Ad Talent Recruitment Privacy Notice

Last updated: July 2026

1. Who we are

Ad Talent Recruitment Ltd provides fixed-fee recruitment advertising, candidate management, screening and shortlisting services to employers throughout the United Kingdom.

For the purposes of UK data protection law, Ad Talent Recruitment Ltd will usually act as the data controller, meaning we decide how and why personal information is processed.

In some circumstances, we may process personal information on behalf of an employer. Where this applies, we may act as a data processor, and the employer will remain responsible for determining how that information is used.

Our contact details

Ad Talent Recruitment Ltd
Flockton House
Audby Lane
Wetherby
LS22 7FD

Email: hello@ad-talent.co.uk
Telephone: 0113 476 0244
Data protection contact: Tracy Iley, Sales & Marketing Director
ICO registration number: ZC039729

This Privacy Notice applies to candidates, applicants, clients, prospective clients, suppliers, website visitors and other individuals whose personal information we process.

2. Personal information we collect

The information we collect depends on your relationship with Ad Talent Recruitment.

Candidate and applicant information

We may collect:

• your name and contact details
• your address or general location
• your CV and employment history
• education, qualifications, skills and professional memberships
• licences and certifications
• career preferences and salary expectations
• notice period and availability
• right-to-work, visa and sponsorship information
• driving licence and travel information where relevant
• answers submitted through job applications
• interview and screening notes
• candidate assessments and suitability notes
• communications between you and Ad Talent Recruitment
• information regarding applications, interviews, offers and placements
• references and referee contact details
• information obtained from job boards and recruitment platforms
• information available through professional or public sources

Please ensure you have permission before providing another person’s contact details, such as a referee.

Special-category information

Where relevant and lawful, we may process information relating to:

• health conditions or disabilities
• reasonable adjustments
• racial or ethnic origin
• religious or philosophical beliefs
• sexual orientation
• trade-union membership
• diversity and equal-opportunities monitoring

We will only process special-category information where there is a lawful and appropriate reason to do so.

Criminal-conviction information

For some vacancies, particularly those involving children, vulnerable adults, education or regulated work, criminal-conviction or DBS-related information may be relevant.

We will only process this information where legally permitted and necessary for the role.

Client and business-contact information

We may collect:

• names and job titles
• business contact details
• employer and organisation details
• vacancy and recruitment requirements
• communications, meeting notes and account history
• contracts, proposals and invoices
• payment and billing information
• feedback and testimonials
• marketing preferences
• information obtained from public business sources and professional networking platforms

Website and technical information

We may collect:

• IP address
• browser and device information
• pages visited
• website interactions
• cookie and analytics information
• enquiry-form submissions
• marketing preferences
• engagement with emails and communications

Further information about cookies should be available in our separate Cookie Policy.

3. How we obtain personal information

We may obtain personal information:

• directly from you
• through our website, emails, telephone calls or meetings
• when you apply for a vacancy advertised by us
• through job boards and recruitment platforms
• through our applicant-tracking and recruitment systems
• from employers recruiting for vacancies
• from referees or former employers
• from publicly available professional sources
• through networking, referrals and business-development activity
• from recruitment partners where information is shared lawfully

Where we obtain your information from another source, we will provide relevant privacy information within the period required by law, unless an exemption applies.

4. How we use personal information

We may use personal information to:

• provide recruitment advertising and candidate-management services
• assess suitability for vacancies
• match candidates with suitable job opportunities
• communicate with candidates about applications and vacancies
• conduct screening calls and first-stage interviews
• verify experience, qualifications, availability and eligibility
• prepare candidate summaries and relevancy notes
• share suitable candidates with recruiting employers
• coordinate interviews and recruitment activity
• obtain feedback and monitor recruitment outcomes
• manage client accounts and recruitment campaigns
• prepare proposals, contracts and invoices
• respond to enquiries
• provide customer support
• maintain accurate records
• improve our services and candidate experience
• protect our systems and prevent misuse or fraud
• comply with legal, regulatory, accounting and tax obligations
• establish, exercise or defend legal claims
• send relevant business or recruitment communications where permitted
• maintain records of marketing preferences and objections

We will not use personal information for a purpose that is incompatible with the purposes described in this notice unless we have a lawful reason to do so.

5. Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for collecting and using personal information.

The lawful basis we rely on will depend on the circumstances.

Contract

We may process personal information where it is necessary to:

• take steps at your request before entering into an agreement
• provide recruitment services
• manage client accounts
• administer contracts, campaigns and payments

Legitimate interests

We may process information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

These interests may include:

• providing effective recruitment services
• managing applications and vacancies
• identifying and contacting potentially suitable candidates
• communicating with existing and prospective clients
• developing and improving our services
• maintaining accurate business records
• protecting our business and systems
• preventing fraud
• establishing or defending legal claims

Where we rely on legitimate interests, we will consider whether the processing is necessary, proportionate and fair.

The ICO describes legitimate interests as requiring organisations to balance their purpose and need for processing against the rights and interests of the individual.

Legal obligation

We may process personal information where necessary to comply with:

• employment and right-to-work requirements
• tax and accounting requirements
• company-law obligations
• data-protection requirements
• regulatory obligations
• court orders and legal duties

Consent

We may rely on consent where appropriate, including for certain types of marketing or special-category information.

You may withdraw consent at any time. This will not affect the lawfulness of processing carried out before consent was withdrawn.

Special-category information

Where we process special-category information, we will rely on both an Article 6 lawful basis and an additional lawful condition under Article 9 of the UK GDPR.

