Privacy Notice

Who we are

This Privacy Notice sets out the basis on which Talentmark Limited (whose registered number is 01004708 and registered office is at Capital Tower, 91 Waterloo Road, London, England, SE1 8RT) and associates (Talentmark Interim Solutions Limited, Talentmark Life Sciences Limited, Talentmark GmbH, Talentmark LLC) acting as the data controller, will process personal information provided to us. Talentmark Limited is referred to throughout as “we”, “us” and “our”.

Throughout this Privacy Policy, our commercial activities and services for individuals and business are referred to as “Recruitment Services”, our actual or potential hiring clients are referred to as “Clients”.

We are registered with the Information Commissioner’s Office (number Z5685784). If you have any concerns or questions regarding the processing of your personal information, please contact , or in writing to us at Talentmark Limited, Capital Tower, 91 Waterloo Road, London, England, SE1 8RT. You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

Should you not wish for us to process your personal data in line with this policy, please do not provide this to us. However, please be aware that as a result we may be unable to provide you or the party who you represent with a Recruitment Service.

What personal data is collected and processed?

For anyone engaging with us for Recruitment Services the personal data which we collect may include the following:

• Full Name
• Current Address
• Date of birth
• Gender
• Copy of Passport
• Contact details (including, but not limited to, e-mail and phone number).
• Job / Employment History.
• Education History, including qualifications and skills.
• Visa and any other right to work documentation.
• Bank Details.
• National Insurance and tax information.
• Next of Kin and family details.
• Contact details for any referees you provide.
• Personal information relating to hobbies and interests.
• Pre-employment checks and references from third parties.
• Any additional information you have provided to us in your curriculum vitae, application form or covering email.

We do not actively seek to collect, store and use the following types of more sensitive personal information (also called "special categories of personal data") but we recognise that this may happen due to the nature of the Recruitment Services:

• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
• Information about your trade union membership.
• Information about your health, including any medical condition, health and sickness records.
• Information about criminal convictions and offences.

In the event that we obtain special categories of personal data, we shall only use that data for purposes of our relationship with you or the provision of our Recruitment Services.

Should the provision of certain personal information be mandatory in order for us to process your requests, for example, within a job application to provide Recruitment Services to you, we shall mark such fields. Failure to provide us with such mandatory data may prevent us from providing all or part of the requested service.

We also collect information about how you browse our website using cookies and other similar technologies. Please refer to our Cookie Policy for further information on this.

How we may obtain your personal data:

We may obtain your personal data from the following sources; however this is not exhaustive:

• From you (through Curriculum Vitae, application or registration form)
• A Client
• Other candidates
• Marketing databases
• The public domain
• At Interview
• Conversations via telephone or video conferencing (which may be recorded)
• Notes following a conversation or meeting
• From third party sites as part of research for our Recruitment Services pertaining to individuals for certain roles
  • Third party personal data may be obtained from social media sites such as LinkedIn and job boards, either through being publicly available or through sites to which we subscribe.
  • In the situation where you are a Candidate looking for Recruitment Services and we have obtained your personal details from a third party, it is our policy to advise you of the course when we first communicate with you.

If any personal data we obtain is of no use to us, or you have notified us that you do not want us to provide you with services, we shall discard it in a secure manner. However, we may maintain a limited record to avoid duplication of process. Any personal data that we consider may be of use to us in pursuance for the provision of our Recruitment Services, will be processed in accordance with this Privacy Notice.

