At Heat Recruitment, we are committed to protecting the privacy and security of your personal information. Looking after your information is the cornerstone of trust between us and it underpins the service that our team gives you. We want to keep you happy!
Our commitment to your privacy
No fuss: You have the right to know how we collect and use your information. For more details, please take a bit of time to read how we do this below.
No frills: We only collect the information we need so that we can let you know about the things that matter to you. We look after it like it’s our own.
No surprises: You are always in control of how you hear from us and what you hear from us about
No spam: We will never sell your information to anybody else.
No worries: Have a concern? Want to get in touch? No problem, use our contact us button on this page and we’ll get back to you as soon as we can, or drop the data protection team a line at email@example.com.
Who are we?
Heat Recruitment and Heat Computing are an award-winning recruitment agency supplying recruitment services registered at One Castlepark, Tower Hill, Bristol, BS2 0JA. To get in touch with us please email at firstname.lastname@example.org or call 0345 375 1747 and ask for the Compliance Team.
Heat Recruitment takes data protection seriously and aims to comply with best industry practice and all local laws. The application of this policy may be varied in accordance with local legal.
Data protection principles
We are committed to complying with data protection laws. These laws say that the personal information we hold about you must be:
- used lawfully, fairly and in a transparent way
- collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
- relevant to the purposes we have told you about and limited only to those purposes
- accurate and kept up to date
- kept only as long as necessary for the purposes we have told you about, and
- kept securely
What kind of personal information will we hold for those seeking a new career opportunity?
As a recruitment agency we gather information about you that will enable us to find and inform you of the best employment opportunities and to assess your suitability throughout the recruitment process.
We collect personal information including:
- first name, surname, email address, telephone number, address, career information including job title, company name and displayed on your CV or LinkedIn profile, social media or data that can be found in the public domain, references, banking details, passport, visas where required. This is not an exhaustive list.
What kind of personal information will we hold for those looking for their next employee?
As a designated corporate point of contact for your company, we may enter your name and business email into our database. You may have provided this to us directly, or a member of your HR or procurement departments or even another hiring manager might have pointed us in your direction. We may also obtain these details from other sources in the public domain. While we may send business-to-business email marketing to corporate points of contact, you can ask us to stop sending business marketing emails to your business email address anytime.
So everyone is on the same page, we’ve provided the following summary of potential uses for your data along with the legitimate interests we’d have in communicating with you.
|1||To register you as a candidate via a job application, registration form or via a Job Board||Helping you find a job|
|2||To share your candidature with potential hiring managers, either in response to a client request or proactively marketing you to our clients||Helping you find a job|
|4||To let you enter a prize draw, competition or survey.
|Helping us better understand and provide solutions to those looking for a job or an employee, whilst maintaining our legitimate interests.|
|5||To manage our business operations including fraud prevention, credit checking (for companies we work with), troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data and prevention of unlawful or potentially unlawlul activity||Helping us run our business including service provision, network security and fraud prevention whilst maintaining our legitimate interests.
|6||To deliver you a better website experience by understanding the effectiveness of the communications and advertising we provide you.||Helping us inform our marketing strategy to deliver you a better service, whilst maintaining our legitimate interests.|
|7||To use data analytics to improve our website, marketing and customer experiences.
|Helping us inform our marketing strategy to identify and deliver our customers a better service, whilst maintaining our legitimate interests.|
You can opt out of our communications at any time by visiting:
We love social media and chatting with you there, whether it be on Facebook, Twitter or LinkedIn
Don’t forget, however, that everybody can see everything you do there so if you want us to keep your information private, please don’t put anything on these sites which you or your loved ones would like to keep private, whether now or in the future.
We will always try to respond to you using another medium such as e-mail or phone, where appropriate.
If you use certain social media features from within our website or connect with us on our social media webpages, the privacy policies of those companies will apply. Please read them carefully before you share your information with us and others as these companies may have different standards of protection of information than we do.
Using your personal information
We will only use your personal information when the law allows us to and to contact you we will use either phone, SMS, social networks or email. We use your personal information to assist you in the world of recruitment, which includes:
Failing to give us your personal information
You are always in control of your information. If you don’t want us to send you details of our services, we will respect your wishes. However, please bear in mind that if you don’t give us certain key personal information we won’t be able to contact you for the reasons set out in the ‘Using your personal information’ section.
Changing why we use your personal information
We won’t do this. We will only use your personal information to send you details of the services which you have told us you are interested in and those of potential interest to you.
Keeping your personal information up to date
It is important that the personal information that we hold about you is accurate and current, so we ask that you please keep us informed if your personal information changes.
We are caring especially when sharing your personal data
Your personal data may be shared with certain third parties who will be subject to contractual obligations of confidentiality and compliance with relevant laws, including
|1||Hiring managers (our clients)||To help you find a job|
|2||Other recruitment agencies or service providers such as umbrella companies, RPO or PSL providers||To help you find a job|
|3||Suppliers, contractors and agents who perform services for us||To provide you services like payroll, professional consultancy, insurance, background checks, communications and events|
|4||Government or law enforcement authorities||If such action is ever necessary to protect, defend or enforce our rights|
|5||Third parties in the event of a sale, merger, liquidation, receivership or transfer of assets||To remain obliged to only use your persona data for the purposes that you have provided it to us|
|6||Reference checking companies, former employers and/or clients||To verify that the information you have provided is accurate|
Securing and protecting your personal information
Your personal information deserves the greatest protection and security. This is why we have put in place appropriate security measures to prevent it from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Our data is as important to us as it is to you, which is why we have strong IT security measures to ensures this is locked down and only the right people see this information. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality to us. We cannot guarantee that any third party will be compliant with relevant laws and best industry practice and accept no responsibility or liability for these third parties. We have put extensive procedures in place to deal with any suspected security breach which involves personal information and we will let the regulator and you know of a suspected breach where we are legally required to do so.
Part of the protection is to only keep your personal information for as long as necessary
We will only keep your personal information for as long as necessary to fulfil the purposes we collected it
Our standard policy is to retain personal information for 15 years, as we aim to be with you for the long-haul as we understand career patterns and how they change
We may also need to keep it for other purposes including for satisfying any legal, accounting, or reporting requirements
Once you no longer wish to hear from us, we will retain and securely destroy your personal information in accordance with our Data Retention Policy and any ongoing Legal Requirements. This states that we will delete your personal information as soon as we can.
How do you exercise your legal rights?
Under certain circumstances, by law you have the right to ask for:
- access to your personal information (commonly known as a ‘subject access request’). This means you can receive a copy of the personal information we hold about you and check that we are processing it properly, we offer this service for free
- the erasure of your personal information. This means you can ask us to delete or remove personal information where there is no good reason for us continuing to process it
- the correction of the personal information that we hold about you. This means you can correct any incomplete or inaccurate information we hold about you
- the restriction of processing of your personal information. This means you can ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it and
- the transfer of your personal information to another party.
- If you want to do any of these things please email email@example.com
Exercising your right to be forgotten
You have the right to be forgotten at any time.
To erase your data, please email firstname.lastname@example.org
So how do you get in touch with us?
Our Compliance Team oversees compliance with this privacy notice. If you choose to discuss any matter relating to your personal data and this privacy notice or how we collect and use your personal information, please contact the
c/o Heat Recruitment Ltd / Heat Computing Ltd
Tel: 0345 375 1747
Changes to this privacy notice
Details of any changes will also be recorded in our change log below.
Date Nature of change