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Finiten Privacy Notice

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This Privacy Notice explains how Finiten Ltd (“Finiten”, “we”, “us” or “our”) collects, uses, stores and shares personal data.

It applies to candidates, applicants, contractors, temporary workers, client contacts, prospective client contacts, referees, emergency contacts, and users of our website and services. It also applies where we receive personal data through job boards, professional networking platforms, referrals, publicly available professional sources, or where we approach individuals directly in connection with current or potential recruitment opportunities.

For the purposes of data protection law, Finiten Ltd is the controller of your personal data unless we tell you otherwise.

 
1. Who we are
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Finiten Ltd
167–169 Great Portland Street, 5th Floor
London
W1W 5PF

Telephone: +44 (0) 1777 817 722
Email: enquiries@finiten.com

 
2. The personal data we collect
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We may collect, store and use personal data including:

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  • name, title, address, email address and telephone number;

  • CVs, employment history, education, qualifications, training and skills;

  • salary, rates, benefits, notice period and job preferences;

  • right to work, immigration and identity information;

  • interview notes, assessments, references and feedback;

  • details needed for placement administration, onboarding, payroll or compliance checks;

  • correspondence with you, including by email, telephone, social media, messaging platforms and other communication channels;

  • website, device and usage data, including IP address, browser type and cookie-related data; and

  • where relevant and lawful, limited special category data such as health information for reasonable adjustments, diversity data, and criminal offence data where vetting is necessary for a role.

 
3. How we collect your personal data
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We collect personal data directly from you when you:

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  • apply for a role;

  • register with us;

  • upload your CV;

  • complete website forms;

  • contact us by phone, email, social media or other means;

  • interview with us or our clients; or

  • use our website or services.

 

We may also collect personal data from third parties, including:

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  • job boards and other recruitment platforms;

  • professional networking platforms and publicly available professional sources;

  • referees and former employers;

  • clients and hiring organisations;

  • referrals and business contacts;

  • compliance, identity verification and vetting providers; and

  • website, analytics and technology providers where relevant to the operation of our site and services.

 

This may include situations where we identify and approach you directly in connection with a specific vacancy or a potential current or future opportunity.

 
4. How we use your personal data
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We may use your personal data to:

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  • provide recruitment, work-finding and related intermediary services;

  • assess your suitability for permanent, contract, temporary and interim opportunities;

  • contact you about roles, applications, interviews and offers;

  • present your details to clients where relevant to a specific role or assignment;

  • where agreed with you, share your CV and relevant professional details on a speculative basis with selected existing clients or selected prospective clients with a view to identifying suitable current or future opportunities;

  • verify information you have provided and carry out compliance or vetting checks where appropriate;

  • manage placements, assignments, onboarding, timesheets, billing and related administration;

  • make reasonable adjustments during recruitment or engagement;

  • operate, maintain, improve and secure our website, databases and systems;

  • comply with legal, regulatory and contractual obligations;

  • establish, exercise or defend legal claims; and

  • send service communications and, where lawful, marketing communications.

 
5. Our lawful bases for processing
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We process personal data where we have a lawful basis to do so. Depending on the circumstances, this may include:

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  • our legitimate interests in operating, managing and developing our recruitment business, including identifying suitable candidates and opportunities and sharing candidate details with relevant clients in a proportionate and transparent way;

  • taking steps at your request before entering into a contract;

  • performance of a contract;

  • compliance with a legal obligation; and

  • your consent, where consent is required or where we otherwise choose to rely on it.

 

Where we share candidate information on a speculative basis, we will do so only where we consider we have an appropriate lawful basis and where such sharing is consistent with our transparency obligations and our relationship with the individual concerned.

 
6. Special category data and criminal offence data
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We will only process special category data or criminal offence data where this is lawful, necessary and proportionate.

This may include:

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  • health information where needed to make reasonable adjustments;

  • diversity information where appropriate; and

  • criminal offence or DBS-related information where required for a particular role or by law.

 
7. Who we share your personal data with
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We may share your personal data with:

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  • clients, prospective employers and, where appropriate and agreed with you, selected existing clients or selected prospective clients for speculative recruitment discussions;

  • payroll providers, umbrella companies and other intermediaries involved in a placement;

  • reference, screening, compliance and identity-check providers;

  • IT, CRM, applicant tracking, website hosting, website platform, analytics and other business service providers;

  • professional advisers, auditors and insurers;

  • regulators, courts, law enforcement agencies and government authorities where required; and

  • any purchaser, investor, successor or reorganised group company in connection with a business sale, merger or restructuring.

 

We require third parties processing personal data on our behalf to do so only on our instructions and with appropriate safeguards.

 
8. International transfers
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We may store or process personal data in the UK and EEA and, where necessary, outside the UK.

If we transfer personal data outside the UK, we will only do so where lawful and where appropriate safeguards are in place.

 
9. Data retention
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We keep personal data only for as long as reasonably necessary for the purposes set out in this Privacy Notice, including for recruitment, compliance, legal, insurance, dispute resolution and business record-keeping purposes.

We may retain different categories of personal data for different periods depending on the nature of the relationship, the type of data, and our legal or regulatory obligations.

 
10. Your rights
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Subject to applicable law, you may have the right to:

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  • request access to your personal data;

  • request correction of inaccurate or incomplete personal data;

  • request erasure in certain circumstances;

  • request restriction of processing;

  • object to processing in certain circumstances;

  • request transfer of certain personal data; and

  • withdraw consent where we rely on consent.

T

o exercise any of these rights, please contact us using the details set out above.

 

You also have the right to complain to the Information Commissioner’s Office if you believe your personal data has been handled unlawfully.

 
11. Recruitment and marketing communications
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We may contact you by email, phone, SMS, social media, messaging platforms or other channels about job opportunities, applications, interviews, recruitment services and related matters where lawful.

We may also send broader market updates, event invitations or similar communications where lawful. Where consent is required for any such communications, we will obtain it.

You can opt out of non-essential communications at any time by using the unsubscribe link in our emails or by contacting us directly.

 
12. Cookies and website technologies
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Our website may use cookies and similar technologies for security, functionality, analytics and user experience.

Where required by law, we will request your consent before placing non-essential cookies on your device.

For further details, please see our Cookie Notice.

 
13. Automated processing and recruitment technology
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We may use applicant tracking systems, CV parsing, search tools, workflow automation and other recruitment technologies to help manage applications, identify potential matches and support recruitment processes.

We do not make solely automated decisions about individuals where this would produce legal or similarly significant effects, unless permitted by law.

 
14. Data security
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We use appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access and other unlawful processing.

However, no system or transmission over the internet can be guaranteed to be completely secure.

 
15. Third-party websites and platforms
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Our website may contain links to third-party websites or services. We are not responsible for their content, privacy practices or security. You should read their privacy notices separately.

Where you apply for a role or interact with us through a third-party website, job board or platform, your use of that platform will also be subject to that third party’s own terms and privacy arrangements.

 
16. Changes to this Privacy Notice
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We may update this Privacy Notice from time to time. The latest version published on our website will apply from the date of publication.

 
17. Contact us
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If you have any questions about this Privacy Notice or how we handle your personal data, please contact:

Finiten Ltd
167–169 Great Portland Street, 5th Floor
London
W1W 5PF

Tel: +44 (0) 1777 817 722
Email: enquiries@finiten.com

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