How we will use your personal data:

• To provide Recruitment Services to you.
• To collect and store information in order to maintain an accurate database.
• To allow our clients to view details about candidates skills and experience who they may wish to engage with for their services.
• To allow us to carry out our obligations arising from any contracts entered into between you and us.
• To respond to and resolve any queries or complaints that you raise.
• Introducing and/or supplying you (with your approval) to actual potential clients as part of the Recruitment Services.
• Engaging you for a role with us or with our Clients, which may then include any related administrations such as timesheets and payroll.
• Collating market or sector specific information and providing the same to our Clients.
• Sending information to third parties with whom we have or intend to enter into arrangements which are related to our Recruitment Services.
• Providing information to regulatory authorities or statutory bodies, and our legal or other professional advisers including insurers.
• To market our Recruitment Services.
• Establishing quality, training and compliance with our obligations and best practice.
• For the purposes of backing up information on our computer systems.

We do not use your personal information to make solely automated decisions which affect you legally or similarly.

Why we process your personal data:

We will typically process your data on one of the following grounds:

• It is necessary to comply with a legal obligation
• Performance of a contract with you
• Necessary for our legitimate interests

As part of our Recruitment Services we may enter into a contract with you and/or a third party. For the contract to take place we will require certain information, such as, but not limited to, your name and address. A contract will also contain obligations on both your part and our part and we shall process your data as is necessary for the purpose of those obligations. Such as, to process payroll, a national insurance number and bank details will be required.

Where we engage a person to work for us (whether directly or as supplied to a Client), there are statutory obligations that must be complied with including payroll, tax, social security, HMRC reporting requirements and any other law or regulation.

We are also required to comply with statutory and regulatory obligations relating to business generally, for example complying with tax, bribery, fraud/crime prevention and data protection legislation, and co-operating with regulatory authorities such as HMRC or the Information Commissioner’s Office.

In providing our Recruitment Services, we will carry out some processing of personal data which is necessary for the purpose of our legitimate interests, which include:

• Retaining records of our dealings and transactions and where applicable, use such records for the purposes of:
  • Establishing compliance with contractual obligations with Clients or suppliers.
  • Addressing any query or dispute that may arise including establishing, exercising or defending any legal claims.
  • Protecting our reputation.
  • Maintaining a back up of our system, solely for the purpose of being able to restore to a particular point in the event of a system failure or security breach.
  • Evaluating quality and compliance including compliance with this Privacy Notice.
  • Determining staff training and system requirements.

We may use your personal data to:

• Assess suitability for job roles and contact you regarding potential opportunities and/or our services.
• Collate market information or trends including providing analysis to potential or actual Clients.
• Source potential opportunities or roles as part of our Recruitment Services.
• Personalise your experience and our offering.

This means that for our commercial viability and to pursue these legitimate interests, we may continue to process your personal data for as long as consider necessary for these purposes and your interests and fundamental rights do not override those interests.

Consent to our processing of your data

We may also process your personal data on the basis that you have consented to us doing so for a specific purpose, such as applying for a specific role. You may also have provided your written or verbal consent to the use of your data for a specific reason.

At any time you may withdraw your consent to our processing of your personal data. But please note that we may continue to retain, or otherwise use your personal information where we have a legitimate interest or legal or contractual obligation to do so as described above. In this circumstance the processing will be limited to what is necessary in furtherance of those interests or obligations.

Should you decide to withdraw your consent this will not have any effect on the lawfulness of any processing based on consent before its withdrawal.

Who will have access to your personal data?

We may share your personal data with the categories as follows as part of our Recruitment Services:

• Clients who we think may be interested in engaging with you for your services.
• Any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us.
• Third Parties who process data on our behalf, such as:
  • Outsourced payroll providers.
  • IT support.
  • Storage service providers including cloud.
• Our advisors, which include auditors, lawyers, accounts, insurers and other professional advisors and business contacts.

Transferring your personal information

In some situations your personal information may be sent outside of the European Economic Area (the “EEA”) to countries whose laws do not protect personal information in line with European standards. These countries in question include: USA, Canada, Hong Kong, Singapore and China. These countries may have different privacy laws. Any arrangements or transfers are only made where we are satisfied that adequate levels of protection are in place to protect any personal data held in that country. The same applies to any third parties.

