Joint Privacy Policy

Effective Date: 12/06/2025

Applies to: Poolhall Recruitment Limited & Better Job Adverts Ltd
Owned and maintained by: Matthew Tonks, Data Protection Officer
Email: matthew@poolhallrecruitment.co.uk

1. Introduction

Poolhall Recruitment Limited and Better Job Adverts Ltd are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and share your information when you engage with our recruitment and job advertising services.
Better Job Adverts Ltd is a wholly owned subsidiary of Poolhall Recruitment Limited, and
although it is a separate legal entity, it operates under full control of Poolhall Recruitment as a rebranded service line.

2. Who We Are

This Privacy Policy applies to:
- Poolhall Recruitment Limited (Company No. 13319338)
- Better Job Adverts Ltd (Company No. 16403382)
These entities work together under joint data protection governance and share resources, including databases and systems, to deliver integrated recruitment and job advertising services.

3. What Data We Collect

We may collect the following categories of personal data:
- Identity Data: name, date of birth, national insurance number
- Contact Data: email, phone number, address
- Professional Data: CV, job history, qualifications
- Technical Data: website usage, IP address
- Communication Data: records of enquiries or interactions
- Marketing and Preferences Data

4. How We Use Your Data

Your data is used for:
- Providing recruitment and job advertising services
- Contacting you about roles or services
- Payroll and compliance (where applicable)
- Internal analysis and improvement of services
- Sending marketing and promotional communications (if permitted)

5. Lawful Basis for Processing

We rely on the following legal bases:
- Legitimate Interests
- Performance of Contract
- Legal Obligation
- Consent (where required, such as for marketing)

6. Sharing of Data Between Poolhall Recruitment and Better Job Adverts

Given Better Job Adverts is a rebranded service line fully controlled by Poolhall
Recruitment:
- Client and candidate data is stored and managed centrally.
- Business development databases are shared between both companies to coordinate
outreach, manage relationships, and deliver services effectively.
- This includes CRM records, past client interactions, service notes, and marketing consents.
- Access to data is restricted to authorised staff and managed under a common data
protection framework.

7. Data Retention

Personal data is not retained longer than necessary:
- Candidate and client data is retained for up to 3 years from last meaningful contact.
- Marketing preferences and communications are maintained for 2 years unless opted out earlier.

8. Your Rights

Under the UK GDPR, you have the right to:
- Access, correct, or delete your personal data
- Object to or restrict processing
- Request data portability
- Withdraw consent where applicable
- Lodge a complaint with the ICO

9. Contact Information

Data Protection Officer: Matthew Tonks
Email: matthew@poolhallrecruitment.co.uk
Phone: 0121 516 3000 or 07564 754637