Data Privacy Notice

Aspiria Recruit Ltd (trading as Aspiria Legal) is the data controller responsible for your personal information under the UK General Data Protection Regulation (UK GDPR) Data Protection Act 2018 and other applicable data protection laws.

This Privacy Notice explains how we collect, use, store, share and protect your personal information when providing our recruitment services. It also explains the rights you have in relation to your personal information and how you can exercise them.

We are committed to protecting your personal information and handling it lawfully, fairly and transparently.

We are registered with the Information Commissioner’s Office (ICO) under registration number ZA291211.

Our Data Privacy Contact is James Kapadia You can contact our DPC using the details below.

  • Organisation: Aspiria Recruit Ltd
  • Registered in England and Wales No: 11017492
  • Registered Office: Aspiria Recruit Ltd, 2nd Floor, 2 The Waterhouse, Waterhouse Street, Hemel Hempstead, Hertfordshire. HP1 1ES
  • Telephone: 01392 346 222
  • Email: james.kapadia@aspirialegal.co.uk

Who this notice applies to

This notice applies to:

  • candidates and people we identify as potentially suitable for a role;
  • temporary workers, contractors and consultants;
  • referees, emergency contacts and other people connected with a candidate or worker;
  • clients, potential clients and their staff; and
  • people who visit our website or communicate with us.

Information we may collect

We only collect information that is relevant to our work. Depending on how you deal with us, this may include:

  • your name, contact details, date of birth and location;
  • your CV, employment history, qualifications, skills, professional memberships and work preferences;
  • salary or rate information, availability, applications, interview notes, offers, placements and feedback;
  • identity, right-to-work, reference and background-check information where needed;
  • health, disability or other special category (sensitive) information where relevant and lawful;
  • for temporary or contract work, information needed to manage assignments, timesheets, pay, tax, pension, holiday and benefits; and
  • for clients and suppliers, business contact details, vacancies, contracts, correspondence and payment records.

We may receive this information directly from you or from other sources, including clients, referees, previous employers, job boards, professional networking sites, publicly available sources, screening providers, payroll or umbrella providers, recruitment partners and business or operational support providers.

Where we obtain your information from another source rather than directly from you, we will provide or make this privacy information available to you as required by data protection law.

If you give us information about someone else, such as a referee or emergency contact, please tell them that you have done so and direct them to this notice.

How we use your information

We may use personal information to:

  • provide recruitment services, match people with roles and discuss relevant opportunities;
  • assess suitability, make introductions, arrange interviews and manage offers and placements;
  • keep our recruitment database and relationship records accurate and up to date;
  • manage temporary work or contracts, including onboarding, assignments and pay;
  • check identity, right to work, qualifications, references or background information where appropriate;
  • manage client and supplier relationships, contracts, invoices and disputes;
  • meet legal, tax, employment, safeguarding and regulatory duties;
  • protect our systems, prevent fraud and deal with complaints or legal claims; and
  • send relevant recruitment or business communications, subject to your choices and the law.

We do not sell personal information.

Lawful bases for using your information

We only use your personal information where we have a lawful reason to do so. Depending on the circumstances, we may rely on:

  • Legitimate interests (Article 6(1)(f) UK GDPR) – where it is necessary for our legitimate interests in operating a recruitment business, finding and introducing suitable candidates, identifying relevant opportunities, maintaining relationships with candidates and clients, developing our business, keeping appropriate business records and protecting our systems, provided those interests are not overridden by your rights and interests.
  • Contract (Article 6(1)(b) UK GDPR) – where we need the information to enter into or carry out a contract with you, or to take steps you ask us to take before entering into a contract.
  • Legal obligation (Article 6(1)(c) UK GDPR) – where the law requires us to use or keep the information, for example for right-to-work, tax, employment or regulatory purposes.
  • Consent (Article 6(1)(a) UK GDPR) – where we ask for your clear agreement for a specific, optional use. You may withdraw your consent at any time.

Where we process special category information, such as information about health, disability, racial or ethnic origin, religion or sexual orientation, we will only do so where an appropriate condition under Article 9 UK GDPR and the Data Protection Act 2018 applies. This may include employment and social protection obligations, establishing or defending legal claims, substantial public interest conditions, or explicit consent where appropriate.

Where criminal record or DBS information is required for a role, we will only process it where permitted under Article 10 UK GDPR and the Data Protection Act 2018 and where an appropriate legal condition applies.