Where personal data is transferred outside the EEA, unless the recipient country is deemed to provide an adequate level of protection, we will put safeguards in place to ensure such adequacy. The safeguards we rely on in respect of international transfers include the following: data transfer agreements which incorporate the standard contractual clauses or, where appropriate, the EU – U.S. Privacy Shield. You can ask to see a copy of these documents using the contact details below.

Group companies & transfer

In the event of a sale, merger, liquidation, receivership or the transfer of all or part of our assets to a third party, we may need to transfer your information to a third party. Any transfer will be subject to the agreement of the third party to this Privacy Notice and any processing being only in accordance with this Privacy Notice.

Your rights

We take protection of your personal data very seriously and therefore it’s important that you know your rights within that context, which include:

• Request a copy of the personal data that we hold on you.
• Request correction of the personal data that we hold about you.
• Object to our processing of your data, where we are relying upon a legitimate interest and there are no compelling grounds for the continued processing of that data.
• You have the right to restrict our processing of your personal information where:
  • You contest the accuracy (you may request for this to be rectified).
  • Where the processing is unlawful, but you don’t want us to erase the data.
  • Where your personal information is no longer needed for the purposes of processing.
• When the continued use of the personal data cannot be justified, you can request for this to be erased.
• Withdraw your consent to our processing of your personal data for a particular purpose at any stage.
• Make a complaint to the Information Commissioner’s Office to request that direct marketing by us to you is stopped.

Please note that should you exercise your right to request that we erase data or cease any processing activity, we may retain a record of this request and the action taken in order to both evidence our compliance, and to take steps to minimise the prospect of any data being processed in the future should it be received again from a third party source.

You also have a responsibility to ensure that change in personal circumstance (for example, change of address and bank accounts) are notified to us so that we can ensure your data is up to date.

Cookies Policy

Cookies are small computer files which are downloaded onto your device when you browse the internet.  They collect information about the way in which you navigate and use this website and the wider internet.  This information may allow us to identify your approximate location. Cookies additionally help us provide you with a more personal experience, such as a local version of the website in a local language.  Information from cookies also allows us to make improvements to our services.

The information generated by the cookies about your use of this website includes your IP address and visitor behaviour information in an anonymous form.  This is transmitted to and stored by Google Analytics. Google will anonymise the information sent by removing the last octet of your IP address prior to its storage. According to Google Analytics’ terms of service, Google will use this information for the purpose of evaluating your use of the website and compiling reports on website activity on behalf of Talentmark.

Talentmark will not use and will not allow any third party to use the statistical analytics tool to track or to collect any personally identifiable information of visitors to this site. Google may transfer the information collected by Google Analytics to third parties where required to do so by law, or where such third parties process the information on Google's behalf. According to Google Analytics’ terms of service, Google will not associate your IP address with any other data held by Google.

By using this website, you consent to the processing of data about you in the manner and for the purposes set out above.

You may delete and block all cookies, or just certain types of cookies, via your browser settings. However, if you choose to block or delete cookies, this may affect the functionality of the website.

Data Retention

We retain personal data for varying time periods in order to assist us in complying with legal and regulatory obligations, to enable compliance with any requests made by regulators, or other relevant authorities and agencies, to enable us to establish, exercise and defend legal rights and claims, and for other legitimate business reasons.

We retain your personal data for the period of time required for the purposes for which it was collected, any compatible purposes which we subsequently establish consent, or to comply with legal, regulatory and policy requirements.

Data Security and Confidentiality

It is our policy to ensure, in so far as reasonably practicable, that our systems and records are secure and not accessible to unauthorised third parties in line with contemporary practice. Accordingly, we have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Contact details

If you wish to exercise your rights or have any queries or requests about how we process your personal information, you can contact

Changes to this Policy

Any changes to our Privacy Notice will be posted in full here and we encourage individuals to check the policy for any changes or amendment dates whenever visiting the website.

This policy was last updated on 30/09/2019