Privacy Policy
Privacy Policy
The Clay Partnership Limited
Company Number: 12647207
1. Introduction
The Clay Partnership Limited (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and other applicable privacy laws.
This policy applies to candidates, clients, contractors, suppliers, website visitors, and any individuals whose personal data we process in the course of our recruitment and business activities.
Our recruitment activities involve the processing of candidate information including CVs, career histories, qualifications, employment records, and contact information.
2. Who We Are
The Clay Partnership Limited
Lodge 20
Dunston Business Village
Dunston
Staffordshire
ST18 9AB
Email: enquiries@theclaypartnership.com
Telephone: 01785 450154
For the purposes of data protection legislation, The Clay Partnership Limited is the “Data Controller” of your personal data.
3. The Information We Collect
We may collect, store, and process the following categories of personal data:
Candidate Information:
• Full name
• Address
• Email address
• Telephone number
• Date of birth
• Right to work documentation
• Nationality and visa information where applicable
• Curriculum Vitae (CV)
• Career history and employment records
• Qualifications and certifications
• Salary information and expectations
• Interview notes and assessments
• References and referee details
• LinkedIn profiles and publicly available professional information
• Psychometric or skills testing results where applicable
Client Information:
• Business contact details
• Job titles
• Company information
• Communications and correspondence
Website and Technical Information:
• IP address
• Browser type and device information
• Website usage data
• Cookies and analytics data
4. How We Collect Your Data
We may collect personal data directly from you, through CV submissions and job applications, via LinkedIn or professional networking platforms, from referees and previous employers, through job boards and recruitment platforms, through our website and contact forms, during interviews and recruitment discussions, and from publicly available sources.
5. How We Use Your Information
We use personal data for legitimate business and recruitment purposes including:
• Matching candidates with suitable employment opportunities
• Providing recruitment and executive search services
• Communicating with candidates and clients
• Assessing suitability for roles
• Conducting reference and background checks
• Managing ongoing business relationships
• Complying with legal and regulatory obligations
• Maintaining recruitment records
• Sending relevant job opportunities and marketing communications where permitted
Our lawful bases for processing personal data include legitimate interests, performance of a contract, compliance with legal obligations, and consent where required.
6. Marketing Communications
We may contact you regarding job opportunities, recruitment updates, industry insights, and business news and marketing communications.
You have the right to opt out of marketing communications at any time by clicking the unsubscribe link in emails, contacting us directly at enquiries@theclaypartnership.com, or requesting removal from marketing lists.
We will promptly honour all marketing opt-out requests.
7. Sharing and Processing Your Information
We may share personal data with prospective employers and clients, recruitment software providers and Applicant Tracking Systems (ATS), IT and cloud storage providers, payroll and compliance providers, professional advisers, and government or regulatory bodies where legally required.
We may also share information with trusted third-party service providers who process data on our behalf. These providers are required to maintain appropriate security measures and process data only in accordance with our instructions.
These third-party services may include, but are not limited to:
• Customer Relationship Management (CRM) systems
• Applicant Tracking Systems (ATS)
• Email delivery and email marketing platforms
• Cloud storage and hosting providers
• Artificial Intelligence (“AI”) and automation services
• Document management systems
• Video interviewing and communication platforms
• Analytics and website performance providers
• Payroll, compliance, and background screening services
We do not sell personal data to third parties.
8. Data Retention
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, regulatory, accounting, and operational requirements.
For recruitment records and candidate information, our standard retention period is generally 10 years from the date of last meaningful contact or engagement.
However, we reserve the right to retain records for longer periods where ongoing business relationships exist, legal or regulatory obligations require it, the information may be relevant to future recruitment opportunities, or it is necessary for the establishment, exercise, or defence of legal claims.
9. How We Protect Your Data
We maintain appropriate technical and organisational security measures designed to protect personal data against unauthorised access, accidental loss, disclosure, alteration, and destruction.
These measures include secure systems and password protection, restricted access controls, encrypted services where appropriate, secure cloud-based technologies, and staff training and confidentiality obligations.
10. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
• Right of Access
• Right to Rectification
• Right to Erasure
• Right to Restrict Processing
• Right to Data Portability
• Right to Object
• Right to Withdraw Consent
• Right to Lodge a Complaint with the Information Commissioner’s Office (ICO)
We encourage you to contact us first so we can attempt to resolve any concerns directly.
If we fail to respond to your Subject Access Request (SAR) within 30 days of receipt or you wish to make a complaint relating to our response to your SAR or any other data rights request, you should initially contact:
Administration Dept. The Clay Partnership Limited, Lodge 20, Dunston Business Village, ST18 9AB
Email: enquiries@theclaypartnership.com
Telephone: 01785 450154
You also have the right to complain to the Information Commissioner’s Office if you believe that we have not complied with the above policy or the law pertaining to your personal information.
ICO Website: https://ico.org.uk
ICO Telephone: 0303 123 1113
11. Cookies and Website Tracking
Our website may use cookies and similar technologies to improve website functionality, analyse website traffic, enhance user experience, and support marketing activities.
You can manage cookie preferences through your browser settings.
12. Third-Party Websites
Our website may contain links to external websites. We are not responsible for the privacy practices or content of third-party sites. We encourage users to review the privacy policies of those websites before submitting personal information.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal, regulatory, or operational requirements. Any updated version will be published on our website with the revised effective date.
14. Contact Us
If you have any questions regarding this Privacy Policy or how your personal data is handled, please contact:
The Clay Partnership Limited
Lodge 20
Dunston Business Village
Dunston
Staffordshire
ST18 9AB
Email: enquiries@theclaypartnership.com
Telephone: 01785 450154