Privacy Policy

1Who we are and how to contact us

Loop Recruitment Ltd (referred to as Loop, we, us or our) is the controller of the personal information described in this policy unless we explain otherwise. We are registered in England and Wales under company number 16219656.

Registered office: Marvon, Crib Lane, Dobcross, Oldham, OL3 5AF, United Kingdom
Website: looprecruitment.co.uk

Privacy enquiries and rights requests: email hello@looprecruitment.co.uk marking your message ‘Privacy’, or write to our registered office above.

If we process information only on a client's documented instructions, that client may be the controller and we may act as its processor. In that case, the client's privacy information also applies.

2Who this policy covers

This policy covers candidates and prospective candidates; temporary workers and contractors; people who contact us about work; client and prospective-client contacts; referees; emergency contacts and dependants whose details are provided to us; suppliers; website visitors; and other professional contacts.

If you give us information about another person, please tell them that you have done so and direct them to this policy where appropriate.

3Information we collect

• Identity and contact information: name, title, address, email, phone number, online profile identifiers and communication preferences.
• Career and recruitment information: CV, employment and education history, skills, qualifications, professional memberships, portfolio or work samples, salary and rate expectations, location, work preferences, notice period, interview notes, assessments, feedback, references and right-to-work information.
• Placement and administration information: contracts, timesheets, assignment records, payroll and payment details, tax and limited company information, expenses, benefits, attendance, performance and placement history where relevant.
• Client and business information: job title, employer, professional contact details, hiring requirements, commercial communications, service history, contracts, invoices and payment records.
• Checks and sensitive information: identification documents, eligibility checks, background or criminal-record check results where lawful and necessary, and information about health, disability or adjustments, diversity, immigration status or trade-union membership where relevant.
• Website and communication information: enquiry contents, email and call records, and limited technical or security information such as IP address, browser and device data that may be recorded in routine server logs.
• Public and inferred professional information: information from professional networks, job boards, company websites and public registers, plus reasonable inferences about role suitability based on professional experience.

We do not intentionally collect more information than is relevant to the recruitment or business purpose. Please avoid sending unnecessary sensitive information in a CV or initial enquiry.

4How we obtain information

We collect information directly from you when you contact us, submit a CV, apply for a role, speak with a consultant, attend an interview, enter a contract, complete a form or use our website. We may also receive information from:

• clients, referees, former employers, screening providers and professional bodies;
• job boards, recruitment platforms, professional networks such as LinkedIn, public profiles and company websites;
• people who refer or recommend you, and colleagues or shared professional contacts;
• public sources, including Companies House and other lawful registers; and
• technology and analytics providers used to operate and secure our website and communications.

Where we obtain your information from another source, we will provide privacy information within the period required by law, unless an applicable exception applies.

5How and why we use information

The table summarises our main purposes and lawful bases. More than one basis may apply. Where we rely on legitimate interests, those interests are to operate a responsible recruitment business, identify and communicate relevant opportunities, develop client relationships, maintain service quality, prevent misuse and protect our legal rights. We balance those interests against your rights and expectations.

Where we ask for information to enter into or perform a contract or meet a legal requirement, we will explain if it is mandatory and the possible consequences of not providing it. If we rely on consent, you can withdraw it at any time; withdrawal does not affect earlier lawful processing.

6Special category and criminal offence data

Some recruitment activity may involve information revealing racial or ethnic origin, religious or philosophical beliefs, trade-union membership, health, disability, sex life or sexual orientation, or biometric data used for identification. We process this only when necessary and when both a lawful basis and an additional legal condition apply. Depending on the circumstances, that may include explicit consent, employment and social-protection law, substantial public interest (such as equality monitoring or preventing fraud), protection of vital interests, or legal claims.

We use health or disability information to consider reasonable adjustments and workplace suitability where relevant. Diversity information should be separated or aggregated where practical and is not used to make unfair decisions.

Criminal offence information is used only where authorised by law and necessary for the role or assignment, with appropriate safeguards and any required policy documentation.