This may include:

• explicit consent
• employment and social-protection obligations
• establishing, exercising or defending legal claims
• substantial public-interest conditions
• equality monitoring
• safeguarding obligations

The ICO also recognises that recruitment processing may rely on contractual steps, legal obligations and legitimate interests, with additional conditions applying to special-category information.

6. Sharing personal information

We may share personal information with:

• employers recruiting for vacancies
• authorised representatives of our clients
• job boards and recruitment advertising platforms
• applicant-tracking and candidate-management providers
• website and email providers
• HubSpot
• cloud-storage and communication providers
• screening, assessment or background-check providers where applicable
• professional advisers, including accountants, insurers and solicitors
• regulators, courts, government bodies and law-enforcement authorities
• potential purchasers or advisers involved in a business sale, merger or restructuring
• recruitment partners where a lawful arrangement exists

We will only share information that is reasonably necessary for the relevant purpose.

Candidate information will normally be shared with an employer where:

• the candidate has applied for that employer’s vacancy
• the candidate has agreed to be considered for the role
• there is another lawful and transparent basis for the introduction

We do not sell personal information.

Service providers that process information on our behalf must comply with appropriate contractual, confidentiality and security requirements.

7. Automated decision-making and artificial intelligence

Ad Talent Recruitment does not currently use artificial intelligence or solely automated decision-making to make recruitment decisions.

Applications may be organised, searched and managed through recruitment software, but candidate suitability decisions involve human review.

We do not make decisions that produce legal or similarly significant effects based solely on automated processing.

8. International transfers

Most of our recruitment processing is carried out within the United Kingdom.

We use HubSpot for customer relationship management, marketing and business communications. HubSpot may process or store personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will ensure that an appropriate legal safeguard is in place.

This may include:

• a country covered by UK adequacy regulations
• the UK International Data Transfer Agreement
• the UK Addendum to approved standard contractual clauses
• another lawful transfer mechanism

The ICO explains that organisations must consider additional protections where personal information is transferred to a separate organisation outside the UK.

You may contact us for more information about the safeguards used for international transfers.

9. How long we retain personal information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

Candidate information

Candidate applications, CVs, screening notes, correspondence and recruitment records will normally be retained for up to two years from the date of the last meaningful contact or recruitment activity.

This allows us to:

• manage ongoing recruitment activity
• consider candidates for relevant future opportunities
• respond to queries or complaints
• maintain recruitment records
• establish or defend legal claims

After two years, candidate information will normally be securely deleted or anonymised unless:

• the candidate asks us to retain it for longer
• there is an active application or recruitment process
• we are legally required to retain it
• it is required for a legal claim, complaint or investigation

Other records

Retention periods may be extended where necessary for legal, regulatory, safeguarding, fraud-prevention or dispute-resolution purposes.

10. Marketing communications

We may send relevant information about our recruitment services where:

• you have requested the information
• you have consented
• the communication is permitted under electronic-marketing law
• we have a legitimate interest in contacting a relevant business contact

You may opt out at any time by:

• using the unsubscribe link in an email
• contacting hello@ad-talent.co.uk
• asking us not to contact you for marketing purposes

Opting out of marketing will not prevent us from sending essential service, account or application-related communications.

We may retain limited details on a suppression list so that your preference continues to be respected.

11. Data security

We use appropriate technical and organisational measures designed to protect personal information against:

• unauthorised access
• accidental loss
• misuse
• alteration
• disclosure
• destruction

These measures may include:

• password protection
• multi-factor authentication
• access controls
• secure cloud-based systems
• confidentiality requirements
• data-processing agreements
• security updates
• backup and recovery procedures
• staff awareness and training
• secure deletion and disposal procedures

Access to personal information is limited to people who need it for legitimate business purposes.

12. Personal-data breaches

We maintain procedures for identifying, recording, investigating and responding to suspected personal-data breaches.

Where a personal-data breach is likely to create a risk to an individual’s rights and freedoms, we will report it to the Information Commissioner’s Office where legally required.

Where the risk is considered high, we may also need to inform affected individuals.

Suspected personal-data breaches should be reported immediately to:

Email: hello@ad-talent.co.uk
Telephone: 0113 476 0244

13. Your data-protection rights

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

• be informed about how your information is used
• request access to your personal information
• request correction of inaccurate information
• request deletion of your information
• request restriction of processing
• object to processing based on legitimate interests
• object to direct marketing
• request transfer of information in a portable format
• withdraw consent
• complain about how your information has been handled

These rights are not absolute. There may be circumstances where we are legally permitted or required to retain or continue using information.

To exercise your rights, contact:

Email: hello@ad-talent.co.uk
Telephone: 0113 476 0244
For the attention of: Tracy Iley

We may ask for proof of identity before responding to a request.

We will normally respond within the legally required timeframe.

There is normally no fee for exercising your rights. However, a fee may be permitted where a request is manifestly unfounded, repetitive or excessive.

14. Complaints

Please contact us first if you have concerns about how your personal information has been handled.

We will investigate your concerns and respond as promptly as reasonably possible.

You also have the right to complain to the Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

15. Links to other websites

Our website may contain links to third-party websites, job boards and external services.

We are not responsible for the privacy practices of those organisations.

You should review their privacy information before providing personal details.

16. Children’s information

Our services are not generally directed at children.

However, some education, apprenticeship, graduate or early-career recruitment may involve individuals under the age of 18.

Where this applies, we will take account of the individual’s age, the nature of the information and any additional protections required by law.

17. Changes to this Privacy Notice

We may update this Privacy Notice to reflect changes in:

• our services
• our systems
• the law
• regulatory guidance
• how we process personal information

The latest version will be published on our website with the date it was last updated.

Where a change materially affects how personal information is used, we will take reasonable steps to bring it to the attention of affected individuals