Privacy Policy

When you use Synchro services, you trust us with your information. This Privacy Policy is designed to help you understand what data we collect, why we collect it and what we do with it. This is important so we hope you will take time to read it carefully.


Privacy Policy

As you use our services, we want you to be clear how we’re using information and the ways in which you can protect your privacy. Our Privacy Policy explains:

  • What information we collect and why.
  • How we use that information.
  • The choices we offer, including how to access and update information.

We’ve tried to keep it as simple as possible, but if you’re not familiar with any terms or if you have any questions, please contact us at hello@synchrorecruitment.co.uk or by using our contact us form below.


Information we collect

We will only collect information to provide better services to our users. As a recruitment agency, you will be familiar with the information collected as it will be present on your Curriculum Vitae (“CV”) in most cases.

We collect information in the following ways:

  • Information you give us. This information will be obtained from various sources but most likely will be via a CV that you have given us either a hard copy personally or via email. We may also receive your information from an application form you have completed, via a job aggregator where you have applied for a job, leaving your information through social media (Facebook, Twitter, Instagram).
  • Information we get from other sources. We could obtain information about you from searching third party sources such as LinkedIn and other job boards and sites where you have consented for your information to be shared. We may also get information from social media sites where you have registered your interest (Facebook like or follow us on Twitter) and if you were referred to us from a supplier that again you have provided your consent to.
  • Information we get from your use of our services. Please refer to our Cookie Policy for details.

Candidate Data: In order to provide the best possible employment opportunities, we need to process certain information about you so that we can give you tailored recommendations. We will only ask for details that are required to help us in order to help you. This includes your name, date of birth, contact details, education details, employment history, emergency contacts, immigration status, financial information (only if we are required to do financial background checks), and national insurance number. You may also choose to share other relevant information with us.

We may also ask for information related to your health, diversity, criminal convictions and/or a copy of passport and driving license where this is required for background checks. You will be informed of this prior to obtaining to these documents.

Client Data: If you are a Synchro customer, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services including (but not limited to):

  • finding the Candidates who are the right fit for you or your organisation via Synchro Recruitment
  • providing you with a Synchro Managed Services programme;
  • providing you with a Synchro Consultancy programme; and/or
  • notifying you of content published by Synchro which is likely to be relevant and useful to you.

Supplier Data: In order to ensure everything runs smoothly we will need a limited amount of information from our Suppliers. This will include contact details of relevant individuals at your organisation so that we can communicate with you and your bank details so that we can pay for the services that you provide us. This will normally form a contractual agreement between both parties.

References and Emergency Contact Data: All we need from referees is confirmation of what you already know about our Candidate or Employee, so that they can secure that job they have applied for. Emergency contact details give us somebody to call on in an emergency. For both, contact details will include their name, email address and telephone number. Again, you may choose to share other relevant information with us.


How we use information that we collect

Candidate Data: With our main focus being recruitment, we use the information we collect to allow us to help you find employment. The more information we have about you, your skills, ambitions, goals and requirements, the more bespoke we can make our service.

We will use your information for various reasons including (but not limited to):

  • Storing your up-to-date details on our database so that we can contact you regarding any recruitment activities
  • Providing you with our recruitment services and facilitating the recruitment process
  • Assessing your information against vacancies available
  • Sending your information to clients with regards to any possibly vacancies
  • Carrying out our obligations from any contracts we have entered between us
  • Facilitating our payroll and invoicing processes
  • Carrying out satisfaction surveys

In unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

Client Data: We use the information we collect to ensure that the contractual arrangements between us can be met and that relationships run smoothly.

We will use your information for various reasons including (but not limited to):

  • Storing your up-to-date details on our database so that we can contact you regarding any recruitment activities
  • Keeping records of our conversations and meetings so that we can provide the best possible service to you
  • Carrying out satisfaction surveys
  • Processing your data for any targeted marketing campaigns
  • In unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

Supplier Data: We use the information we collect to ensure that the contractual arrangements between us can be met, relationships run smoothly and we comply with legal requirements.

