Privacy Policy

Policy last updated: 1st February 2025

Titanium Professionals Privacy Policy:

Introduction:

This Privacy Policy covers all data collection and processing activities carried out by Titanium Professionals Ltd. In this Policy, any mention of Titanium Professionals Ltd (or terms like 'we,' 'us,' or 'our') refers specifically to Titanium Professionals Ltd.

Why is this Privacy Policy important?

At Titanium Professionals, we prioritise your privacy. This Privacy Policy outlines how we handle your personal data to protect your privacy. It explains how we gather, utilise, and process your data, detailing what we do with it, whether we're assisting you in finding a job, maintaining our relationship with you after placing you in a role, providing or receiving services, or using your data to seek assistance regarding one of our Candidates, or if you are visiting our website.

This Privacy Policy applies to the personal data of Candidates, Clients, Contractors, Staff, Suppliers, Website Visitors, and others whom we may contact in connection with our Candidates or those listed as emergency contacts.

We reserve the right to update this Privacy Policy at any time. Please refer to the “Last Updated” section at the top of this page to see when it was last revised. Any updates to this Policy will take effect on the date specified, and we will make every effort to inform you of significant changes via email and/or by posting a notice on our website. By continuing to use our services, you acknowledge and accept any modifications made to this Privacy Policy.

Additionally, we may be required to provide certain details to government authorities, such as HMRC and other regulatory bodies, in compliance with legal obligations.

If you are unhappy with any part of this Privacy Policy, you may have legal rights, which we have outlined where applicable.

How do we use your personal data?

Titanium Professionals collects your personal data to support the recruitment process. While you are not obligated to provide your personal data, without it, we may be unable to offer certain services. We only request information that is essential to assist you effectively and ensure that we do not gather more data than is necessary for our purposes.

Here are the three main ways we do this:

Recruitment Activities We process your data to provide work-finding services including:

Contacting you about job opportunities
Assessing your suitability
Updating our databases
Submitting your information to clients
Managing our relationship with you

Occasionally, we may send you information we think you'll find valuable, including:

Marketing other products and services
Promoting our recruitment services
Sharing industry reports, offers, and events
Featuring your success story on our website (with your consent)

If you opt out of marketing, your data might still be collected from public sources in some cases. You can manage advertising preferences through your cookie settings.

We may use your data to investigate and comply with legal obligations, including crime detection and internal audits for compliance with industry standards.

Furthermore, we will only retain your data for as long as needed to fulfil those purposes.

We do not typically collect sensitive personal information unless it is required for recruitment, legal obligations, or to maintain an ongoing relationship with you. Sensitive information includes data such as racial or ethnic origin, health conditions, sexual orientation, religious beliefs, political views, trade union membership, or criminal records. We recommend that you avoid providing such sensitive information unless we specifically request it. If you do share this type of data, we will take it as your consent to process it as outlined in this Privacy Policy.

The type of personal data we collect and how we use it depends on your relationship with us. Below, we outline what data we hold and will be stored, the systems where it is stored, how long we retain it, with whom it is shared, the legal basis for processing it, and your rights.

The details provided here are in addition to any personal data we are required by law to process under specific circumstances.

Unless stated otherwise, the Data Controller is named in the Appendix at the bottom of this Privacy Policy, for the personal information you share with us. If you have any questions about how we manage your personal data, feel free to contact us.

What data will be stored?

Depending on the specific situation and needs, we may gather some or most following personal information to help us provide you with job opportunities that match your interests, skills, experience, and expectations:

Personal details: Full name, date of birth, contact information (address, email, phone number).
Employment history: CVs or resumes detailing previous roles, work experience, and skills.
Education and qualifications: Academic background, certifications, and relevant qualifications.
Identity documents: Copies of identification such as a passport, driving license, or other legal documents to verify identity.
References: Contact details and feedback from previous employers or supervisors.
Bank details: For processing payments, especially if the agency handles payroll for temporary or contract workers.
Right to work documentation: Details of and proof of eligibility to work in a particular country (e.g., visas or work permits).
Sensitive data: If required, health information or criminal background checks, but only if necessary for the role.
Communications: Records of interactions such as emails, calls, or messages regarding job applications or inquiries.

Please be aware that the list of personal data we may collect is not comprehensive.

How do we gather your personal data?

