Last Updated: 26th August 2026

1. Introduction & Who We Are

Welcome to the Privacy Policy for J3A Recruitment Ltd (“we”, “us”, “our”). We are committed to protecting and respecting your privacy.

This privacy policy explains how we collect, store, use, and share your personal data, with a specific focus on our recruitment services, candidate CV storage, and how we share information with prospective employers.

For the purpose of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, J3A Recruitment Ltd (registered office at J3A Recruitment, Outset, Sankey Street, Warrington, England, WA1 1NN, company number 14348771) is the Data Controller of your personal data.

If you have any questions about this privacy policy or our privacy practices, please contact our privacy team at:

• Email: info@j3arecruitment.co.uk
• Postal Address: J3A Recruitment, Outset, Sankey Street, Warrington, England, WA1 1NN

2. Information We Collect About You

We collect and process different types of personal data depending on whether you are a Candidate (seeking employment), a Client (representing a prospective employer), or a Website Visitor.

For Candidates (Recruitment & Job Seekers)

To provide recruitment services and match you with suitable career opportunities, we collect, use, store, and transfer the following categories of personal data:

• Identity Data: First name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender, and photograph (if included on your CV).
• Contact Data: Billing address, residential address, email address, and telephone numbers.
• Professional & Employment History (CV Data): Employment history, job titles, education, qualifications, training certificates, professional memberships, languages spoken, skills, references, and any other information contained within your CV or resume.
• Right to Work & Verification Data: National Insurance number, copy of passport, visa/work permit details, utility bills (for address verification), and other documentation required to verify your eligibility to work in the UK.
• Financial & Payroll Data: (For temporary, contract, or payroll candidates) Bank account details, tax codes, and salary/remuneration history or expectations.
• Special Category Data: Information about your health (e.g., for workplace adjustments), or diversity monitoring information (e.g., ethnicity, religion), which is collected strictly on an optional basis and with your explicit consent, or where legally permitted/required.

For Website Visitors

• Technical Data: Internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website.
• Usage Data: Information about how you use our website, products, and services.

3. How We Collect Your Personal Data

We use different methods to collect data from and about you, including:

1. Direct Interactions: You may give us your Identity, Contact, and CV Data by filling in forms on our website, uploading your CV, or by corresponding with us by post, phone, email, or otherwise (including social media channels like LinkedIn).
2. Third-Party Sources: We may receive personal data about you from various third parties and public sources, including:
   • Job boards (e.g., Reed, CV-Library, Indeed, Totaljobs) where you have uploaded your CV and made it searchable.
   • Professional networking sites (such as LinkedIn).
   • Referrals from colleagues, employers, or mutual professional contacts.
3. Automated Technologies: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns using cookies and server logs.

4. Purpose and Lawful Basis for Processing

We will only use your personal data when the law allows us to. Under the UK GDPR, the primary lawful bases we rely on for processing candidate data are:

5. Candidate CV Storage & Retention

Where and How Your CV is Stored

Your CV and associated personal information are stored securely in our cloud-based Applicant Tracking System (ATS) and recruitment database.

We implement robust security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. These measures include:

• Encryption of data in transit and at rest.
• Access controls restricted to authorized recruitment consultants and administrative staff.
• Regular security audits and vulnerability scanning of our IT systems.

CV Retention Period

We understand that career paths change. We aim to keep your data only as long as necessary:

• Active Job Search: If you are actively working with us, we will retain your CV and data for as long as we are actively helping you find employment.
• Talent Database Storage: If we do not place you in a role immediately, we will retain your CV in our talent database for 24 months from your last meaningful contact, based on your consent.
  • “Meaningful contact” includes updating your CV with us, responding to our emails, or logging into your candidate portal.
  • Before this retention period expires, we may contact you to ask if you wish to remain in our database.
  • If you do not renew your consent or if the retention period expires with no meaningful contact, your CV and personal details will be permanently deleted or securely anonymized.

6. Sharing Your CV & Personal Information with Prospective Employers

A key part of our recruitment service is presenting qualified candidates to prospective employers (our Clients). We handle this sharing with strict confidentiality:

1. Prior Notification & Consent: We will never submit your CV to a client or prospective employer without first discussing the opportunity with you and obtaining your explicit consent or authorization to do so.
2. Anonymised Profiles (Speculative Submissions): In some cases, we may share an anonymized summary of your skills and experience (a “speculative profile” with your name, contact details, and current employer redacted) to test a client’s interest. We will only share your full CV and identifying details once you have approved the client and the role.
3. Data Security by Clients: When we share your CV and contact information with a prospective employer, they become an independent data controller of that information. We require all clients to respect the security of your personal data and to treat it in accordance with UK GDPR. They are not permitted to use your data for any purpose other than evaluating your suitability for the specific role we submitted you for.

7. International Data Transfers

Most of our prospective employers and clients are located within the United Kingdom or the European Economic Area (EEA).

However, if we need to share your personal data with a client or service provider located outside the UK/EEA (for example, a global employer), we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK (International Data Transfer Agreements or Standard Contractual Clauses).
• We will obtain your explicit, informed consent for the transfer where no adequacy decision or appropriate safeguard is in place.

8. Your Legal Rights Under UK GDPR

Under the UK GDPR, you have several rights in relation to your personal data:

• Right of Access (Subject Access Request): You have the right to request a copy of the personal data we hold about you (including your CV, contact history, and notes) and to check that we are lawfully processing it.
• Right to Rectification: You have the right to request that we correct any incomplete or inaccurate data we hold about you (for example, updating your CV with new experience or changing your contact details).
• Right to Erasure (“Right to be Forgotten”): You have the right to ask us to delete or remove your CV and personal data from our systems where there is no good reason for us continuing to process it.
• Right to Withdraw Consent: Where we rely on your consent to store your CV or share it with employers, you have the right to withdraw that consent at any time. Once we receive your request, we will immediately stop processing and delete your data (unless we have another lawful basis, such as a legal obligation, to retain a portion of it).
• Right to Restrict Processing: You can ask us to suspend the processing of your personal data in certain scenarios (e.g., if you want us to establish its accuracy).
• Right to Object: You have the right to object to us processing your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object.
• Right to Data Portability: You can request the transfer of your personal data to you or to a third party in a structured, commonly used, machine-readable format.

To exercise any of these rights, please email us at info@j3arecruitment.co.uk. We do not charge a fee to access your personal data and aim to respond to all legitimate requests within one calendar month.

9. Cookies and Third-Party Links

Cookies

Our website uses cookies to distinguish you from other users, optimize site performance, and monitor traffic patterns. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

For more details, please see our Cookie Policy.

Third-Party Links

Our website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

10. How to Complain

If you have any concerns or complaints about our use of your personal data, you can make a complaint to us directly at info@j3arecruitment.co.uk.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

• ICO Website: https://ico.org.uk
• ICO Helpline: 0303 123 1113

We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.