Privacy Policy

Last updated: 01/10/25

1. Introduction

Pulse Recruit Ltd respects your privacy and is committed to protecting your personal data.

This privacy policy explains how we collect, use, store, and protect your information when you interact with us as a client, candidate, supplier, or website visitor.

We act as a data controller when deciding how and why we process your personal information.

For certain activities (such as payroll or referencing), we may also act as a data processor on behalf of clients.

2. The data we collect

Depending on your relationship with us, we may collect and process the following types of personal data:

Candidates
  • Name, address, contact details, date of birth
  • CV, education, qualifications, work history, skills
  • Right-to-work documentation and ID
  • Financial details for payroll (if on contract)
  • References and employment preferences
  • Communications and interview feedback
Clients & Suppliers
  • Business contact names, job titles, emails, phone numbers
  • Billing and invoicing details
  • Contracts, proposals, and correspondence
Website visitors
  • Technical data (IP address, browser type, site usage analytics via cookies)
  • Contact form submissions or newsletter sign-ups.

3. How we use your data

We use personal information only when we have a lawful basis under data protection law. Typical purposes include:

  • Matching candidates to job opportunities
  • Providing recruitment and resourcing services to clients
  • Managing payroll and contractor payments
  • Conducting compliance checks (right to work, reference, background)
  • Communicating with you about roles, services, or opportunities
  • Maintaining business records, contracts, and financial accounts
  • Complying with legal and regulatory obligations

We do not sell or rent your data to third parties.

4. Lawful bases for processing

We rely on the following legal bases:

  • Contractual necessity – processing required to perform a contract (e.g. placing a candidate).
  • Legitimate interests – providing recruitment services and maintaining business relationships.
  • Legal obligation – meeting requirements such as tax, employment, and right-to-work checks.
  • Consent – where required, such as for marketing or retaining your CV for future roles.

5. Data sharing

We may share limited information with:

  • Clients or hirers (for candidate submissions and placements)
  • Background check providers or payroll partners (such as Sonovate)
  • IT, CRM, and cloud service providers that securely host our systems (e.g. Microsoft, Loxo, Apollo.io)
  • Professional advisers (legal, accountants, insurers)
  • Government or regulatory authorities where legally required

All third-party partners are bound by confidentiality and data protection agreements.

6. International transfers

We primarily store data in the UK or European Economic Area (EEA).

If data is transferred outside the UK/EEA, we ensure appropriate safeguards such as UK GDPR-compliant standard contractual clauses.

7. Data retention

We retain data only as long as necessary for legitimate business purposes or to comply with legal obligations.

  • Candidate data: typically retained for up to 3 years after last contact unless you request deletion.
  • Client and supplier data: retained for 7 years for accounting and contractual records.

You can request deletion at any time (see Section 9).

8. Data security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, alteration, or disclosure.

Access to systems is password-protected and restricted to authorised personnel only.

9. Your rights

Under UK GDPR, you have the following rights:

  • Access – to obtain a copy of your personal data
  • Rectification – to correct inaccurate or incomplete information
  • Erasure (“Right to be forgotten”) – to request deletion where lawful
  • Restriction – to limit how we process your data
  • Data portability – to receive your data in a structured, machine-readable format
  • Objection – to object to processing based on legitimate interests or direct marketing

Requests can be made using the contact details below.

10. Marketing

We may contact clients or candidates with relevant updates, roles, or services under our legitimate interest in maintaining business relationships.

You can opt out of marketing emails at any time by clicking “unsubscribe” or contacting us directly.

11. Cookies

Our website uses cookies to improve user experience and monitor performance.

You can control or disable cookies via your browser settings.

For full details, please refer to our separate Cookie Policy.

12. Contact us

For any questions, data requests, or complaints, please contact:

Data Protection Officer
Pulse Recruit Ltd
2-7 Clerkenwell Green, London. EC1R 0DE.

Email: enquiries@pulserecruit.co.uk
Phone: 0207 788 4747

If you are unsatisfied with our response, you have the right to contact the Information Commissioner’s Office (ICO):

www.ico.org.uk | Tel: 0303 123 1113

13. Updates to this policy

We may update this privacy policy from time to time.

The latest version will always be published on our website with the effective date noted above.