We obtain your personal information through three main methods:

Data you provide directly as a candidate
Data we receive from third-party sources
Data we collect automatically

Titanium Professionals requires specific details from you to deliver personalised services. This data helps us present you with the best job opportunities and enhances your job search experience. You can share your personal information with us in several ways, including but not limited to:

Entering your information on the Titanium Professionals website during registration
Submitting a hard copy of your CV at a recruitment event, job fair, or our office
Sending your CV via email to a Titanium Professionals consultant or attending an interview, this also includes third-party platforms like LinkedIn
Applying for jobs through a third-party job aggregator that redirects you to the Titanium Professionals website

Along with the information you provide directly, Titanium Professionals may also collect personal data about candidates from external sources. This may occur in the following scenarios, among others:

Your referees may share information about you
Clients may provide us with personal details about you
We may gather information about you from third-party platforms like LinkedIn and job boards
If you engage with our content on social media, such as liking our page on Facebook or following us on Twitter, we may receive personal information from those sites

When you access our website or interact with our emails, we may automatically collect data or receive it through your interactions with us.

How will my data be stored?

Your data will be kept on secure servers, via our ATS provider and processed within the country. We utilise industry-standard security measures to protect your information.

We prioritise your privacy and will use your personal data solely to deliver the services you’ve requested and to share information about relevant services and job vacancies. Rest assured, we will never sell or share your personal information outside of what is outlined here.

How will we retain your personal data?

We will retain your personal data for up to seven years following our last significant interaction with you (or with the company providing your services if you are represented by a third party). Depending on legal requirements, we may need to hold your data for longer than seven years; in such cases, your data will be kept for the duration mandated by law.

Who do we share your personal data with?

When appropriate and in line with local laws, we may share your personal data with the following groups:

Our affiliated companies/clients
Individuals and organisations related to your references or application, such as current, former, or potential employers, educational institutions, examining bodies, and recruitment agencies
Tax, audit, or regulatory authorities when we believe, in good faith, that sharing is required by law (e.g., in response to a tax authority request or in connection with potential litigation)
Third-party service providers who assist us, including consultants, legal and financial advisors, technical support, and IT specialists involved in testing and developing our systems
External IT and document storage providers with whom we have suitable processing agreements or protections
Marketing technology platforms and suppliers
Potential employers and other recruitment agencies to enhance your job search opportunities
Job boards and aggregators that may help connect you with suitable positions
Managed Service Provider (MSP) suppliers as part of our clients' MSP programs
Third parties engaged to conduct reference, qualification, and criminal background checks, in compliance with local laws

What is the Lawful Basis for Processing?

Under Article 6 of the General Data Protection Regulation (GDPR), we are required to process all personal data in a lawful, fair, and transparent manner.

According to Article 6(1)(f), Titanium Professionals can process your data when “processing is necessary for the legitimate interests pursued by the controller or a third party unless these interests are overridden by the rights and freedoms of the data subject that require protection of personal data, particularly when the data subject is a child.”

In simpler terms, this means that Titanium Professionals has a valid reason to process your data, provided it is reasonable and aligns with your expectations.

As a Candidate, it is reasonable for you to expect us to collect and use your personal information to deliver recruitment services, share your details with potential employers, and match your skills to current vacancies - especially when you have submitted your information directly, uploaded your CV to job boards, or shared it on professional networking sites. If it appears that you might be offered a position, the prospective employer may wish to verify the information you provided or confirm your qualifications, experience, or references. Sharing this information is essential for helping you and other candidates to secure the jobs you deserve and allows us to operate as a successful recruitment business.

We believe it is reasonable to use your personal data to offer a personalised recruitment service, enhancing your job search experience and ensuring you receive the most relevant content.

As a Client, you should know that we collect specific information to provide effective recruitment services. This includes details about your organisation, the roles you need to fill, and the qualifications you seek in candidates. When you engage with us, you can expect us to share relevant candidate information, particularly when candidates have submitted their details directly or through job boards and professional networking sites. If a candidate seems suitable for a position, we may verify their information, qualifications, and references before presenting them to you. This process is essential for helping you find the right talent and enables us to operate successfully as a recruitment business.

