Recruitment Privacy Policy

Clover Recruitment is committed to protecting and respecting your privacy. This policy outlines how we collect, use, store, and share your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our services, you agree to the practices outlined in this document.

Who We Are

Clover Recruitment is a recruitment company operating in the United Kingdom. As part of our operations, we may share certain data with our sister company, Clover HR Services, in accordance with this privacy policy.

Candidates

Why do we collect your data?

We collect personal information that is relevant to help us secure the best work opportunities for you. We only ask for personal details that will genuinely help us to find you a role

What Information We Collect

We may collect the following types of personal data:

  • Your name, address, email address, and phone number.
  • Your CV, employment history, qualifications, and references.
  • Any additional information you provide during the recruitment process (e.g.,
    interview notes).
  • Identification documents (e.g., passport, driver’s license) where required.

If you would like to find out what personal data, we hold on you, you can contact privacymanager@cloverhr.co.uk for more information.

How do we collect your personal data?

In the vast majority of cases, our candidates register their personal details on our website which connects to our CRM (HubSpot) or by submitting an application for roles through our database, Zoho Recruit. On occasion, personal data is also collected through:

  • Emails to our staff
  • LinkedIn messages to our staff
  • Phone conversations with our staff
How We Use Your Information

The personal data we collect may be used for the following purposes:

  • To match your skills and experience with suitable job opportunities.
  • To contact you about roles that may be of interest to you.
  • To comply with legal and regulatory requirements.
  • To share relevant information with Clover HR Services for administrative and HRrelated support.
How Long We Keep Your Data

We retain your personal information for a period of 6 months from the date it is collected or from the completion of our services, whichever is later. This retention period allows us to fulfil our contractual obligations, respond to any follow-up queries, and comply with applicable legal or regulatory requirements. After this period, your data will be securely deleted or anonymised unless a longer retention period is required by law.

Who do we share your personal information with?

We share your personal information with prospective employers so we can fit you to the best role for you and the client.
As part of our operations, your data may be transferred to our sister company, Clover HR Services, for the following purposes:

  • HR advisory and compliance services related to your employment or placement.
  • Additional administrative support to ensure smooth processes.

Clover HR Services adheres to the same rigorous data protection standards as Clover Recruitment.

Clients

Why do we collect your data?

We collect and use information about you and your company in order to help you access candidates who are the right fit for you, the role and your company.

What Information We Collect

We may collect the following types of personal data from our clients:

  • Client name
  • Contact phone number
  • Website
  • Address
  • Name(s) of contact(s)
  • Email address of contact(s)

If you would like to find out what personal data, we hold on you, you can contact privacymanager@cloverhr.co.uk for more information.

How do we collect your personal data?

Personal data is collected through:

  • Emails to our staff
  • LinkedIn messages to our staff
  • Phone conversations with our staff
Who do we share your personal information with?

We share your personal information to ensure that we are providing you with a pool of suitable candidates for each role.

Data Sharing with Clover HR Services

As part of our operations, your data may be transferred to our sister company, Clover HR
Services, for the following purposes:

  • HR advisory and compliance services related to your employment or placement.
  • Additional administrative support to ensure smooth processes

Clover HR Services adheres to the same rigorous data protection standards as Clover Recruitment.

Legal Basis for Processing

We process your personal data on the following legal bases:

  • Consent: By engaging with Clover Recruitment, you consent to the collection and
    processing of your data.
  • Contractual obligations: Data processing is necessary to fulfil our recruitment
    services.
  • Legitimate interests: To ensure efficient recruitment processes and HR-related
    support.
  • Legal requirements: To comply with relevant legislation.

We collect personal information to secure the best work opportunities for you. We only request details that assist in finding you a role (see ‘What information do we collect’).

How We Store Your Data

Your data is stored securely on systems compliant with UK GDPR standards. Access to personal data is restricted to authorised personnel.

We store our candidate and client data in two main places:

  • On Zoho, which is our cloud-based recruitment management platform;
  • And where appropriate on internal systems (Office 365) within Clover HR Services and Clover Recruitment.

Retention Period

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy or as required by law. If you wish to have your data deleted, you may contact us directly.

Your Rights

Under UK GDPR, you have the following rights:

  • The right to access the personal data we hold about you.
  • The right to correct any inaccurate or incomplete data.
  • The right to request data erasure under certain conditions.
  • The right to restrict processing if you contest its accuracy or legality.
  • The right to data portability.
  • The right to object to the processing of your data.
  • The right to lodge a complaint with the Information Commissioner’s Office (ICO).

How to Contact Us

If you have any questions or concerns about this privacy policy or wish to exercise your rights, please contact us at: privacymanager@cloverhr.co.uk.

Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in legal requirements or our practices. We encourage you to review this policy periodically to stay informed.

Approval and Review

This privacy policy is effective as of 1st May 2025. It has been reviewed and approved by the Directors of Clover Recruitment.