7Who we share information with

We share only what is reasonably necessary. Recipients may include:

• current or prospective hiring clients, but we ordinarily seek your agreement before submitting your identifiable profile for a specific role;
• referees, former employers, professional bodies, screening and right-to-work providers;
• payroll, umbrella, accountancy, banking, insurance, legal and compliance providers;
• job boards, recruitment software, cloud hosting, email, communications, analytics and IT-security providers;
• our professional advisers, auditors, insurers and potential buyers or investors as part of a properly controlled business transaction; and
• courts, regulators, tax authorities, law enforcement or other public bodies when required or permitted by law.

Clients are generally independent controllers of the information they receive and should provide their own privacy information. Our service providers are subject to appropriate contractual confidentiality and data-protection obligations.

8International transfers

Loop works with technology businesses and candidates in the UK and internationally. Some clients or service providers may be outside the United Kingdom, and personal information may therefore be transferred abroad. Where the destination is not covered by UK adequacy regulations, we use an approved transfer mechanism, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses or another lawful safeguard, together with risk assessment and supplementary measures where appropriate. You may contact us for more information about the relevant safeguard.

9How long we keep information

We keep personal information only as long as reasonably necessary for the purpose collected, legal and regulatory duties, and the establishment or defence of claims. We consider the nature and sensitivity of the information, risk of harm, continuing relationship and applicable limitation periods. Our normal guide periods are:

A different period may apply where a client contract, statutory duty, complaint, investigation or legal claim requires it. When information is no longer needed, we securely delete it or irreversibly anonymise it.

10Marketing and keeping in touch

We may contact candidates about relevant opportunities and professional updates, and business contacts about recruitment services, where permitted by law. Depending on the recipient and channel, we rely on consent or legitimate interests and comply with the Privacy and Electronic Communications Regulations. You can opt out at any time by using an unsubscribe option, replying to the message, contacting your consultant or emailing hello@looprecruitment.co.uk. Opting out of marketing does not stop necessary service communications.

11Website operation and cookies

Our website does not currently use cookies or similar technologies to store information on, or access information from, your device. We do not use cookie-based analytics, advertising or tracking.

Our website hosting and security infrastructure may still process limited technical information, such as an IP address, browser type, date and time of access, requested page and security-event data, in routine server logs. We use that information only where reasonably necessary to deliver, maintain and secure the website.

If we introduce cookies or similar technologies in future, we will update this policy and provide information and choices required by law before using them.

12Automated decision-making and profiling

We may use search, filtering and matching tools to help consultants identify potentially suitable candidates or roles. Human consultants review relevant information and make or support decisions. Loop does not currently make decisions based solely on automated processing that produce legal or similarly significant effects. If that changes, we will provide the information and safeguards required by law, including information about the logic and likely consequences and the right to seek human intervention where applicable.

13Security

We use proportionate technical and organisational safeguards designed to protect personal information against accidental or unlawful loss, misuse, alteration, unauthorised disclosure or access. These include access controls, authentication, secure cloud services, staff confidentiality, supplier due diligence, backups, patching and incident-response procedures as appropriate to risk.

No online system is completely secure, so please use care when sending highly sensitive material and contact us if you believe information has been compromised.

14Your rights

Depending on the circumstances, UK data-protection law gives you the right to:

• be informed about how your personal information is used and obtain a copy of it;
• correct inaccurate information and complete incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict processing in certain circumstances;
• receive information you provided in a structured, commonly used and machine-readable format and have it transmitted where the right to portability applies;
• object to processing based on legitimate interests, including profiling, and object at any time to direct marketing;
• withdraw consent at any time where we rely on consent; and
• request safeguards in relation to solely automated significant decisions, where applicable.

These rights are not absolute. We may need to verify your identity and clarify the request. We normally respond within one month, subject to lawful extensions for complex or multiple requests. We do not usually charge a fee, but the law permits one in limited circumstances. To exercise a right, use the contact details in section 1.

15Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority:

16Changes to this policy

We review this policy periodically and may update it to reflect changes to our services, technology, legal requirements or business practices. The latest version will be published on this page with a revised ‘last updated’ date. We will draw attention to material changes where appropriate.