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Privacy Policy
At Headforwards ("we", "us"), we take your privacy seriously and are committed to protecting your personal data. This Privacy Notice explains how we collect, use, and protect your information during our recruitment process.
Who We Are
For the purposes of the UK General Data Protection Regulation (UK GDPR), Headforwards is the Data Controller.
Who We Are
For the purposes of the UK General Data Protection Regulation (UK GDPR), Headforwards is the Data Controller.
We use Pinpoint, an online recruitment platform provided by The Infuse Group Ltd (trading as Pinpoint Software), to help us manage applications. Pinpoint acts as a Data Processor, meaning they only process your personal data based on our instructions.
If you apply for a role with us, this Privacy Notice applies alongside our main Privacy Policy, which you can find on our website.
What Personal Data We Collect
We may collect and process the following types of personal data as part of our recruitment process:
- Information you provide – This includes your name, contact details (email, address, phone number), date of birth, CV, employment history, qualifications, and any other details you share during the application process.
- Communication records – If you contact us, we may keep a record of our conversations.
- Website data – We collect basic details about visits to our careers page (such as traffic and location data) to help improve our recruitment process.
- Publicly available information – We may review relevant professional information that you have publicly shared on LinkedIn or other professional platforms.
Data from Third Parties
Pinpoint’s technology allows us to search databases (including LinkedIn) to find potential candidates. If we find your details this way, we will contact you directly. If you would prefer that we do not process your publicly available data, you can opt out at any time – simply get in touch with us (dpo@headforwards.com).
How and Why We Use Your Data
We process your personal data under the lawful basis of legitimate interest – specifically, to find and recruit talented people for our team.
We use your data to:
- Review your application for a role you have applied for
- Consider you for other suitable roles (if applicable)
- Communicate with you about your application
- Enhance our recruitment process by using information from third-party sources
- Help Pinpoint improve their services (they only use anonymised data for this)
Automated Decision-Making
We use Pinpoint’s technology to help us identify suitable candidates based on specific job criteria. However, final hiring decisions are always made by real people, not just algorithms.
If you have concerns about this, you have the right to challenge any automated decisions and request human review.
How We Keep Your Data Safe
We have strict security measures in place to protect your personal data from loss, unauthorised access, or misuse. Only authorised team members involved in the hiring process can access your information.
If a data breach occurs that could impact your rights, we will notify you and the relevant authorities as required by law.
Where Your Data is Stored
Your data is stored in secure data centres in Amsterdam (Netherlands) and London (UK).
As the UK is no longer part of the EU, we ensure that any data transfers from the EU to the UK comply with GDPR safeguards (such as the UK’s adequacy decision under Article 45 of the EU GDPR).
How Long We Keep Your Data
We keep candidate data for 12 months from your application date.
Your personal information will be deleted when:
- You request deletion via the Manage Your Data tool, or
- You send us a written request (see "How to Contact Us" below).
If you would like us to keep your details for future opportunities, let us know. Otherwise, your data will be removed automatically after 12 months.
Your Rights Under UK GDPR
You have the right to:
- Access the personal data we hold about you
- Correct any inaccurate or incomplete data
- Request deletion of your data in certain cases
- Receive your data in a portable format
- Object to our use of your data for recruitment
- Restrict processing of your data in certain circumstances
- Challenge automated decisions and request human review
- Complain to a regulator if you believe your data rights are being violated
To exercise any of these rights, you can:
- Use the Manage Your Data tool provided, or
- Contact us (see below).
We aim to respond within one month of receiving your request.
How to Contact Us
If you have any questions about this Privacy Notice, or if you would like to exercise your data rights, you can contact us at:
Email: dpo@headforwards.com
We are happy to help and will do our best to resolve any concerns.
Not Happy with Our Response?
If you are not satisfied with how we handle your data, you have the right to file a complaint with the UK Information Commissioner’s Office (ICO) at:
Final Notes
We hope this Privacy Notice provides a clear understanding of how we handle your personal data during recruitment. If you have any concerns, please reach out.