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Data Protection Policy
Effective Date: 12/06/2024
Applies to: Poolhall Recruitment Limited & Better Job Adverts Ltd
Owned and maintained by: Matthew Tonks, Data Protection Officer
Email: matthew@poolhallrecruitment.co.uk
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1. Purpose and Scope
This policy outlines how Poolhall Recruitment Limited and its wholly owned subsidiary, Better Job Adverts Ltd, jointly comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all personal data processed in the course of recruitment, advertising, and employer services, including job promotion, candidate sourcing, recruitment services, and payroll (where applicable). The policy covers the collection, storage, processing, retention, and deletion of personal data relating to job candidates, clients and employers, website users, and partners.
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2. Lawful Basis for Processing
We process personal data based on one or more of the following legal grounds:
- Legitimate Interest – e.g., contacting candidates or advertising roles for clients
- Contract – fulfilling obligations to clients and candidates
- Legal Obligation – e.g., right-to-work checks, payroll compliance
- Consent – where required (e.g., for marketing communications)
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3. Data Retention and Deletion
Personal data is not retained longer than necessary. Standard retention periods are:
Account Data 3 years from last contact
Profile Data (CVs etc.) 3 years from last contact
Contact Data 2 years from last contact
Usage Data (web/platform) 2 years from last contact
Enquiry Data 2 years from last contact
Transaction Data 2 years from last contact
Notification Preferences 2 years from last contact
Correspondence 2 years from last contact
Exceptions may apply where we are legally required to retain data for compliance, vital
interests, or contractual performance.
4. Your Rights
Under the UK GDPR, individuals have the right to:
- Access their personal data
- Request rectification or erasure
- Restrict or object to processing
- Request data portability
- Lodge a complaint with the ICO
To exercise your rights, contact the Data Protection Officer listed below.
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5. Policy Amendments
This policy may be updated periodically. We recommend checking our website regularly. Material changes may be notified via email or other communication channels.
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6. Data Sharing
Data may be shared with trusted third parties (e.g., employers, referees, advertising platforms, recruitment systems, payroll providers) for the performance of services or compliance purposes. As Better Job Adverts Ltd and Poolhall Recruitment Ltd operate in integrated recruitment and job advertising environments:
- Job advertising and candidate data may be shared across both companies.
- Poolhall Recruitment manages payroll for temporary workers, whereas Better Job Adverts does not engage in payroll processing. All internal and external data sharing is conducted under appropriate legal safeguards, including contractual clauses and secure platforms.
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7. Our Details
Poolhall Recruitment Limited
Company Number: 13319338
Registered Office: Barking House, Farndon Road, Market Harborough, Leicestershire, LE16 9NP
Phone: 0121 516 3000
Better Job Adverts Ltd
Company Number: 16403382
Registered Office: 1 Broad Lane, Wolverhampton, England, WV3 9BJ
Phone: 07564 754637
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8. Contact Us
Data Protection Officer: Matthew Tonks
Email: matthew@poolhallrecruitment.co.uk
Phone: 0121 516 3000 or 07564 754637