This Privacy Policy sets out how trg. uses and protects any information that you give us when you Privacy Policy
This Privacy Policy sets out how trg. uses and protects any information that you give us when you use this website.
Who we are
Total Recruitment Specialists Ltd (trg.) – located at 3-4A Little Portland St, London W1W 7JB.
We provide permanent and temporary recruitment services to clients in the Software Engineering industry looking to recruit personnel for their businesses.
We are the data controller of your personal data and are registered in England and Wales under company number 5452567. Our ICO registration number is Z9104918.
If you have questions or wish to exercise your data protection rights, please contact our Data Protection Officer (DPO):
📧 gdpr@trg-uk.com
📍3-4A Little Portland St, London W1W 7JB
What does this Policy cover?
At trg. we take your personal data seriously. This policy:
- sets out the types of personal data that we collect about you
- explains how and why we collect and use your personal data
- explains how long we keep your personal data for
- explains when, why and with who we will share your personal data
- sets out the legal basis we have for using your personal data
- explains the effect of refusing to provide the personal data requested
- explains the different rights and choices you have when it comes to your personal data
- explains how we may contact you and how you can contact us
What personal data do we collect about you?
We collect the information necessary to be able to find available opportunities and further information needed to assess your eligibility through the different stages of recruitment. This information includes CVs, identification documents, educational records, work history, employment and references.
Further along the process, we may also collect sensitive personal data about you, in the form of passport or driver’s licence scans, visa details and bank details. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.
Where do we collect personal data about you from?
The following are the different sources we may collect personal data about you from:
- Directly from you – information you provide while searching for a new opportunity and/or during the different recruitment stages.
- From an agent/third party acting on your behalf – e.g. Contractors Limited Company.
- Through publicly available sources – such as:
- Job Boards
- GitHub
- By reference or word of mouth – you may be recommended by a friend, a former employer, a former colleague or a present employer.
Where we collect your information through publicly available sources as set out above, we may do this with the aid of software programs such as Bullhorn. These programs are given parameters on the requirements of a role and search through publicly available sources to find such candidates. These programs are designed to only output information on candidates that meet the search criteria. The parameters of this program are restricted to only searching for name, age and job role information from public sites where there is a reasonable expectation that such information may be collected and further processed by job recruiters.
How do we use your personal data?
We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are chosen by the client and go through to the next stage, we will then collect more information from you at the interview (or equivalent) stage and onwards.
We do not use your data for automated decision-making or profiling.
How long do we keep your personal data for?
We retain candidate data for 12 months from the last meaningful contact unless:
- we place you in a role, in which case we may retain for longer due to legal or contractual reasons
- you request earlier deletion
- we are legally required to retain it longer (e.g. for tax or audit purposes)
We may retain some of your information after you cease to use our services if necessary to meet legal obligations.
When determining the relevant retention periods, we consider:
- our contractual obligations and rights
- legal obligations under applicable law
- our legitimate interests (balanced against your rights)
- statute of limitations
- (potential) disputes
- your request to delete data
- guidance from data protection authorities
We securely erase your data when we no longer require it.
Who do we share your personal data with?
We may share your personal data with:
- Clients – to assess your suitability for available positions
- Third parties acting as data processors – such as our CRM provider (e.g. Bullhorn), IT support, accountancy or payroll providers, who are contractually bound to protect your data
- Referees – to verify your employment history or performance, with your consent
All third-party data sharing is governed by data protection agreements.
We do not transfer your data outside the UK or EEA. If this changes, we will update this policy and ensure lawful safeguards are in place.
What legal basis do we have for using your information?
For prospective candidates, contractors, referees and clients, our lawful bases for processing include:
- Legitimate interests – we need the information to assess suitability for roles, contact clients, and facilitate placements. We perform a balancing test to ensure our interests do not override your rights.
- Consent – where sensitive data is processed or where references are obtained
- Contract – where processing is necessary to deliver recruitment services to you or a client
- Legal obligation – where required by law, such as financial or tax records
What happens if you do not provide us with the information we request or ask that we stop processing your information?
If you do not provide necessary personal data, or withdraw consent, we may be unable to match you with available job opportunities or continue our services.
Do we make automated decisions concerning you?
No, we do not carry out automated profiling or decision-making.
Do we use Cookies to collect personal data on you?
To provide better service on our websites, we use cookies.
See our cookie policy here for more details.
Do we transfer your data outside the EEA?
No. We currently do not transfer personal data outside the UK or EEA.
What rights do you have in relation to the data we hold on you?
You have the following rights under UK data protection law:
- The right to be informed – You have the right to clear information about how we use your data (this policy).
- The right of access – You can request a copy of the data we hold about you.
- The right to rectification – You can ask us to correct inaccurate or incomplete data.
- The right to erasure – You can ask us to delete your data (with some exceptions).
- The right to restrict processing – You can ask us to suspend processing of your data.
- The right to data portability – You can request your data in a portable format.
- The right to object – You can object to certain processing, including direct marketing.
- The right to lodge a complaint – You can complain to the UK’s Information Commissioner’s Office (ICO):
- www.ico.org.uk
- 📞 0303 123 1113
- The right to withdraw consent – You can withdraw consent at any time (this won’t affect processing already done with your consent).
We usually act on requests free of charge within one month, unless the request is excessive or repeated.
How will we contact you?
We may contact you by phone, email or social media (e.g. LinkedIn). If you prefer a specific method, just let us know.
How can you contact us?
If you’re unhappy with how we’ve handled your data or want to exercise your rights, please contact:
📧 gdpr@trg-uk.com
📍 3-4A Little Portland St, London W1W 7JB