GDPR Privacy Policy

Version: 1.0

Policy Version: May 2025

Next Review Date: May 2026

 

1.   Introduction

Loom Talent Limited is committed to protecting your privacy and ensuring the secure and lawful handling of your personal data. This privacy notice explains how we collect, use, store, and share your information in accordance with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and other relevant data protection laws.

We process personal data in connection with our activities as an international recruitment agency.

2.   Who We Are Loom Talent Limited

Suite 4, Cabourn House, Station Street, Bingham, Nottinghamshire, NG13 8AQ Matthew Simpson: m.simpson@loomtalent.co.uk (07534 390 517)

We act as a data controller for the personal information we collect and process about you.

3.   What Data We Collect

We may collect and process the following types of personal data:

For candidates:

  • Name, address, contact details
  • Date of birth and gender (where provided)
  • CV, employment history, education, skills, qualifications
  • Right-to-work documentation and identification
  • References and background checks (where applicable)
  • Salary expectations and notice period

For clients and suppliers:

  • Business contact details (name, position, phone, email)
  • Contract and payment details

For employees and contractors:

  • HR and payroll records
  • Training and performance records

4.   How We Collect Your Data

We collect personal data from:

  • Direct interactions (applications, emails, calls, in person)
  • Recruitment platforms, job boards, and professional networking sites (e.g. LinkedIn)
  • Referrals from third parties (with your consent)
  • Publicly available sources
  • Contracts and agreements with clients, suppliers, and employees

5.   Purpose and Lawful Basis of Processing

We process personal data for the following purposes:

Purpose – Recruitment and placement of candidates 

Lawful Basis – Consent / Contract / Legitimate Interests

Purpose – Client and supplier relationship management 

Lawful Basis – Contract / Legitimate Interests

Purpose – Legal compliance (e.g. right-to-work checks) 

Lawful Basis – Legal Obligation

Purpose – Payroll, HR, and staff management

Lawful Basis – Contract / Legal Obligation

Purpose – Marketing of recruitment services   

Lawful Basis – Consent / Legitimate Interests

6.   Who We Share Your Data With

We may share your personal data with:

  • Prospective employers or candidates (with your consent)
  • Third-party service providers (e.g. payroll processors, IT providers, CRM systems)
  • Government bodies or regulators (where legally required)
  • International partners and clients (with appropriate safeguards)

7.   International Data Transfers

If we transfer your personal data outside the UK, we will ensure that appropriate safeguards are in place, such as:

  • Adequacy regulations by the UK Government
  • UK-approved Standard Contractual Clauses
  • Additional technical and contractual protections

8.   Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. Examples:

  • Candidate records: up to 2 years after last contact unless consent is renewed
  • Client and supplier records: 6 years after contract end
  • Employee records: statutory retention period per employment law When data is no longer required, it will be securely deleted or destroyed.

9.   Your Data Protection Rights

Under the UK GDPR, you have the following rights:

  • Right to be informed
  • Right of access to your personal data
  • Right to rectification of inaccurate data
  • Right to erasure (“right to be forgotten”)
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Rights regarding automated decision-making and profiling

To exercise your rights, contact our Data Protection Officer using the details in Section 11.

10.   Data Security

We take appropriate technical and organisational measures to keep your data secure, including:

  • Encrypted systems and secure servers
  • Restricted access based on job roles
  • Regular staff training in data protection
  • Secure disposal of confidential waste

11.   Contact Details

If you have any questions about this notice or wish to exercise your rights, please contact:

Data Protection Officer

Loom Talent Limited

Email: m.simpson@loomtalent.co.uk  Phone: 07534 390 517

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk | 0303 123 1113

12.   Updates to This Notice

We may update this privacy notice from time to time to reflect changes in the law or our practices. The latest version will always be available on our website or by request.

 

Signed:  M.SIMPSON

Position: Managing Director & Founder