We collect and process personal data in line with legal requirements, including the EU General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, and other relevant privacy laws and regulations. This means that we will only process your data when we have a legal basis to do so, which includes:

• Legitimate Interests: We may process your data for our legitimate interests as a recruitment agency, including matching candidates to job vacancies, maintaining relationships with clients, and providing business insights.
• Consent: In some cases, we will rely on your explicit consent to process sensitive personal data (e.g., medical information or criminal convictions).
• Performance of a Contract: We may need to process your personal data in order to fulfill the terms of a contract with you or in order to take steps prior to entering into a contract.
• Legal Obligations: We may process your data to comply with regulatory and legal obligations, including tax and employment laws.

We collect different types of personal information depending on your relationship with us. The personal data we collect may include, but is not limited to, the following:

Candidates:

• Personal Details: Name, contact details (email address, phone number, physical address), date of birth, gender.
• Identification Information: Nationality, passport details, right to work status, immigration status, or any other form of identification.
• Professional Information: CVs, employment history, education, qualifications, skills, salary information, references, and certifications.
• Sensitive Data: Criminal convictions (if applicable and relevant), health information, and other sensitive data, which will be collected with your explicit consent when necessary for a specific role.
• Contact Logs: Communications with our team, including phone call records, emails, and other forms of correspondence.

Clients:

• Business Details: Company name, business address, contact names, email addresses, telephone numbers.
• Contractual Information: Recruitment requirements, candidate preferences, historical recruitment activities.

Website Users:

• Online Data: IP addresses, browsing data, and cookies for session management, as well as data from online forms (e.g., when applying for jobs or submitting inquiries).

We collect personal data in the following ways:

• Directly from You: When you provide it to us via our website, email, telephone, or in person (e.g., job applications, registrations, or service requests).
• Third Parties: We may obtain personal data about you from third-party sources such as job boards, social media platforms (e.g., LinkedIn), recruitment databases, referees, clients, and other relevant sources.
• Automatic Collection: We may automatically collect certain information when you interact with our website, such as through cookies or analytics tools.

We use your personal data for the following purposes:

Candidates:

• Work-Seeking Services: Storing your data on our recruitment platform to match your qualifications with job vacancies, submitting your details to prospective employers, conducting preliminary interviews, and providing you with job alerts.
• Communication: Contacting you with job opportunities, updates on your application status, and relevant industry information (e.g., newsletters or salary surveys).
• Verification: Verifying your qualifications, work eligibility, and references with your consent.
• Legal Compliance: Ensuring compliance with applicable laws, such as immigration laws or tax regulations.

Clients:

• Recruitment Services: Storing your contact details to manage the recruitment process and provide recruitment-related services, including candidate sourcing, salary benchmarking, and market insights.
• Customer Support: Managing client relationships and ensuring a high-quality service, including addressing queries and providing customer service.

Website Users:

• Website Management: Improving the user experience on our website, tracking website traffic, and collecting data to improve our services.
• Marketing: Sending you information about our services, including job alerts and market trends, if you have opted into our marketing communications.

We do not share your personal information with third parties except under the following circumstances:

• With Clients: We may share candidate data with prospective employers in the course of providing recruitment services, but only with your consent.
• Service Providers: We may share your data with trusted service providers who help us operate our business (e.g., cloud hosting providers, recruitment software platforms, legal advisors). These third parties are bound by confidentiality and data protection agreements.
• Legal Obligations: We may share your data with law enforcement agencies, regulators, or courts if required to do so by law or to defend against legal claims.
• International Transfers: If we transfer your data to a jurisdiction outside the European Economic Area (EEA), we will take steps to ensure that your information is treated securely and in accordance with this Privacy Policy. This includes ensuring that any recipient of your data is covered by adequate data protection safeguards (e.g., standard contractual clauses or Privacy Shield).

We are committed to ensuring the security of your data. We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction. These measures include but are not limited to encryption, firewalls, secure data storage, and restricted access to personal information.

Despite our best efforts, no transmission of information over the internet is entirely secure, so we cannot guarantee the absolute security of your data transmitted through our online platforms.

We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected or to comply with legal, tax, and regulatory obligations. After that, your data will be securely deleted or anonymized.

In particular:

• Candidates: We will retain your data for up to 3 years after our last relevant contact unless you request its deletion sooner. If you ask us to delete your data or to no longer contact you, we will respect that request.
• Clients: We will retain your data for as long as is necessary to maintain our relationship or to comply with our contractual obligations.
• Website Users: We will retain data related to website visits for as long as is necessary to improve our website's performance or as required by law.

You have certain rights concerning your personal data, including:

• Right to Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: You can ask us to correct any inaccuracies or update your personal data.
• Right to Erasure: You can request the deletion of your personal data in certain circumstances (e.g., if the data is no longer necessary for the purpose for which it was collected).
• Right to Restrict Processing: You can ask us to restrict the processing of your data under certain conditions.
• Right to Object: You can object to us processing your personal data for direct marketing or other legitimate interests.
• Right to Data Portability: In certain circumstances, you can request that we transfer your personal data to another service provider.

To exercise any of these rights, please contact us at [x@shippingfactor.com]. We will respond to your request within the timeframe required by law.

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any significant changes by posting an updated version on our website. Continued use of our services after the changes take effect will constitute your acceptance of the new policy.

If you have any questions, concerns, or complaints about this Privacy Policy or our data processing practices, please contact our Data Protection Officer:

• Email: [x@shippingfactor.com]
• Phone: +[Phone Number]
• Postal Address: Shipping Factor Recruitment, [Office Address]