We will use your information for various reasons including (but not limited to):

  • Storing your up-to-date details on our database so that we can contact you regarding any recruitment activities
  • To offer services to you or obtain services from you
  • To ensure all contractual and legal obligations are met
  • In unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

Referees and Emergency Contact Data: We use the information we collect only for the purpose of ensuring references provide the information we already know about the candidate. For emergency contacts, to ensure we can contact you in the case of an emergency.

We will use your information for various reason including (but not limited to):

  • Storing your up-to-date details on our database so that we can contact you regarding any recruitment activities
  • For emergency contacts, we will only contact you in the event of an accident or emergency where you have been listed as the contact.
  • Referees, we will contact you in order to take up a reference which is an important part of the recruitment process.
  • In unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

We will ask for your consent before using information for a purpose other than those set out in this Privacy Policy.

Note: All data collected is stored within the EU/EEA.


Information that we share

We may share your personal data with various parties for various reasons. This will be primarily with prospective employers to increase your chances of finding employment. Unless you specify otherwise, we may also share your information with associated third parties such as our service providers where we feel this will help us to provide you with the best possible service.

With your consent -

  • Potential employers
  • Other organisations to increase your chances of finding employment
  • Third party partners/providers, job boards and job aggregators to increase your chances of finding employment
  • Individuals and/or organisations who hold information related to your reference

For legal reasons -

  • To meet any applicable law, regulation, legal process or enforceable request
  • To detect, prevent or otherwise address fraud, security or technical issues
  • To protect against harm to the rights, property or safety of Synchro, our users or the public, as required or permitted by law.


Information Security

We work hard to protect your information from unauthorised access to or unauthorised alteration, disclosure or destruction of information that we hold. We do this by implementing appropriate technical and organisational measures including but not limited to encryption, secure transfers, and privacy by default and design.

If you suspect any misuse, loss of or unauthorised access to your personal information please let us know immediately.


Retention Periods

Given the nature of recruitment, we will keep your information for as long as you are looking for employment opportunities. We will keep your data in our secure database for potential future roles but you are welcome to ask for your data to be deleted at any point. This is in line with your rights, detailed below.


Managing your personal data

You are welcome to update or delete any information we have on you unless there is a legitimate reason to keep it. Your rights with regards to your personal information are listed below.

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

To discuss your rights, and the managing of your personal data, please contact us at hello@synchrorecruitment.co.uk or by using our contact us form below. We aim to respond to any queries promptly and within one month of receipt of your request.

You can find out more about your rights on the Information Commissioner’s Office website.


Processing Your Data (Legitimate Reasons)

Under Article 6(1)(f), it states we can process your data where “processing is necessary for the purposes of the legitimate interests pursued by the controller [Us, Synchro] or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject [You] which require protection of personal data”.

We don't think that any of the activities prejudice our candidates, clients or suppliers. For our candidates, our activities allow us to give you a bespoke tailored service to help you find employment. If you disagree, then you do have the right to object as outlined by the rights earlier. If you would like to do this, please get in touch with us.

In some scenarios, we may be required to obtain your consent to the processing of your personal data. This could be opt-in consent or soft opt-in consent as described in Article 4(11) of the GDPR. All consent obtained in this manner will be recorded.


Contacting Us

If you would like to get in touch to discuss your personal data or anything else regarding this privacy policy then you can write to us at the following address:

Synchro Recruitment
Suite 64, Lakeview House,
Tournament Fields, Warwick,
CV34 6RG

Alternatively, you can email us at hello@synchrorecruitment.co.uk and call us on 02477 677 500.

Synchro is a UK based company and our local Supervisory Authority (SA) is the Information Commissioner’s Office (ICO). Should you need to, you can find details about contacting them here.

We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

Privacy Policy last updated on May 2018