Privacy & Cookie Policy

1. Who We Are

We are RecXperts, your home of Vetted Recruitment Experts, based in the United Kingdom. We are registered as a data controller under UK data protection law.

If you have any questions about how we handle your information, please don’t hesitate to get in touch.

2. Our Approach to Data

We only collect information we genuinely need in order to work with you. We keep it secure, we do not share it unnecessarily, and we will never sell it to anyone. If we don’t need it, we don’t collect it.

3. What Information We Collect

When working with contractors and candidates, we may collect:

• Name and contact details (email address, telephone number)
• Professional background (CV, skills, day rate, availability)
• Right-to-work documents (required by law)
• Payment details (where required to process fees or invoices)
• Communications you send us

We do not build marketing profiles or track your activity across other websites.

4. Why We Process Your Data (Legal Bases)

We process your personal data on the following legal grounds under UK GDPR:

• Contractual necessity — we need your data to fulfil our obligations to you as a contractor or candidate.
• Legal obligation — for compliance with tax, right-to-work, and employment law requirements.
• Legitimate interests — to run our business efficiently, manage our contractor relationships, and improve our services.
• Consent — where we have specifically asked for and received your consent (e.g. to contact you about future opportunities).

5. How We Use Your Information

• Communicating with you about work and contracts
• Meeting legal obligations (tax records, compliance checks, right-to-work verification)
• Processing payments and managing contracts
• Ensuring compliance with employment and tax rules
• Improving our services and internal processes

6. Who We Share Your Information With

We only share your information when there is a clear and legitimate reason to do so:

• Clients you are engaged with (only information relevant to the engagement)
• Our accountants and payroll providers
• Legal authorities or government bodies (only when required by law)
• Secure cloud service providers (all UK/EU-based or with appropriate safeguards in place)

We will never sell your data or pass it to third parties for marketing purposes.

7. How Long We Keep Your Information

• Contractor and candidate records: up to 6 years after the conclusion of your last engagement (HMRC requirement)
• Financial records: up to 7 years (statutory accounting requirement)
• Right-to-work documents: as required by the Home Office guidance

Once the relevant retention period has elapsed, your data is securely and permanently deleted. We do not retain information longer than necessary.

8. International Data Transfers

Where we need to transfer your personal data outside the UK or European Economic Area (EEA), we ensure appropriate safeguards are in place, such as the use of UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs) that comply with UK GDPR requirements.

9. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

• Right of access — request a copy of the data we hold about you
• Right to rectification — ask us to correct any inaccurate information
• Right to erasure — request deletion of your data (subject to legal obligations)
• Right to restrict processing — ask us to limit how we use your data
• Right to data portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at DPO@Recxperts.com. We will respond within one calendar month. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. How We Protect Your Information

We take the security of your personal data seriously. Our measures include:

• Encrypted data storage and transmission (SSL/TLS)
• Access controls so only authorised personnel can access your data
• Regular security reviews of our systems and processes
• Secure cloud infrastructure hosted within the UK or EEA

11. Automated Decision-Making

We do not use automated decision-making or profiling that produces legal or similarly significant effects on you.

12. Changes to This Policy

If we make significant changes to this policy, we will notify you by email and update the date at the top of this document. We encourage you to review this policy periodically.

1. What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help the site function correctly, remember your preferences, and (where you consent) provide us with anonymous analytics about how the site is used.

2. How We Use Cookies

We use a limited set of cookies. We do not use advertising, tracking, or profiling cookies. The table below sets out the categories of cookies we use:

3. Third-Party Cookies

Where we use third-party tools (such as analytics providers), those providers may set their own cookies. We ensure any such providers are configured to respect user privacy (e.g. IP anonymisation for Google Analytics). We do not permit third parties to use cookies on our site for advertising purposes.

4. Your Cookie Choices

When you first visit our website, you will be shown a cookie consent banner that allows you to accept or decline non-essential cookies.

You can also manage cookies at any time through your browser settings. Most browsers allow you to:

• View and delete individual cookies
• Block third-party cookies
• Block all cookies (note: this may affect site functionality)
• Delete all cookies automatically when you close your browser

For guidance on managing cookies in your browser, visit www.aboutcookies.org or www.allaboutcookies.org.

5. Essential Cookies Cannot Be Disabled

Essential cookies are strictly necessary for the website to function. They cannot be switched off via our cookie banner. You can disable them in your browser, but this may mean that parts of the site do not work as intended.

6. Updates to This Policy

We may update this Cookie Policy from time to time. Any changes will be reflected by the updated date at the top of this document.

7. Contact Us

If you have any questions about our use of cookies, please contact our Data Protection Officer at DPO@Recxperts.com.