Where we need personal information to meet a legal or contractual requirement, such as confirming your right to work or administering a placement, we will let you know. If you do not provide information that is necessary, we may be unable to progress your application or provide the relevant service.

Recruitment and business communications

We may contact you about a role or candidate where it is reasonable to think the information will be relevant to you. We may also send information about our recruitment services or business updates.

Where a message is direct marketing, we follow the UK GDPR and the Privacy and Electronic Communications Regulations (PECR). We ask for consent where the law requires it, identify ourselves and provide a simple way to opt out.

You have the right to object at any time to our use of your personal information for direct marketing. You may also object to processing based on our legitimate interests in certain circumstances.

We may keep limited information on a suppression list so that we can respect your marketing preferences and avoid contacting you again for marketing where you have opted out.

Recruitment systems and AI technology

We use recruitment databases and other technology to manage candidates, clients, vacancies and placements. Providers and systems may change, but we require organisations processing information for us to protect personal information and use it only as permitted by their contract and the law.

Where we use search, matching, ranking or artificial intelligence tools, they may help us identify suitable candidates, roles or information. Technology may assist our recruitment processes, but decisions that have a significant effect on an individual are subject to appropriate human oversight and review and are not made solely by automated means.

Where we record, transcribe or summarise a call or meeting using technology, we will let participants know. We use the output to support accurate notes, administration and service delivery and limit access to people who need it.

Who we may share information with

Where necessary, we may share information with:

  • clients, potential employers or hiring organisations;
  • recruitment database, job board, communication, cloud, IT and document-signing providers;
  • screening, payroll, umbrella, employer-of-record, pension, insurance and professional service providers;
  • business support providers who provide services such as finance, accounts, technology, compliance, marketing or operational support; and
  • HM Revenue and Customs, the Home Office, regulators, courts, law enforcement and other public bodies where required or permitted by law.

We require organisations processing information for us to keep your personal information secure and use it only for agreed purposes.

International recruitment and transfers

We may recruit for roles outside the UK, work with overseas clients or use service providers that store or access information abroad.

Where UK law treats this as a restricted transfer, we use an approved safeguard. This may include a UK adequacy regulation, the UK International Data Transfer Agreement or the UK Addendum to Standard Contractual Clauses. Where required, we also assess the protection available in the receiving country and apply additional safeguards.

You may ask us for more information about the safeguard used for your information.

Do you have to provide information?

You do not normally have to provide personal information to us. However, some information may be necessary for us to consider you for a role, enter into a contract, make payments or meet legal requirements such as right-to-work checks.

If you do not provide information that is necessary for these purposes, we may be unable to provide the relevant service or progress an application or placement.

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of our recruitment relationship with you and any legal, tax, employment, contractual, insurance, regulatory or claims requirements.

Candidate records are reviewed periodically so that information is not retained indefinitely where there is no continuing recruitment or legal reason to keep it.

Information may be kept longer where needed for an active complaint, legal claim, safeguarding issue, regulatory enquiry or legal hold. When information is no longer needed, it is securely deleted or anonymised.

Keeping information secure

We use appropriate security measures for the nature of the information and the risks involved. These may include access controls, multi-factor authentication, encryption, secure cloud storage, device protection, backups, supplier checks and staff training.

Access is limited to people who need the information for their work.

Your rights

Depending on the circumstances, you may have the right to:

  • ask for a copy of your personal information;
  • ask us to correct, delete or restrict the use of your information;
  • object to us using your information on the basis of legitimate interests;
  • object to direct marketing at any time;
  • withdraw consent where we rely on it;
  • receive certain information in a portable format.

These rights do not apply in every situation and some are subject to legal exemptions. You can exercise your rights by contacting us using the details above.

Questions and complaints

If you have a question or are unhappy with how your information has been handled, please contact us using the details above.

We will acknowledge a privacy complaint promptly, investigate it appropriately and respond within the appropriate timeframe.

If you are dissatisfied with the outcome, you have the right to complain to the Information Commissioner’s Office (ICO) at any time, but we would welcome the opportunity to address your concern first.

ICO: www.ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

Changes to this notice

We may update this notice when our services, systems, suppliers or legal obligations change. The latest version will be available on our website or from us on request.

If a change materially affects how we use your information, we will take reasonable steps to bring it to your attention.