DATA PROTECTION

At Kizuna Recruitment, protecting the privacy and security of personal data is a top priority. We are committed to complying with applicable data protection laws, including the UK GDPR, Data Protection Act 2018, and any relevant local regulations. This policy outlines how we collect, use, store, and protect personal data related to our recruitment services.

1. Purpose of this Policy

The purpose of this policy is to ensure that:

  • Personal data is handled responsibly and transparently.

  • Data subjects (candidates, clients, employees, and suppliers) understand how their personal data is processed.

  • Kizuna Recruitment complies with legal obligations and best practices for data protection.

2. Scope of this Policy

This policy applies to all personal data processed by Kizuna Recruitment, including data related to job candidates, employers, and business contacts, whether held in digital or physical formats.

3. Key Definitions

  • Personal Data: Any information that relates to an identifiable person (e.g., name, contact details, CV, or employment history).

  • Data Subject: The individual whose personal data is being processed (e.g., candidate, client representative).

  • Data Controller: Kizuna Recruitment, as the organisation responsible for determining how personal data is processed.

  • Processing: Any action taken with personal data (e.g., collection, storage, sharing, or deletion).

4. Principles of Data Protection

We adhere to the following principles when processing personal data:

  1. Lawfulness, Fairness, and Transparency: Personal data is processed lawfully, fairly, and transparently.

  2. Purpose Limitation: Data is collected for specified, explicit, and legitimate purposes and not processed beyond those purposes.

  3. Data Minimisation: We only collect data that is necessary for our services.

  4. Accuracy: We ensure that personal data is accurate and kept up to date.

  5. Storage Limitation: Personal data is retained only for as long as necessary.

  6. Integrity and Confidentiality: Personal data is secured against unauthorised access, loss, or damage.

5. Data Collection and Use

We collect and process personal data for the following purposes:

  • Candidates: To assess job suitability, communicate regarding roles, and present applications to clients.

  • Clients: To provide recruitment services, understand hiring needs, and communicate regarding job vacancies.

  • Marketing (with consent): To share job opportunities, recruitment news, and updates.

6. Legal Basis for Processing

We process personal data under the following legal bases:

  • Consent: When an individual provides explicit consent (e.g., for marketing communications).

  • Legitimate Interest: When processing is necessary for the provision of recruitment services (e.g., sharing candidate profiles with clients).

  • Contractual Obligation: When data processing is necessary to fulfill contractual obligations (e.g., providing candidate information for an interview).

  • Legal Obligation: When required by law (e.g., to comply with HMRC regulations).

7. Data Retention

We retain personal data for the minimum period necessary for the purpose for which it was collected:

  • Candidate information: 36 Months after the last meaningful contact unless deletion is requested.

  • Client and business partner information: Retained for the duration of the business relationship and as required for legal or regulatory purposes.

  • CVs and job applications: Retained until the conclusion of the recruitment process, unless the candidate opts into longer retention.

We regularly review our data retention periods and securely delete personal data when it is no longer needed.

8. Data Security

We implement appropriate technical and organisational measures to safeguard personal data, including:

  • Password-protected databases and secure systems.

  • Access control to ensure that only authorised personnel can access personal data.

  • Encryption of sensitive data where applicable.

  • Regular staff training on data protection responsibilities.

9. Data Sharing and Third Parties

We may share personal data with:

  • Clients: When submitting candidate applications for job opportunities.

  • Service Providers: Trusted third-party providers (e.g., cloud services, IT support) who assist in delivering our services.

  • Legal Authorities: If required to comply with legal obligations or protect our legal rights.

We ensure that any third parties processing data on our behalf follow strict confidentiality and data protection standards.

10. International Data Transfers

If personal data is transferred outside the UK or EEA, we ensure that appropriate safeguards (e.g., Standard Contractual Clauses) are in place to protect the data.

11. Data Breaches

In the event of a data breach, we will:

  • Assess the nature and impact of the breach.

  • Contain the breach and prevent further unauthorised access.

  • Notify affected individuals and the relevant supervisory authority (e.g., ICO) if required.

  • Implement corrective measures to prevent future incidents.

12. Data Subject Rights

Data subjects have the following rights regarding their personal data:

  • Right of Access: Request a copy of the data we hold about you.

  • Right to Rectification: Request corrections to inaccurate or incomplete data.

  • Right to Erasure: Request deletion of your personal data (“right to be forgotten”).

  • Right to Restriction: Request that we limit the processing of your data.

  • Right to Data Portability: Request that we transfer your data to another organisation or directly to you.

  • Right to Object: Object to data processing based on legitimate interests or for direct marketing purposes.

  • Right to Withdraw Consent: Where consent is the legal basis, you can withdraw it at any time.

To exercise your rights, please contact us using the details below.

13. Contact Information

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

Kizuna Recruitment
Email: hello@kizunarecruitment.com
Phone: 01484 444560
Address: Kizuna Recruitment, Empire House, Huddersfield, HD7 5AL

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

14. Updates to This Policy

We may update this policy from time to time to reflect changes in our practices or legal obligations. We encourage you to review this policy periodically.