Privacy Policy

Controller: Formula Recruitment Limited ("Formula Recruitment", "we", "us", or "our")

Registered Address: Unit 1a/1b, Penbeagle Industrial Estate, St. Ives, Cornwall, England, TR26 2JH

Email: accounts@formularecruitment.co.uk

1. Introduction

Formula Recruitment Limited is committed to safeguarding the privacy and security of personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all applicable data protection legislation. This Data Privacy Policy ("Policy") sets out the basis on which we collect, use, store, process, and disclose personal data.

By engaging with our services or providing your personal information, you confirm that you have read and understood this Policy.

This Policy applies in addition to any other privacy notices or fair processing notices we may issue. In the event of any conflict or inconsistency, the terms of this Policy shall prevail unless expressly stated otherwise.

2. Definitions

For the purposes of this Policy:

• "Personal Data" means any information relating to an identified or identifiable natural person.
• "Processing" means any operation performed on personal data, whether automated or not.
• "Controller" refers to Formula Recruitment Limited, which determines the purposes and means of processing personal data.
• "Data Subject" means any individual whose personal data we process.

3. Personal Data We Collect

We may collect, use, store, and process various categories of personal data, including but not limited to:

• Identity Data (e.g., name, date of birth, proof of ID)
• Contact Data (e.g., telephone number, email, postal address)
• Employment Data (e.g., CV, work history, references)
• Financial Data (e.g., bank details for payment)
• Compliance Data (e.g., right-to-work documentation, criminal record information where legally permissible)
• Usage Data (e.g., website activity logs)

We will only collect sensitive personal data where strictly necessary and only with your explicit written consent.

4. How We Collect Your Data

We may collect personal data:

• Directly from you (e.g., CV submissions, registration forms)
• Through third-party sources acting on your behalf (e.g., agencies, umbrella companies)
• From publicly available platforms (e.g., LinkedIn, job boards)
• Through references, referrals, or professional networks
• Via our website, communication systems, or digital platforms

5. Legal Basis for Processing

We will only process personal data where permitted by law. Our lawful bases include:

5.1 Legitimate Interests

Processing is necessary for the operation of our recruitment services, including matching candidates with roles, maintaining records, and supporting business operations.

5.2 Contract Performance

Processing required to perform a contract with you or take steps at your request before entering into a contract.

5.3 Legal Obligation

Where processing is necessary to comply with applicable law (e.g., tax, audit, employment law).

5.4 Consent

Where required for specific processing activities, particularly in relation to sensitive data. Consent may be withdrawn at any time.

6. How We Use Your Personal Data

We may use your data to:

• Assess suitability for roles and make recruitment decisions
• Conduct reference, background, and eligibility checks
• Communicate throughout the recruitment process
• Manage payroll, timesheets, invoicing, and contract administration
• Comply with legal, regulatory, and audit requirements
• Conduct quality monitoring, training, and compliance assessments
• Maintain business records and backups
• Market our recruitment services (unless you opt out)

We will not use your data for purposes incompatible with those listed above.

7. Data Sharing and Disclosures

We may share your personal data with:

• Clients for whom we provide recruitment services
• Third-party processors acting under written contractual instructions (e.g., IT providers, payroll providers, cloud storage)
• Professional advisers (e.g., legal, audit, insurance)
• Regulatory authorities or government bodies when required by law
• Emergency services or healthcare professionals in urgent situations

All third parties are contractually required to maintain confidentiality and comply with data protection laws.

8. International Transfers

We do not routinely transfer personal data outside of the UK or EEA. Where such transfers become necessary:

• We will obtain your explicit written consent or
• Ensure appropriate safeguards (e.g., adequacy decisions, standard contractual clauses) are implemented.

9. Data Security

We implement appropriate technical and organisational measures to protect personal data against:

• Unauthorised access
• Accidental loss or destruction
• Alteration or disclosure

Access to personal data is strictly limited to individuals who require such access for legitimate business purposes and are bound by confidentiality obligations.

10. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with statutory, regulatory, tax, or legal obligations. Retention periods include:

Longer retention may apply where legally required or where justified by ongoing claims or regulatory obligations.

11. Your Rights

Data Subjects have the following rights under the UK GDPR:

• Right of Access
• Right to Rectification
• Right to Erasure
• Right to Restrict Processing
• Right to Object
• Right to Data Portability
• Right to Withdraw Consent

Requests must be submitted in writing. We may require proof of identity before responding. We aim to respond within one month, subject to lawful extensions.

12. Cookies

Our website may use cookies to improve user experience and functionality. Users can disable cookies through their browser settings, though this may limit certain features.

13. Changes to This Policy

We reserve the right to amend this Policy at any time. Updated versions will be published on our website, and the effective date will be revised accordingly.

14. Contact Information

For questions, requests, or complaints relating to this Policy:

Email: accounts@formularecruitment.co.uk

Regulator: Information Commissioner's Office (ICO) www.ico.org.uk