Candidate Privacy Notice

About this notice

This notice explains how Cook Williams Group Ltd processes personal information relating to candidates, prospective candidates and individuals involved in recruitment processes.

Candidate information

Depending on our relationship with an individual, information may include:

• name and contact information;
• CV and employment history;
• education and professional qualifications;
• current and expected remuneration;
• location and role preferences;
• professional profiles;
• application information;
• interview information;
• communications with CWG;
• referee information;
• right-to-work or identity information where required;
• information provided by prospective employers during a recruitment process; and
• other information voluntarily provided that is relevant to recruitment.

Where genuinely necessary and legally permitted, recruitment processes may also involve special-category personal information or information concerning criminal convictions.

Where information may come from

Information may be provided directly by the candidate or obtained from appropriate professional and recruitment sources, including:

• professional networking platforms;
• recruitment/job platforms;
• referrals;
• publicly available professional information;
• previous communications with CWG; and
• prospective employers involved in recruitment processes.

Why we use candidate information

CWG may use candidate information to:

• understand experience and career requirements;
• identify potentially suitable opportunities;
• communicate about recruitment;
• assess suitability for roles;
• represent candidates during agreed recruitment processes;
• arrange interviews;
• manage applications;
• maintain appropriate recruitment records;
• provide and improve our recruitment service; and
• comply with legal obligations.

Lawful bases

Depending on the activity, CWG may rely on:

• legitimate interests in operating a professional recruitment business;
• steps taken at a candidate's request before entering into a contract;
• performance of a contract;
• legal obligations; or
• consent where required.

Appropriate additional conditions will be used where special-category or criminal-offence information is processed.

Sharing candidate information

CWG may share relevant candidate information with organisations considering individuals for employment or engagement.

CWG will not ordinarily submit an identifiable CV or candidate profile to a prospective employer without first discussing the opportunity with the candidate.

Information shared should be reasonably necessary for the recruitment process.

Technology providers

Candidate information may also be processed by technology providers supporting CWG's recruitment operations, including CRM, communications, website hosting and related business systems.

When Recruit CRM is implemented, this notice must be reviewed and updated to accurately describe its role.

Website recruitment enquiries are processed through Netlify Forms and retained in CWG's Netlify dashboard. Submission notifications are sent to CWG's business email.

Retention

CWG's initial candidate retention approach is to review candidate information approximately 24 months after the last meaningful interaction where there is no ongoing recruitment relationship.

At that point information may be deleted, anonymised, refreshed with the candidate or retained where there is an appropriate continuing reason.

Records relating to completed placements, contractual matters, financial transactions, legal requirements or disputes may need to be retained for longer.

Candidate rights

Candidates may contact CWG to:

• update personal information;
• ask CWG to stop contacting them about opportunities; or
• exercise applicable data-protection rights.

Contact: enquiries@cookwilliamsgroup.com

Individuals may also complain to the Information Commissioner's Office.