As a Contractor, it is reasonable for you to expect us to collect the following and use your personal information for key purposes such as:

Assessment of Fit: To evaluate your skills, qualifications, and experience against the requirements of the role.
Verification: To confirm the accuracy of the information you’ve provided, such as employment history, qualifications, and references.
Contractual Obligations: To draft and manage any contracts or agreements, including remuneration details and working conditions.
Communication: To contact you regarding the recruitment process, interviews, or any updates related to your application.
Compliance: To ensure compliance with legal requirements, such as right-to-work documentation and tax obligations.
Record Keeping: To maintain records for auditing and administrative purposes related to recruitment and employment.
Workplace Integration: To facilitate onboarding processes, including setting up payroll, benefits, and other administrative functions.

In some instances, we may need to use your data for investigating, reporting, and detecting crime, as well as to comply with applicable laws. We may also use your information during internal audits to demonstrate our adherence to industry standards.

While we believe these activities do not negatively impact you - rather, they enable us to provide the service you’ve engaged us for - you have the right to object to our processing of your data on this basis.

How can I change my preferences?

We adhere to the UK GDPR data protection regulations. Your rights are important to us, and we are committed to responding to any requests for access to your personal information, as well as requests to delete, correct, transfer data, or halt processing. We can also guide you on how to raise complaints with the appropriate authorities, such as the Information Commissioner’s Office. Any requests or objections should be submitted in writing to the Data Controller. Alternatively, you can visit our website, call, or email us at any time to adjust your preferences.

What are my rights?

The General Data Protection Regulation (GDPR) grants individuals the following rights:

Right to Be Informed: You have the right to know how your personal data is collected and used. This Privacy Notice aims to provide that clarity. If we obtain your data from third parties, we will inform you within one month.
Right of Access: You can request confirmation that your data is being processed, access to your personal data, and additional information. To check if we hold your data, you can submit a Subject Access Request (SAR).
Right to Rectification: You may ask for corrections to inaccurate or incomplete data. We will verify your identity and, if justified, update our records. You’ll be informed of the outcome within one month.
Right to Erasure (Right to Be Forgotten): You can request the deletion of your personal data under certain conditions, such as if it's no longer needed or if you withdraw consent. We’ll inform you of the outcome within one month.
Right to Restrict Processing: You can request a limitation on how we process your data under specific circumstances. We will notify you of the outcome within one month.
Right to Data Portability: You can obtain and reuse your personal data across different services. We will provide your data in a structured, commonly used format if our processing is based on consent or contractual obligations.
Right to Object: You can object to processing based on legitimate interests or for direct marketing. We must cease processing unless we have compelling grounds.
Rights in Relation to Automated Decision Making and Profiling: You have rights concerning fully automated decision-making, including profiling, unless certain conditions apply.
Right to Withdraw Consent: You can withdraw consent at any time. If consent is our lawful basis for processing, we will cease that processing unless we have other valid reasons.

You can see more about these rights at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

For further details on how to exercise these rights, please contact us. We aim to respond to all requests promptly, generally within one month. If you believe any of your data is incorrect, please reach out to us, and we will take steps to rectify it.

Our Obligations

We are legally accountable for the handling of the information you provide to us. We will adhere to the UK GDPR in our use and sharing of your personal data. Specifically, this means we will use your personal data:

Fairly and lawfully
In accordance with the legislation and this policy
Only to the extent necessary for these purposes

We will also take steps to ensure the accuracy of your data and make corrections as needed.

Security Measurements

We have implemented appropriate security measures to protect your personal data from accidental loss, unauthorised access, alteration, or disclosure. Access to your personal data is restricted to employees, agents, contractors, and other third parties who require it for business purposes. These individuals will only process your data according to our instructions and are bound by confidentiality obligations.

In the event of a data breach or potential breach, we will notify the relevant authorities within 24 hours and inform affected individuals within 72 hours. If you have any questions or concerns regarding the use of your data, please get in touch with us.

Our website may contain links to third-party sites, plug-ins, and applications. Clicking these links or enabling connections may allow third parties to collect or share information about you. We do not have control over these external sites and are not responsible for their privacy policies. We recommend reviewing the privacy notice of any site you visit after leaving ours.

ICO Registration

Titanium Professionals Ltd is registered with the ICO (Information Commissioner’s Office), details of our registration are available at: https://ico.org.uk/ESDWebPages/Entry/ZA468130

Cookies

Cookies are small files that request permission to be placed on your computer’s hard drive. Once you agree, they help analyse web traffic and notify you when you visit a specific site, allowing web applications to tailor their operations to your preferences.

