Company Name:

Rotherwood Recruitment (2020) Ltd (“the Company”) T/A Rotherwood Recruitment / Rotherwood Education / Rotherwood Cares

Model Policy Name:GDPR DECLARATION / PRIVACY NOTICE 

Date: June 2026

 1. Introduction

Rotherwood Recruitment (2020) Ltd, trading as Rotherwood Recruitment, Rotherwood Education and Rotherwood Cares, is committed to protecting personal data and respecting privacy. This Privacy Notice explains what personal data we collect, how and why we use it, who we may share it with, how long we keep it for, and the rights individuals have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Rotherwood Recruitment (2020) Ltd is the data controller responsible for the personal data we process.

Rotherwood Recruitment (2020) Ltd
21 Cavendish Street
Keighley
BD21 3RB
01535 604508
jo@rotherwood-recruitment.com

3. Personal Data We Collect

Candidates:

• Name, address, telephone number, email address and other contact details
• CV and application information, including employment history, qualifications, skills, experience and salary expectations
• Right-to-work documentation References and background check information (where applicable)
• Information required to manage temporary assignments, placements, payroll, timesheets and compliance records, where applicable
• Special category data, such as health, disability or diversity information, where this is voluntarily provided or required for equal opportunities monitoring, reasonable adjustments, safeguarding or legal compliance

Clients and Business Contacts:

• Name, job title, company details Contact information
• Recruitment requirements, vacancy details, assignment information and business correspondence

Website Users:

• IP address, browser information, website usage data and cookie preference 

4. How We Use Personal Data

For Candidates:

• Assessing suitability for vacancies and matching candidates with appropriate job opportunities
• Submitting candidate details to prospective employers, normally with the candidate’s knowledge and consent
• Communicating about roles and career opportunities
• Managing placements and ongoing assignments
• Carrying out right-to-work, reference, safeguarding, background and compliance checks where required

For Clients:

• Providing recruitment, temporary staffing and placement services
• Communicating about candidates and vacancies
• Managing business relationships

General:

• Managing administration, record keeping, reporting, service improvement and website functionality
• Complying with legal, regulatory, safeguarding, contractual and audit requirements

5. Legal Basis for Processing

We only process personal data where we have a lawful basis to do so. Depending on the purpose, we may rely on:

• Consent – for specific activities such as sending a CV to a client, processing optional diversity information or sending marketing communications where consent is required
• Contractual necessity – where processing is necessary to provide recruitment services, manage assignments or take steps before entering into a contract
• Legal obligation – for compliance with employment, tax, right-to-work, safeguarding, health and safety, and other statutory requirements
• Legitimate interests – to operate, manage and improve our recruitment services, maintain business relationships, keep appropriate records and communicate about relevant opportunities, provided those interests are not overridden by individual rights and freedoms

Where we process special category data, such as health, disability or diversity information, we will do so only where permitted by law and where an additional condition under data protection legislation applies. This may include employment, social security and social protection obligations, equal opportunities monitoring, safeguarding, or where explicit consent has been given.

6. Data Sharing

We may share personal data where necessary and appropriate with:

• Prospective employers (clients)
• Service providers who support our recruitment operations, including payroll, umbrella, pension, IT, CRM, referencing, DBS, background screening and compliance providers
• HMRC, pension providers, insurers, auditors, professional advisers and other bodies where required for legal, financial or regulatory purposes
• Regulatory or legal authorities when required

We do not sell personal data to third parties. Where we use external service providers, we take reasonable steps to ensure appropriate confidentiality, security and data protection arrangements are in place.

7. Data Retention

• Candidate records are normally retained for up to 1 year after last meaningful contact, unless a longer period is required for legal, contractual, safeguarding, audit or compliance purposes
• Client and business contact data is retained for as long as there is an active business relationship and for a reasonable period afterwards for record keeping, legal and legitimate business purposes
• Certain records may be retained for longer where required by law, regulatory guidance, contractual obligations, safeguarding requirements or to establish, exercise or defend legal claims

8. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate or incomplete data
• Request erasure (“right to be forgotten”)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time

Requests can be made by emailing jo@rotherwood-recruitment.com. We may need to verify identity before responding to a request.

9. International Transfers

Where personal data is transferred to, stored in or accessed from outside the UK, we will ensure appropriate safeguards are in place in accordance with UK data protection legislation. This may include using adequacy regulations, standard contractual clauses or other lawful transfer mechanisms.

10. Data Security

We use appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration or disclosure. Access to personal data is limited to those who need it for legitimate business or compliance purposes.

11.Cookies and Website Data

Our website may use cookies and similar technologies to support website functionality, improve user experience and understand how visitors use the site. Users can manage cookie settings through their browser and, where applicable, through any cookie preference tool available on our website.

12. Automated Decision-Making

We do not make recruitment decisions based solely on automated processing. Any automated systems used to support recruitment administration are subject to appropriate human review where decisions may affect an individual.

13. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, legal requirements or data protection practices. The latest version will be available on our website or on request.

14. Contact and Complaints

If you have any questions, concerns or requests about this Privacy Notice or how we handle personal data, please contact us at jo@rotherwood-recruitment.com.

Individuals also have the right to raise a concern or lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters. The ICO can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, by telephone on 0303 123 1113, or via its website at www.ico.org.uk.