Effective Date: 28 April 2025 

This Privacy Policy explains how PropRec IT (“we,” “us,” or “our”) collects, uses, and protects the personal information of individuals (“you” or “your”) in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

1. Information We Collect 

We may collect and process the following categories of personal information: 

  • Contact details: Name, address, email address, and phone number. 
  • Professional information: CV, résumé, employment history, educational background. 
  • Identification information: Date of birth, national insurance number, or other identification details. 
  • Additional information: Cover letters, references, interview notes, and any other information you provide during the recruitment process. 

2. Purposes of Data Processing 

We process your personal information for the following purposes: 

  • Assessing your suitability for current or future job opportunities. 
  • Managing communications regarding job vacancies, interviews, and the recruitment process. 
  • Verifying your qualifications, references, and employment history. 
  • Meeting our legal and regulatory obligations, including right-to-work checks. 
  • Improving our recruitment services and processes. 

3. Lawful Basis for Processing 

We rely on the following lawful bases under the UK GDPR to process your personal information: 

  • Performance of a contract: Where processing is necessary for considering you for employment or a service agreement. 
  • Compliance with legal obligations: Such as verifying your right to work in the UK. 
  • Legitimate interests: Including assessing your skills and experience for job opportunities, maintaining records, and improving our services. 
  • Consent: In specific situations, where we request and you provide your explicit consent (e.g., for storing your data for future roles). 

4. Data Retention 

We will retain your personal information only for as long as necessary for the purposes set out in this Privacy Policy. If you are unsuccessful in securing a role, we may retain your information for up to 12 months to consider you for future opportunities, unless you request its earlier deletion. We may retain information for a longer period where required by law or legitimate business needs. 

5. Sharing of Personal Information 

We may share your personal information with trusted third parties, including: 

  • Prospective employers and clients for recruitment purposes. 
  • Background screening and verification service providers. 
  • Professional advisors such as legal, compliance, or financial consultants. 
  • Third-party service providers supporting our IT and data management infrastructure. 

All third parties are required to respect the security of your personal data and process it lawfully. 

6. Security Measures 

We implement appropriate technical and organisational measures to safeguard your personal data against unauthorised access, loss, alteration, or disclosure. However, no system is completely secure, and we cannot guarantee the absolute security of your information transmitted to or stored by us. 

7. Your Rights 

Under UK data protection law, you have the following rights: 

  • Access: Request access to your personal data. 
  • Correction: Request correction of any inaccurate or incomplete data. 
  • Erasure: Request deletion of your personal data (“the right to be forgotten”) in certain circumstances. 
  • Restriction: Request restriction of processing of your personal data. 
  • Objection: Object to the processing of your personal data where we rely on legitimate interests. 
  • Data Portability: Request the transfer of your data to another service provider. 
  • Withdrawal of Consent: Withdraw your consent at any time where processing is based on consent. 

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

8. Contact Us 

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact our Data Protection Officer: 

Email: info@proprec-it.com 
Address: PropRec IT, Masonic Hall, 9 Mill Street, Sutton Coldfield, Birmingham, B72 1TJ, United Kingdom 

We will respond to your request in accordance with applicable data protection laws. 

9. Updates to this Privacy Policy 

We may update this Privacy Policy from time to time to reflect changes in legal requirements or how we process your data. Any updates will be posted on our website, and where appropriate, we will notify you of significant changes. 

This Privacy Policy was last updated on 28 April 2025.