Candidates, Potential Clients and Employers 

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Here’s our Privacy Policy,amended to reflect changes in 2026 and to let you know what we plan to do with any personal information you give us.

 

Candidates

Reeta Vickers Recruitment Ltd will only collect and process the following information that is mainly available on a CV . 

Being a recruitment agency, we require you to send in your CV/application, so we can review it and assess which vacancies you are best suited to. We do need to pass this on to prospective employers as part of the recruitment process; however, we promise never to do so without consulting you first and getting your consent. All CVs and other personal data about you are held electronically in encrypted form, and only sent by email in encrypted form. We retain submitted CVs on an on-going basis, as often a highly suitable vacancy becomes available; if you’re not happy with that, you do have the right to ask us to delete your information at any time. Just send in an email to info@reetavickersrecruitment.com

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Personal Identifiers, name, address, phone number, email address, previous roles held are pieces of information that will be required to be retained as part of the recruitment process. 

Upon a successful offer and placement of an individual, we will also ask for proof of ID including a valid Passport or Residency Documents and a Valid Driving License. These will be stored on the database and kept private. These will not be passed on to any other agency, third party or company, except the one you have been placed with.

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How we get the personal information and why we have it

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Most of the personal information we process is provided to us directly by you as it is on a variety of job boards or portals and therefore we are only sourcing information that is already visible.

We use the information that you have given us in order to find and place you in employment . Your personal information will never be given out or used without your consent.

We may share this information with certain organisations and clients that your skillset matches to, however we would only do this with your consent.

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:

We have a legitimate interest, meaning that your data will only ever be used for recruitment purposes. Your data will never be passed to a third party and in the event of you finding employment elsewhere you can contact us and ask to be removed from our database.

You may receive the odd email or call from us if we think your skillset may be suitable for another role. Again, we will never spam you and only roles matching your requirements, within your salary range and location will be discussed.

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How we store your personal information

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Your information is securely stored.

We keep your information for at least 6 years if placements have been made. We will then dispose your information if you are no longer interested in our services. If in the event you are no longer interested in our services but have been placed by us, you do have the ‘right to be forgotten’- for tax purposes you would not actively be removed from the database but you would not be contactable and your details would not be active .

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Successful placements:
• Right to work documents and check records are retained for the duration of employment plus 6 years following the end of employment for compliance purposes 
• Full placement records are retained for 6 years from the date of placement for contractual, legal, audit and tax compliance purposes.
• DBS certificate information is not retained beyond the hiring decision unless required by law.

Unsuccessful candidates:
We may retain candidate records for future recruitment opportunities under our legitimate interests in maintaining an active recruitment database and matching candidates with suitable vacancies. Individuals may object or request deletion at any time, subject to legal obligations.

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How We Collect Candidate Data

We collect information directly from candidates, from professional networking sites and recruitment platforms where information has been made available to recruiters, and through referrals. Where information is obtained from third parties, privacy information will be provided within the timeframes required by law.

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References

References are only sought at offer stage, where requested by a prospective employer, or where otherwise required for a specific role. References are obtained with the candidate's knowledge and consent.

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Special Category and Criminal Records Data

Special category and criminal records data is processed only where legally permitted and necessary for the role concerned, using appropriate UK GDPR and Data Protection Act 2018 conditions.

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International Transfers

Where personal data is transferred outside the UK, appropriate safeguards are used, including adequacy regulations, the IDTA, the UK Addendum to Standard Contractual Clauses, or other lawful mechanisms.

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AI-Assisted Tools

We may use technology-assisted and AI-assisted tools to support administrative and operational activities. These tools assist human decision-making only.

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Potential Clients 

If you’re not yet a client and you contact us for information about our services, we need to process your details when we reply. We will be storing the details you enter in a digital form, and using those to send you the information you have requested. We would also like from time to time to send you emails containing information we believe will be of interest to you. We will only do this if there is interesting news; this could be several times in one month, but not at all in another. We only need your name and contact details; we believe it is in our legitimate interests to do this, and does not affect your privacy. You have the right to unsubscribe at any time – just let us know, and we won’t contact you again. We will not share your details with any third party.

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Employers 

Most of the information we receive from you is not of a personal nature; however, we need some personal information from you (such as key contact names, phone numbers and email addresses) to help us to give you the best possible recruitment service. We are aware that some of this will be confidential in nature, and will treat it accordingly, keeping it as safe as possible from prying eyes. This forms part of our contract with you, and our commitment to you as a valued client. We will not ask for information from you that is not relevant to our provision of services to you. We normally retain your information permanently, unless you tell us to discard it. As with potential clients, we would also like from time to time to send you emails containing information we believe will be of interest to you. We will never spam you with emails. We regard this as part of our contract with you, to keep you well informed, but you can opt out of this if you wish – just tell us. Similarly, we may contact you by telephone or email to let you know about a particularly good candidate who may be relevant to your operation – sometimes, the best placements arise from just such a contact, but again, if you don’t want us to do this then let us know and we will adhere to this. 

