PRIVACY POLICY

INTRODUCTION
At Hawk Hiring LTD, we prioritize protecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose your personal data when you visit our website, use our recruitment services (whether as a candidate or client), or work with us as a supplier. It also outlines your privacy rights and how the law safeguards you.

KEY INFORMATION

About Us

Hawk Hiring LTD, a registered company in England (Company No:…), is responsible for managing your personal data. Throughout this policy, “we”, “us”, and “our” refer to Hawk Hiring LTD. Our registered office is located at 77 Swallow Road, ME20 6LL. As a recruitment agency and business, we operate under the Employment Agencies and Employment Businesses Regulations 2003.

For questions about this Privacy Policy, please reach out to our Data Protection Officer at Kafico Limited:

Email: info@hawkhiring.com

Updates to this Privacy Policy

This policy is reviewed regularly and may be updated. If the changes significantly affect how we process your data, we will attempt to notify you. All updates will be posted on this page.

Third-Party Links

Our website may contain links to third-party sites, plug-ins, or applications. Clicking on these links may allow third parties to collect or share your data. We do not control these third-party sites and are not responsible for how they handle your personal information.

About this Privacy Policy

This Privacy Policy provides details on how we collect, use, store, and process personal data. It applies to website users, candidates, clients, suppliers, and business contacts.

This policy covers:

The types of personal data we collect
How and why we collect and use your data
Data retention periods
Data sharing and legal basis for processing
Your rights and choices regarding your personal data
How to contact us

THE PERSONAL DATA WE COLLECT

“Personal data” refers to any information that can identify an individual. Anonymous data (where identity has been removed) is not included.

Candidate Data

We collect and process the following candidate data:

Name
Contact details (email, phone)
CV (employment history, education)
Home address
Public professional profiles (e.g., LinkedIn)
Immigration status/Right to Work

In some cases, we also collect:

National Insurance number
Copies of ID documents (e.g., passport, driver’s license)
Training/qualification certificates
Date of birth
References and referee details
Emergency contact information
Additional information you or your referees provide

We may also collect sensitive data (e.g., health information, diversity details, criminal records) but only with your explicit consent, which you can withdraw at any time.

Client Data

We collect and process client data including:

Name
Business contact information (email, phone)
Information related to candidates introduced by us
Additional information you choose to provide

Supplier Data

We collect and process supplier data such as:

Name
Business contact information (email, phone)

Website Users

We collect limited data from website users to improve the user experience and manage our services. This includes usage information, popular referrers, and website responsiveness. See the cookies section below for more details.

HOW WE COLLECT, USE, AND PROCESS PERSONAL DATA

Candidates

We collect personal data directly from candidates through:

CV submissions via email, our website, or in hard copy
Information provided during requests or phone conversations (some recorded)

We may also receive your data indirectly from:

Job boards where your CV is posted
Publicly available profiles (e.g., LinkedIn)
Job applications submitted to us
Recommendations via our “Refer a Friend” scheme

Why and How We Use Candidate Data

We use candidate data to provide recruitment services, including:

Identifying job vacancies and updating you on applications
Submitting your information to clients (with your consent)
Fulfilling legal or contractual obligations
Sending relevant marketing materials (with opt-out options)

Clients

We collect client data directly through business contacts or from public sources, including your company’s website or LinkedIn. We use this data to provide recruitment services, maintain communication, and send relevant marketing materials.

Suppliers
Supplier data is collected to manage contracts, communicate, and receive services.

PURPOSE OF PROCESSING AND LEGAL BASIS

We rely on the following legal grounds to process personal data under UK GDPR:

Performance of a contract
Legal obligation compliance
Legitimate interests, as long as your rights don’t override them (e.g., responding to enquiries, optimizing our website, maintaining communication with clients/candidates)
Consent, where applicable

HOW LONG WE RETAIN YOUR DATA

We keep candidate data for 5 years from the last activity. After 28 days' notice, we will delete your data unless you ask us not to. You can request data removal at any time unless legitimate reasons (e.g., legal claims) require retention. Data may persist in archival systems but is not accessible to our staff or operational systems.

DATA SHARING

We require all third parties with whom we share personal data to protect it in line with the law.

Candidates: We share your data with clients to evaluate job fit and may conduct checks with third parties (with your consent).
Clients: Client data is shared with candidates and, occasionally, third-party service providers.

For data transferred outside the UK (e.g., to the U.S.), we ensure safeguards like contracts or data protection regulations are in place.

YOUR RIGHTS

You have the right to:

Access your personal data
Correct inaccurate data
Request deletion or restriction of processing
Data portability
Object to processing
Withdraw consent

If you wish to exercise any of these rights or withdraw your consent, please contact our Data Protection Officer.