV, work history, education, references, right-to-work information, ID documents, financial details (e.g., bank account), and, where relevant, sensitive data (e.g., ethnicity, health, gender, or criminal convictions).
Clients – contact details of you and your employees, plus information about job requirements.
Suppliers – contact details of you and your employees, plus financial details such as bank account information.
Website users – information such as IP address, device data, browsing activity, and cookies.

⚠️ Please ensure the personal data you provide is accurate and kept up to date.

2.2 How We Use Your Data

We may process your personal data for the following reasons:

To provide recruitment services to Candidates and Clients.
To manage contracts and relationships with Clients and Suppliers.
To comply with legal or regulatory requirements (e.g., tax, audit, right-to-work checks).
To contact you about services, opportunities, or events (with consent where required).
To ensure the security and proper functioning of our systems and website.
For equality and diversity monitoring.
For training, service improvement, and reporting.

In some cases, we may need your consent to process your data (for example, for marketing). Where this applies, we will ask for your explicit consent, which you can withdraw at any time.

2.3 Sharing Your Data with Third Parties

We may share your personal data with:

Potential employers (for Candidates).
Candidates or intermediary organisations such as MSPs or RPOs (for Clients).
Professional advisers (e.g., IT providers, auditors, accountants, or lawyers).
Regulators, tax authorities, or law enforcement, if required by law.
Group companies within our organisation.

Any third parties we use are required to handle your data securely and lawfully.

3. Overseas Transfers

Your data may be transferred outside the UK (for example, to Europe or the USA). Where this happens, we will ensure appropriate safeguards are in place to give your data the same protection as if it were processed in the UK.

4. Data Retention

We only keep your personal data for as long as necessary. Retention depends on legal, contractual, and operational requirements. For example:

Candidate records: at least one year (as required by UK employment regulations).
Payroll and tax records: as long as required by HMRC and other laws.
Candidate/Client data: deleted after three years of no meaningful contact, unless required for legal or regulatory reasons.

5. Your Rights

Under data protection law, you have the following rights:

Right to be informed – to know how your data is collected and used.
Right of access – to request copies of the personal data we hold about you.
Right of rectification – to have inaccurate data corrected.
Right of erasure – to request deletion of your personal data.
Right to restrict processing – to limit how your data is used.
Right to data portability – to request your data in a format that can be reused across different services.
Right to object – to object to processing, including direct marketing.
Right not to be subject to automated decision-making – to avoid decisions made solely by automated systems.
Right to withdraw consent – to withdraw consent where it has been given.

If you wish to exercise any of these rights, contact us at contact@findupeople.co.uk. We may need to verify your identity before fulfilling your request.

You also have the right to complain to the ICO (0303 123 1113 or ico.org.uk/concerns) if you believe your data has been mishandled.

6. Use of the Company Website

Cookies: We use cookies to improve your experience. Some cookies are essential for the website to function; others (such as for marketing) require your consent.
Data collected: Cookies may collect information like your IP address, browsing times, and search preferences.
Use of data: We may analyse website use to improve services, security, and user experience.
Remarketing: We may use remarketing services (e.g., Google Ads) to show relevant adverts based on past visits. You can opt out via your browser or Google Ads settings.

7. Security

We use appropriate technical and organisational measures to protect your personal data. However, no online system can be guaranteed completely secure.

Your data is only shared with staff, contractors, or third parties who need access for legitimate business reasons and are bound by confidentiality obligations.

8. Help or Queries

If you have any questions, complaints, or concerns about this Notice, please contact:

Adrian Garwood
Data Protection Officer
📧 adriang@findupeople.co.uk

Studio 5, Brickfield Business Centre, Manchester Road, CW9 7LS

Alternatively, you may contact the ICO or another supervisory authority if your data is processed outside the UK. Contact@findupeople.co.uk.