Last Updated: 12 October 2025
At RegencyHR (“we”, “our”, or “us”), we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website [www.regencyhr.com], submit your CV, apply for a job, or engage with our HR and recruitment services.
We act as a Data Controller under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
1. Who We Are
RegencyHR
Email: info@regencyhr.co.uk
2. Information We Collect
We may collect and process the following categories of personal data depending on your relationship with us:
A. Candidates (Job Seekers)
Name, contact details (email, phone number, address)
CV/resumé, cover letter, education, work history, skills, and qualifications
References, right-to-work documentation, and identification checks
Employment preferences (e.g., salary expectations, job type, location)
Interview notes and feedback from clients
B. Clients (Employers or Organisations)
Contact name, job title, and business contact details
Information about your organisation, vacancies, and recruitment requirements
Payment and invoicing details
C. Website Visitors
IP address, browser type, and device information (for analytics and security)
Contact form submissions or newsletter subscriptions
Cookies and tracking data (see Section 8 below)
3. How We Use Your Information
We use your personal data for the following lawful purposes:
For Candidates
To register you as a candidate and match you with suitable job opportunities
To share your CV and application details with potential employers (only with your consent)
To communicate with you about job opportunities, interviews, and recruitment updates
To verify your identity, right to work, and employment references
For Clients
To provide recruitment and HR consultancy services
To manage business relationships and process payments
To communicate regarding candidates, vacancies, and ongoing projects
For Website Visitors
To respond to enquiries or contact form submissions
To improve website performance, functionality, and security
To manage cookies and user preferences
4. Legal Basis for Processing
We process personal data under the following lawful bases defined by the UK GDPR:
Contractual necessity: to fulfil recruitment or consultancy services you request.
Legitimate interests: for business operations, candidate placement, and service improvement.
Consent: when you agree to receive marketing communications or when we share your details with potential employers.
Legal obligation: when required to comply with UK employment, tax, or immigration laws.
You may withdraw consent at any time by contacting us at info@regencyhr.co.uk.
5. Data Sharing
We may share your information with:
Clients (employers) for the purpose of securing employment opportunities (only with your consent).
Third-party service providers such as background check services, cloud hosting, or IT support.
Regulatory authorities or law enforcement if required by law.
We will never sell or rent your personal data to third parties.
6. International Data Transfers
We primarily process and store data within the United Kingdom.
If your data is transferred outside the UK (for example, to clients or partners overseas), we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses or adequacy decisions.
7. Data Retention
We retain your data only for as long as necessary to fulfil the purposes for which it was collected:
Candidate data: up to 2 years from last contact (unless you request deletion or consent to a longer retention period).
Client data: for the duration of the business relationship and up to 7 years thereafter (for legal and accounting purposes).
Website data: as per our Cookie Policy.
You may request deletion of your data at any time (see Section 10).
8. Cookies and Tracking Technologies
Our Website uses cookies to:
Improve your browsing experience
Analyse site usage and traffic
Remember preferences (e.g., login sessions or language choices)
You can manage or disable cookies through your browser settings.
For more details, please refer to our Cookie Policy.
9. Data Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction.
These measures include secure servers, encryption, and access controls.
While we take all reasonable precautions, no system can guarantee absolute security.
10. Your Rights
Under UK data protection law, you have the right to:
Access the personal data we hold about you (“Subject Access Request”).
Request correction of inaccurate or incomplete data.
Request deletion of your data (“Right to be Forgotten”).
Object to or restrict processing in certain circumstances.
Withdraw consent where processing is based on consent.
Data portability (request transfer of your data to another controller).
To exercise your rights, contact us at info@regencyhr.co.uk.
We will respond within one month as required by law.
11. Marketing Communications
We may send you updates about job opportunities, HR insights, or RegencyHR services.
You can opt out of these communications at any time by clicking the “unsubscribe” link in emails or contacting us directly.
12. Changes to This Policy
We may update this Privacy Policy from time to time.
All updates will be posted on this page with a revised “Last Updated” date.
Please check this page periodically to stay informed.
13. Contact and Complaints
If you have questions or concerns about this Privacy Policy or how your data is handled, please contact us:
📧 info@regencyhr.co.uk
📞 +44 7346 278543
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk | Telephone: 0303 123 1113