GDPR Policy

GDPR Policy

V1 Recruitment Ltd

Address: First Floor, Swan Buildings, 20 Swan Street, Manchester, M4 5JW

Email: gdpr@v1recruitment.com

Last updated: November 2025

1. Purpose of This Policy

V1 Recruitment Ltd (“the Company”) is committed to compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we handle, process, and protect personal data belonging to candidates, clients, suppliers, and employees.

2. Scope

This policy applies to:

• All employees and contractors of V1 Recruitment Ltd.
• All data held relating to candidates, clients, and suppliers.
• All systems, both electronic and paper-based, that store personal data.

3. Data Protection Principles

Under UK GDPR, we comply with the following principles:

1. Lawfulness, fairness, and transparency – We process data lawfully and transparently.
2. Purpose limitation – Data is collected for specified, legitimate purposes.
3. Data minimisation – We collect only data that is relevant and necessary.
4. Accuracy – We ensure personal data is accurate and up to date.
5. Storage limitation – Data is retained only for as long as necessary.
6. Integrity and confidentiality – We secure personal data against unauthorised access, loss, or damage.
7. Accountability – We take responsibility for compliance with GDPR principles.

4. Lawful Bases for Processing

V1 Recruitment Ltd processes personal data under the following lawful bases:

• Consent: when individuals agree to have their data shared with clients.
• Contract: to fulfil our obligations when providing recruitment services.
• Legal obligation: to comply with right-to-work, tax, or other employment laws.
• Legitimate interest: to carry out recruitment and business operations.

5. Data We Process

We may process:

• Candidate information (CVs, work history, education, right-to-work documents).
• Client contact information.
• Employee and supplier information.
• Communication and correspondence records.

6. Data Subject Rights

Individuals have the following rights under UK GDPR:

• To access their personal data.
• To correct or update inaccurate data.
• To request deletion of data.
• To restrict or object to processing.
• To data portability.
• To withdraw consent at any time.

Requests should be sent to: gdpr@v1recruitment.com.

We will respond within one month of receiving the request.

7. Data Retention

Personal data will be retained for 2 years after the last contact with the individual unless required by law to keep it longer.

After this period, data will be securely deleted or anonymized.

8. Data Security

We apply technical and organizational measures to protect personal data, including:

• Secure password-protected systems.
• Encrypted storage and backups.
• Restricted access to authorized personnel only.
• Staff training on data protection and confidentiality.

9. Data Breaches

In the event of a data breach, we will:

1. Assess the risk to individuals’ rights and freedoms.
2. Notify the Information Commissioner’s Office (ICO) within 72 hours if required.
3. Notify affected individuals if there is a high risk of harm.
4. Keep a written record of all data breaches.

10. Data Sharing and Third Parties

We may share data with:

• Clients (for recruitment purposes).
• Service providers (e.g. IT, payroll, or background check providers).
• Legal or regulatory bodies where required by law.

All third parties handling data on our behalf must comply with GDPR and sign appropriate data processing agreements.

11. International Data Transfers

Where data is transferred outside the UK or EEA, we ensure adequate safeguards such as Standard Contractual Clauses or equivalent protection measures.

12. Staff Responsibilities

All staff are required to:

• Handle data in line with this policy and GDPR.
• Report any suspected breaches immediately.
• Keep personal data secure and confidential at all times.

13. Training and Review

All employees receive GDPR and data protection training during onboarding and periodically thereafter.

This policy is reviewed annually or whenever regulations change.

14. Contact Information

For all GDPR-related queries, contact:

Data Protection Officer

V1 Recruitment Ltd

First Floor, Swan Buildings, 20 Swan Street, Manchester, M4 5JW

📧 gdpr@v1recruitment.com