We use traffic log cookies to see which pages are accessed, helping us improve our website based on customer needs. This data is only used for statistical analysis and is deleted afterwards.

You can choose to accept or decline cookies; most browsers accept them automatically, but you can adjust your settings if preferred. However, declining cookies may limit your experience on our site.

We also need your consent to store cookies, which is why you’ll see a prompt to accept our terms. If you don’t accept, you’re free to leave the site at any time.

How to Contact the Data Controller:

You can contact the Data Controller by email or in writing.

Titanium Professionals Ltd Ashmita Patel Data Controller Titanium Professionals 71-75 Shelton Street Covent Garden, London WC2H 9JQ

Email: infor@titaniumprofessionals.com

Website: www.titaniumprofessionals.com

Titanium Professionals Data Protection Policy:

As a recruitment agency, Titanium Professionals processes personal data relating to our staff, candidates, and client contacts. It is essential that we adhere to the principles of the Data Protection Act 1998.

Titanium Professionals collects data for the following purposes:

Staff administration
Advertising, marketing, and public relations
Accounts and records
Processing candidate personal data for work-finding services
Client contact information

Under the Data Protection Act 1998, Titanium Professional, as a data controller, must process data in line with these principles:

Fair and lawful processing
Limited purpose processing
Adequate, relevant, and not excessive
Accurate
Not kept longer than necessary
In accordance with data subjects' rights
Kept securely
Not transferred outside the European Economic Area without adequate protection

Personal data refers to information that can identify a living individual. Processing includes obtaining, recording, holding, or performing any operation on the data, such as organising, retrieving, or deleting it. This applies to all forms of data processing, including digital formats.

Data should be reviewed regularly to ensure accuracy and relevance, with designated individuals responsible for this task. Consent is required for processing personal data; without it, sharing details with third parties may breach the Data Protection Act.

By instructing Titanium Professionals to assist with job searches and providing a CV, candidates consent to the processing of their data for employment purposes. Any other use requires specific consent.

Caution must be exercised when sharing personal data with third parties, including past, current, or potential employers, suppliers, or clients. According to Regulation 28 of the Conduct of Employment Agencies and Employment Businesses Regulations 2003, we must obtain prior consent before disclosing information beyond work-finding purposes, except for legal proceedings or to a relevant professional body. Written consent is also required before sharing information with a candidate's current employer.

Certain data is classified as “sensitive personal data” and cannot be shared without explicit written consent. This includes:

Offences committed or alleged
Legal proceedings and sentences
Physical or mental health information
Racial or ethnic origins
Sexual orientation
Political beliefs
Religious beliefs
Trade union membership

For security reasons, only the Data Controller should have the authority to delete data. All employees must report outdated or inaccurate information.

Security measures should include:

Locking computer screens when not in use
Keeping passwords confidential
Being cautious with email communications
Storing personal data securely and ensuring it's not removed without justification
Locking personnel files when not in use

Any security breaches must be reported to the Data Protection Officer and may be treated as disciplinary issues. Care should also be taken when sending personal data by mail, and proper disposal methods should be used to protect sensitive information.

Improper processing of personal data, such as sharing details with unauthorised individuals or for unapproved purposes, could lead to contractual breaches or negligence claims against Titanium Professionals. Violations of this policy may result in disciplinary action.

Data subjects have the right to access their data upon request and payment of a fee. All access requests should be referred to the Data Controller, whose contact details are provided in the appendix.

Requests for references must be handled carefully, ensuring the consent of the reference provider is obtained before disclosure. If consent is not given, consider anonymising the reference to protect the identity of the person who provided it. We recommend to candidates to keep reference details confidential until required (i.e. do not include them on a CV).

Finally, individuals' rights under the Human Rights Act 1998 must always be respected, including:

Right to respect for private and family life (Article 8)
Freedom of thought, conscience, and religion (Article 9)
Freedom of expression (Article 10)
Freedom of assembly and association (Article 11)
Freedom from discrimination (Article 14)

Appendix:

Data Controller Contact details:

Address:

Titanium Professionals Ltd Data Controller Titanium Professionals 71-75 Shelton Street Covent Garden, London WC2H 9JQ

Email: info@titaniumprofessionals.com

Website: www.titaniumprofessionals.com