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Full Policy is highlighted here: 

Reeta Vickers Recruitment Ltd is an independent specialist recruitment consultancy focusing on Digital, Creative, Marketing and Commercial roles. We operate as a sole-director limited company and act as the data controller for all personal data we process.

We are registered with the Information Commissioner's Office (ICO). If you have any questions about how we handle your data, please contact us at:

Email: info@reetavickersrecruitment.com

Website: www.reetavickersrecruitment.com

 

2. Who This Notice Applies To

This notice applies to three groups of people:

• Candidates- individuals who submit CVs, register with us, or are introduced to us as potential candidates for roles

• Coaching Clients- individuals who engage us for strategic career coaching services

• Clients / Employers-businesses and hiring managers who use our recruitment or talent advisory services

 

3. Candidates

3.1  What data we collect during the recruitment process

We typically collect the information contained in your CV or professional profile, including:

• Name, address, phone number and email address

• Employment history, qualifications and skills

• Salary expectations and location preferences

• LinkedIn profile or portfolio links you have made publicly available

 

3.2  Additional data collected at the point of placement

When you have accepted a role and a placement is confirmed, we are legally required to carry out eligibility and right to work verification. At this stage we will collect additional personal data, which may include:

 

Right to Work documents (one of the following):

• Valid passport (UK or foreign national)

• Biometric Residence Permit (BRP)

• UK Visas and Immigration (UKVI) online share code, used to check your right to work digitally via the Home Office online checking service

• EU Settlement Scheme documentation (pre-settled or settled status share code)

• Other documents listed in the Home Office right to work checking guide

 

Identity verification:

• A valid photographic ID document (e.g. passport or driving licence) where not already provided as a right to work document

 

Additional eligibility checks (role-dependent):

• DBS (Disclosure and Barring Service) check, only where the role legally requires it (e.g. regulated activity with children or vulnerable adults)

• Professional qualification certificates where required by the employer or role specification

• References,  name and contact details of referees you provide

 

We carry out right to work checks in accordance with the Immigration, Asylum and Nationality Act 2006 and current Home Office guidance. Carrying out these checks gives us a statutory excuse against a civil penalty if it later transpires that a worker does not have the right to work in the UK.

 

3.3  Lawful basis for processing placement data

The additional data collected at placement stage is processed on the following bases:

Legal obligation: Right to work checks are a legal requirement under the Immigration, Asylum and Nationality Act 2006 and Home Office guidance. We are required to verify and retain evidence of this check.

Contract: Processing is necessary to fulfil the placement contract between us, the candidate and the employer.

Legitimate interests: To maintain records of completed placements for audit, compliance and dispute-resolution purposes.

 

3.4  Special category data

Some right to work and identity documents may reveal information that constitutes special category data under UK GDPR ; for example, nationality, immigration status or (where a DBS check is required) criminal record information.

We handle this data with the highest level of care:

• It is collected only where strictly necessary and required by law or the employer

• It is stored in encrypted form and never shared beyond the specific employer with whom you are being placed

• DBS certificate information is not retained beyond the point at which a hiring decision has been made, in line with DBS Code of Practice requirements

• We will never use this data for any purpose other than verifying your eligibility to work in the role

 

3.5  Retention of placement records

• Right to work documents and check records: retained for the duration of employment plus 6 years for compliance purposes 

• Full placement records: retained for 6 years from the date of placement for contractual and tax compliance purposes

• DBS check information: not retained beyond the hiring decision unless legally required by a regulated sector

 

3.6  Sharing placement data

Right to work and identity documents are shared only with:

• The specific employer with whom you are being placed to fulfil the placement and comply with their own legal obligations

• The Home Office online checking service where we use the UKVI share code system to verify your status digitally

We will never share your right to work or identity documents with any other agency, third party or organisation without your explicit consent.

 

3.7  How we collect data during the search phase

We receive your data in one of the following ways:

• Directly from you when you submit a CV, register via our website or contact us

• From job boards or professional networks where your profile is publicly available (e.g. LinkedIn, Reed, CV-Library)

• Via referral from another candidate, client or professional contact

 

3.8  How we use your data during the search phase

• To assess your suitability for current and future vacancies

• To submit your CV to prospective employers we will always contact you first and obtain your consent before doing so

• To contact you about relevant roles by phone or email

• To maintain our records for audit and compliance purposes

We will never share your data with third parties for marketing, sell it, or pass it to another agency without your explicit consent.

 

3.9  Automated decision-making

We do not currently use fully automated systems to make decisions about candidates that produce legal or similarly significant effects. If we introduce any AI-assisted screening tools in future, we will update this notice and ensure a human reviews any outcome before it affects you. Under the Data (Use and Access) Act 2025, you retain the right to request human review of any decision that significantly affects you.

