The table below explains who we collect personal data about, what that personal data is and the purpose we process it for.

The last column sets out the ‘lawful basis’ we rely on for processing that personal data which is a requirement of data protection rules. Essentially, companies may only process personal data if they can identify a lawful basis from a list set out in the legislation.

CVs, identification documents, educational records, work history, employment record and references, interview notes or meeting transcripts, correspondence and other personal data provided by you as part of the recruitment or engagement process.

We rarely process special category information such as racial, disability, trade union or health information where you have made this available to us.

We mainly collect this information directly from you during the recruitment, engagement and onboarding stages.

Sometimes we collect information from third parties, such as an agent acting on your behalf (e.g. an interim management company) or from a third party recommendation or a person giving a reference.

We do use some publicly available sources to find information about potential candidates, specifically LinkedIn and company websites.
Notes from meetings, market intelligence/research discussions or interviews with us may be produced using an automated note taking or transcription tool, which may employ Artificial Intelligence (AI).

Also see note below this table about software programs that may be used to source candidates.

The processing is necessary for our legitimate interests of assessing suitability for potential roles, to find potential candidates.

If you choose to give us special category data (listed in the second column), we obtain your express consent to process that.

Reference contact details may be given to us by candidates as part of a recruitment process.

Other personal data about referees is given to us by you directly.

This information is given to us by you.

It is used to respond to the query and keep a record of it.

This information is given to us by you or from publicly available information (for example on your website).

It is used for us to fulfil contracts and engage in business discussions.

This information is given to us by you or from publicly available information (for example on your website).

It is used for us to fulfil contracts and engage in business discussions.

Where we have indicated in the table above that we rely on legitimate interests for processing of personal data, we carry out a ‘balancing’ test to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing.

Where we collect candidate information through publicly available sources as set out above, we may do this with the aid of software programs such as Lusha and Kaspr. These programs are given parameters on the requirements of a role and search through publicly available sources to find such candidates. These programs are designed to only output information on candidates that meet the search criteria. The parameters of this program are restricted to only searching for candidate information from public sites where there is a reasonable expectation that such information may be collected and further processed by job recruiters for the purpose of sourcing candidates for different job roles. In some cases the programs used may employ AI.

Data may be shared in the following circumstances:

• Where you are a candidate:
  • we share your personal data with the client who has a position to fill in order to determine with the client whether you are a good fit for an available position.

We do not transfer your personal data to countries outside the UK and European Economic Area (EEA).

You can find the list of European member states by clicking on the following link: https://europa.eu/european-union/about-eu/countries/member-countries_en. The privacy laws in countries outside the UK may be different from those in your home country. Countries in the EEA have been deemed by the UK to provide adequate data protection standards.

By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country. In the UK this is the Information Commissioner.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

• baseless or excessive/repeated requests, or
• further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request in some circumstances.

Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.

1.The right to be informed

You have the right to obtain access to your information (if we are processing it), and certain other information (similar to that provided in this Privacy Policy).

This is so you’re aware and can check that we’re using your information in accordance with data protection law.

If you are unhappy with how we’ve handled your information or have further questions on the processing of your personal data, please contact us here:

In the UK: info@va-search.com or Verspui Associates Ltd, 7th floor SQB, 77 Marsh Wall, London E14 9SH. Attn: Privacy Coordinator

In the EU: info@va-search.com or Verspui Associates Ltd, Keizersgracht 62, 1015 CS Amsterdam, The Netherlands. Attn: Privacy Coordinator