Privacy Policy

1. Collection and use of personal data     

a. Purpose of processing and legal basis 

Prolign Talent will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes, for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities and developing and managing our services and relationship with you and our clients.

If you have opted-in we may also send you marketing information and news via email/ text. You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us.

We may also collect personal identification information when users visit our website, register on the website, subscribe to the newsletter, respond to a survey, fill out a form, and in connection with other activities, services, features or resources we make available on our website. Users may be asked for, as appropriate, name, email address, mailing address, phone number. Users may, however, visit our website anonymously. 

In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards. 

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are: 

• Your consent 
• Where we have a legitimate interest 
• To comply with a legal obligation that we have 
• To fulfil a contractual obligation that we have with you
   

b. Legitimate interest

This is where Prolign Talent has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where Prolign Talent has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows: 

• Managing our database and keeping work-seeker records up to date; 
• Providing work-finding services to you and our clients; 
• Contacting you to seek your consent where we need it; 
• Giving you information about similar products or services that you have used from us recently; 

c. Statutory/contractual requirement 

Prolign Talent has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements.) Our clients may also require this personal data, and/or we may need your data to enter into a contract with you. If you do not give us personal data we need to collect we may not be able to continue to provide work-finding services to you.     

d. Recipients of data 

Prolign Talent will process your personal data and/or sensitive personal data with the following recipients: 

• Clients (who we may introduce or supply you to) 
• Former employers for reference checks 
• Payroll providers or other payment intermediaries 
• Auditors reviewing the Company’s compliance 
• IT service providers managing or hosting our systems 
• Legal, regulatory, and professional advisors 
• Marketing and communication service providers 
• Prospective or actual business partners and contractors supporting our services

2. Information to be provided when data collected not from the data subject 

Categories of data: The Company has collected the following personal data on you: 

Personal data:  

• Name, address, phone number(s), and email address(es) 
• Your CV, career history, education, skills, and other details relevant to finding you work opportunities 
• Recordings of phone conversations with you (inbound and outbound) and video interviews 
• Links to professional profiles that are publicly available (such as LinkedIn, Twitter, or company websites) 
• Information about your use of our website, including traffic data, location data, pages visited, and communication records 
• Nationality and right to work information 
• National Insurance number (where required for payroll or compliance purposes)

Source of the personal data 

• Publicly accessible sources such as LinkedIn, job boards, online CV libraries, and corporate websites 
• Personal recommendations and referrals 
• Former employers 
• Referees whose details you have provided to us 
• Software providers who support our recruitment and CRM systems 
• Business cards or contact details shared at networking events 
• Cookies, as listed in section 7 

This information may have come from publicly accessible sources. 

Please note: Our phone calls may be recorded for training and monitoring purposes. If you would prefer your call not to be recorded, please let us know at the start of the conversation. 

3. Overseas transfers 

Prolign Talent may transfer the information you provide to us to countries outside the UK and/or the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein. 

4. Data retention 

Prolign Talent will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services. We are required to keep your records relating to the right to work in the UK 2 years after employment or the engagement has ended alterable and working time records including your 48 hour opt out notice annual leave/holiday records 2 years from the time they were created. 

Additionally, we must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.  

Where Prolign Talent processes your personal data on the basis of consent, we will keep it only for as long as that consent remains valid. When the consent period comes to an end, we may contact you to ask whether you are happy for us to continue holding your information. If you do not provide renewed consent, we will stop processing your data. 

5. Your rights 

Please be aware that you have the following data protection rights: 

• The right to be informed about the personal data the Company processes on you; 
• The right of access to the personal data the Company processes on you; 
• The right to rectification of your personal data; 
• The right to erasure of your personal data in certain circumstances; 
• The right to restrict processing of your personal data; 
• The right to data portability in certain circumstances; 
• The right to object to the processing of your personal data that was based on a public or legitimate interest; 
• The right not to be subjected to automated decision making and profiling; and 
• The right to withdraw consent at any time. 

Where you have consented to Prolign Talent processing your personal data you have the right to withdraw that consent at any time by contacting Rianne Neale (rianne@proligntalent.co.uk). Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.

There may be circumstances where Prolign Talent will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.  

If you believe that any of your data that Prolign Talent processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.  

You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above. 

6. Automated decision-making 

Prolign Talent does not currently use automated decision-making or profiling in its recruitment processes. If we introduce such systems in the future, we will ensure that you are informed and that all necessary safeguards are in place. 

7. Cookies 

Prolign Talent may collect information about you through the use of cookies when you visit our website. Cookies are small text files stored on your device by websites. They are commonly used to make websites function properly, improve efficiency, and provide insights to the site owner. 

We use cookies to help our website operate effectively, to monitor performance (for example, through analytics), and to provide a more personalised experience for visitors. 

You can manage or disable cookies through your browser settings at any time, although some parts of the site may not function correctly without them. 

8. Login files 

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information. 

9. Links to external websites 

Prolign Talent's website may contain links to other external websites. Please be aware that Prolign Talent is not responsible for the privacy practices of such other sites. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by Prolign Talent's website.   

10. Sale of business 

If Prolign Talent’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business. Where the sale of the business results in the transfer of your details to a different data controller we will notify you of this. 

11. Data security 

Prolign Talent takes every precaution to protect the personal information it processes. We use a combination of technical and organisational measures to keep your data safe, including secure servers, firewalls, password protection, access controls, and encryption where appropriate. 

Access to personal data is restricted to employees who need it to perform their role (for example, recruitment consultants, payroll/accounts staff, or marketing support). All staff are trained on their data protection responsibilities. 

We take all reasonable steps to safeguard your personal information. However, please note that the use of email and the internet is not completely secure. For this reason, Prolign Talent cannot guarantee the security or integrity of any personal information transferred to us or from us by email or other online means. 

If you share a device with others, we recommend that you avoid using the “remember my details” function where it is offered. 

If you have any questions about the security of our website or how your data is protected, you can contact us at: info@proligntalent.co.uk 

12. Changes to privacy statement 

We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you. 

13. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact info@proligntalent.co.uk 

You also have the right to raise concerns with the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/make-a-complaint/, or any other relevant authority should your personal data be processed outside of the UK and you believe that your data protection rights have not been adhered to.