 

4. Coaching Clients

When you engage us for career coaching services, we collect:

• Name, contact details and payment information

• Career history, goals, challenges and feedback shared during sessions

• CV drafts, personal statements or other documents you share with us

This data is processed on the basis of contract (to deliver the coaching service you have booked) and legitimate interests (to personalise your sessions and follow up where relevant).

Coaching session notes and documents are held securely for the duration of our engagement and for up to 2 years thereafter, unless you ask us to delete them sooner. We do not share your coaching information with any third party.

 

5. Clients and Employers

When you engage us as a client, we collect contact information about key individuals within your business (such as names, job titles, email addresses and phone numbers) in order to deliver our recruitment and talent advisory services.

We rely on legitimate interests and contract as our lawful bases for processing this data. We will not share your contact details with third parties. We may contact you from time to time with relevant market information or candidate profiles  you can opt out of this at any time. Please email Reeta@reetavickersrecruitment.com

Client contact records are retained for the duration of our business relationship and for up to 6 years thereafter for contractual and audit purposes.

 

6. Your Rights

Under UK GDPR and the Data (Use and Access) Act 2025, you have the following rights. You can exercise any of these by contacting us at info@reetavickersrecruitment.com.

 

Right to be informed: To know how your data is used,  which this notice fulfils.

Right of access: To request a copy of the personal data we hold about you (a Subject Access Request). We will respond within one month. Under the 2025 Act, we may ask you for clarification if your request is broad, and the response deadline will pause until we receive your response.

Right to rectification: To ask us to correct inaccurate data.

Right to erasure: To ask us to delete your data where there is no compelling reason to retain it. Please note that right to work records must be retained for the period required by law, and this right cannot override that obligation.

Right to restrict processing: To ask us to limit how we use your data while a dispute is resolved.

Right to data portability: To receive your data in a structured, commonly used format (e.g. a CSV export) so you can transfer it elsewhere.

Right to object: To object to processing based on legitimate interests. We will stop processing unless we can demonstrate compelling grounds that override your rights.

Right to human review: To request human review of any decision that significantly affects you and was made with the assistance of automated tools.

Right to complain: To complain directly to us in the first instance if you believe your data has been misused (see Section 7). You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

 

7. Complaints Procedure

Under the Data (Use and Access) Act 2025, we are required to have a formal process for handling data protection complaints.

If you believe your personal data has been misused or that we have not met our obligations under UK data protection law:

• Contact us in writing at info@reetavickersrecruitment.com, clearly marked 'Data Protection Complaint'

• We will acknowledge your complaint within 5 working days

• We will investigate and respond fully within 30 days

• If you remain dissatisfied, you have the right to refer your complaint to the ICO at ico.org.uk or by calling 0303 123 1113

 

8. Third Parties and Data Processors

We use a small number of trusted third-party services to support our business operations. These act as data processors on our behalf and are contractually required to keep your data secure and to use it only for the purposes we specify. They include:

• Recruitment software / CRM platforms for candidate and client database management

• Email and calendar software (e.g. Microsoft 365 or Google Workspace)

• Booking and payment platforms (e.g. Calendly, Stripe) for coaching services

• Website hosting (Wix.com)

• The Home Office UKVI online right to work checking service

We do not transfer your personal data outside the UK except where adequate safeguards are in place. We monitor the UK's adequacy status with the EU and will update our practices as required.

 

9. Cookies

Our website uses cookies to improve your experience. Please refer to our separate Cookie Policy at www.reetavickersrecruitment.com/cookie-policy for full details.

 

10. Data Security

We take the security of your personal data seriously. Our measures include:

• All candidate and client data is stored in password-protected, encrypted systems

• CVs, identity documents and right to work records are transmitted via secure means only

• Access to personal data is limited to Reeta Vickers as the sole director and data controller

• We do not use unprotected spreadsheets or personal email accounts to store client or candidate data

In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform you without undue delay.

 

11. Changes to This Notice

We review and update this privacy notice regularly to reflect changes in our practices or in data protection law. The current version will always be available at www.reetavickersrecruitment.com/privacy-notice. Material changes will be communicated to active candidates and clients directly.

 

12. Contact Us

If you have any questions about this notice or how we handle your data, please contact:

Name: Reeta Vickers - Director, Reeta Vickers Recruitment Ltd

Email: info@reetavickersrecruitment.com or reeta@reetavickersrecruitment.com

Website: www.reetavickersrecruitment.com

ICO (to complain): ico.org.uk  |  0303 123 1113

 

This notice was updated in June 2026 to reflect the Data (Use and Access) Act 2025 (DUAA), which came into force on 5 February 2026, and the UK GDPR as currently in effect.

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