Privacy Policy

Last updated: [Insert Date]

1. Introduction

Open Door Employment ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you interact with us, use our services, visit our website, or otherwise engage with Open Door Employment in England.

We act in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable data protection laws in England.

By using our services or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy.

2. Who we are

Open Door Employment is a company operating in the employment sector in England, providing recruitment, job placement, and related employment services to candidates and employers.

If you have any questions about this Privacy Policy or about how we handle your personal data, you can contact us at:

Email: [Insert contact email] Address: [Insert postal address in England] Telephone: [Insert telephone number]

3. What personal data we collect

We may collect and process the following categories of personal data, depending on how you engage with us:

3.1 Candidate data (job seekers)

• Identification information: name, date of birth, gender (where relevant), nationality, right‑to‑work information.
• Contact details: address, email address, telephone number, preferred contact method.
• Professional information: CV/resumé, cover letters, employment history, education, qualifications, professional memberships, skills, references.
• Job preference information: desired roles, salary expectations, availability, working hours and location preferences.
• Assessment information: results of interviews, tests, assessments, feedback from prospective employers.
• Compliance information: right‑to‑work documents, copy of passport or ID, visas, work permits, National Insurance number, criminal record information where required and permitted by law.
• Special category data: information relating to health, disability, or ethnicity, only where relevant to the role, for equal opportunities monitoring, or to provide necessary workplace adjustments, and only where collected in accordance with applicable law.

3.2 Client data (employers and organisations)

• Contact person details: name, role, business contact details.
• Organisation details: company name, address, sector, staffing requirements.
• Contract and billing details: purchase orders, invoices, bank details where necessary for payment processing.

3.3 Website and communication data

• Technical data: IP address, browser type and version, device information, time zone setting, operating system.
• Usage data: pages visited, links clicked, time spent on our website, referral source.
• Communication data: records of emails, phone calls, online forms, and other communications with us.

4. How we collect your personal data

We may collect personal data in the following ways:

• Directly from you: when you submit your CV, complete forms, register with us, apply for a job, contact us by email, telephone, or via our website.
• From third parties: recruitment platforms, job boards, social media (e.g. LinkedIn), referees, previous employers, background check providers, and other publicly available sources, in accordance with applicable law.
• From clients: where an employer shares information about you in the course of a recruitment process.
• Automatically: through cookies and similar technologies when you visit our website (see “Cookies and similar technologies” below).

5. Legal bases for processing

We process your personal data only when we have a lawful basis to do so under the UK GDPR. These bases include:

• Performance of a contract: where processing is necessary to enter into or carry out a contract with you (for example, to help you secure employment or to provide services to a client).
• Legitimate interests: where processing is necessary for our legitimate business interests (such as operating and improving our recruitment services), provided your interests and fundamental rights do not override those interests.
• Legal obligation: where processing is necessary to comply with legal and regulatory requirements (for example, right‑to‑work checks and record‑keeping obligations).
• Consent: where you have given clear consent for specific processing (for example, to share your details with a particular employer or to send certain marketing communications). Where processing is based on consent, you may withdraw your consent at any time.

6. How we use your personal data

We may use your personal data for the following purposes:

6.1 For candidates

• To register you as a candidate and manage your profile.
• To assess your skills, qualifications, and suitability for roles.
• To match you to potential job opportunities and present your profile to prospective employers.
• To arrange and manage interviews and recruitment processes.
• To provide career advice, CV support, and related employment services.
• To conduct necessary background, reference, and right‑to‑work checks.
• To communicate with you about roles, applications, and our services.
• To comply with legal or regulatory obligations.

6.2 For clients (employers)

• To provide recruitment, staffing, and related services.
• To understand your staffing needs and recommend suitable candidates.
• To manage and perform contracts with you.
• To carry out billing, invoicing, and payment activities.
• To communicate regarding assignments, contracts, and our services.

6.3 General business and website use

• To operate, improve, and secure our website and services.
• To monitor usage patterns and improve user experience.
• To manage our relationship with you, including responding to enquiries.
• To send relevant service updates and, where permitted, marketing communications.
• To protect our rights, property, and safety, and that of our users and third parties.

7. Sharing your personal data

We may share your personal data with the following categories of recipients, only to the extent necessary and in accordance with applicable law:

• Prospective employers and clients: to present you as a candidate for roles and manage recruitment processes.
• Service providers: third‑party vendors who provide services such as IT support, hosting, cloud storage, communication tools, background check providers, and professional advisers (lawyers, accountants, auditors).
• Referees and former employers: for the purpose of obtaining references or verifying information provided by you.
• Regulatory and law enforcement authorities: where required by law or to protect our rights or the rights of others.
• Business transferees: in the context of a merger, acquisition, or sale of all or part of our business, in which case your data may be transferred to the new owner, subject to appropriate safeguards.

We do not sell your personal data.

8. International transfers

Where we transfer personal data outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place, such as:

• An adequacy regulation by the UK government recognising the destination country as providing an adequate level of data protection; or
• Standard contractual clauses or equivalent contractual safeguards approved under the UK GDPR.

You may contact us for further details about the specific safeguards applied to international transfers relating to your personal data.

9. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, and to comply with legal, regulatory, or reporting requirements.

In general:

• Candidate data may be retained for as long as you remain actively engaged with our services and for a reasonable period thereafter, in case suitable opportunities arise and to comply with legal obligations.
• Client and contract data may be retained for the duration of our relationship and for a period thereafter in line with legal and accounting requirements.

When personal data is no longer required, we will take reasonable steps to securely delete or anonymise it.

10. Your rights

Under the UK GDPR and applicable data protection laws, you may have the following rights in relation to your personal data:

• Right of access: to obtain confirmation as to whether we process your personal data and to receive a copy of that data.
• Right to rectification: to have inaccurate or incomplete personal data corrected.
• Right to erasure: to request the deletion of your personal data in certain circumstances (also known as the "right to be forgotten").
• Right to restriction: to request the restriction of processing in certain circumstances.
• Right to data portability: to receive personal data you have provided to us in a structured, commonly used and machine‑readable format, and to transmit it to another controller where technically feasible.
• Right to object: to object to processing based on our legitimate interests or for direct marketing purposes.
• Rights in relation to automated decision‑making and profiling: to request human intervention and to contest decisions made solely by automated means that significantly affect you (if applicable).

To exercise any of these rights, please contact us using the details provided in the "Who we are" section. We may need to verify your identity before responding to your request.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK if you believe that your data protection rights have been infringed. Further information is available on the ICO website: https://www.ico.org.uk

11. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, encryption, secure storage, and staff training.

However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

12. Cookies and similar technologies

Our website may use cookies and similar technologies to collect information about your browsing activities, to improve functionality, and to analyse website traffic.

You can manage your cookie preferences through your browser settings and, where applicable, through any cookie management tools provided on our website. Disabling some cookies may affect the functionality or performance of the website.

13. Marketing communications

We may use your contact details to send you information about our services, job opportunities, or events that we believe may be of interest to you, in accordance with applicable law.

You can opt out of marketing communications at any time by following the unsubscribe instructions in the communication or by contacting us directly. Even if you opt out, we may still send you non‑marketing communications relating to your use of our services.

14. Third‑party websites

Our website or communications may contain links to third‑party websites. We are not responsible for the privacy practices, content, or security of such external sites. We encourage you to review the privacy policies of any third‑party websites you visit.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other reasons. The updated version will be posted on our website with a revised "Last updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.