Privacy notice for employers and their staff

Who this notice is for

People who contact us on behalf of an employer, register an organisation, use the employer portal, post vacancies, or receive introductions of candidates.

What we collect about you

Your name, job title, work email and phone number; your organisation's details (trading and registered name, website, sector, depot address and region); your enquiries and messages; vacancies you draft or submit; interview, offer, start and retention confirmations you record; invoices, payments and refunds; the versions of the Employer terms of business and Acceptable use policy you accepted; and sign-in and audit records of what you did in the portal.

Why and on what basis

• to verify your organisation before any advert goes live or candidate data is shared (legitimate interests; our duties under the Conduct of Employment Agencies and Employment Businesses Regulations 2003);
• to provide the recruitment service and send the notifications it needs (contract with your organisation; legitimate interests in communicating with its staff);
• to invoice and keep accounts (contract; legal obligation);
• to send you business marketing about our services — you can opt out at any time (Marketing and communications preferences).

Automated reminders

The platform reminds you when a vacancy is closing, when an interview outcome, start or 13-week retention needs confirming, and when an invoice is overdue; if there is no reply a member of our staff follows up. It does not make decisions about your organisation.

Candidate information you receive

Candidate details are shared with your organisation only with the candidate's consent and only for recruitment to the vacancy they applied to. Once received, your organisation is responsible for them as an independent controller under the Employer data sharing agreement: use them only for that recruitment, keep them secure, do not copy them into other systems or marketing lists, and delete them when no longer needed.

How long

Employer enquiries: 24 months after closure. Employer accounts and placement records: as long as the relationship continues and then in line with learner and financial records. See Data retention schedule. Contact our Data Protection Lead ([to be confirmed: Data Protection Lead (name or role holder)]) at [to be confirmed: privacy and data protection email address] or write to [to be confirmed: postal address for letters and rights requests].

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