ProTalent Limited Privacy Policy

Effective Date: 13th April 2026

1. Introduction

ProTalent Limited ("we", "our", "us") is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, share and otherwise process personal data in connection with:

  • our recruitment and executive search services
  • our career advisory and career coaching services
  • our onboarding toolkit and related business support services
  • our website, marketing, events and business operations

This policy is intended to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where relevant, the Privacy and Electronic Communications Regulations (PECR).

2. Who We Are

ProTalent Limited is a specialist recruitment consultancy operating in the UK, focused on practice accountancy recruitment, executive search and related professional support services.

We act as a recruitment agency and/or employment business where relevant under the Employment Agencies and Employment Businesses Regulations 2003. We also provide separate optional services including career coaching, career advisory, CV support, LinkedIn support, interview preparation, onboarding toolkits and related advisory support for businesses and professionals.

3. The Personal Data We Collect

Depending on how you interact with us, we may collect and process the following categories of personal data:

Candidate and individual data

  • name, address, email address, phone number and other contact details
  • CVs, cover letters, employment history, education, training and qualifications
  • professional skills, experience, salary details, notice period, location preferences and career aspirations
  • references and information relevant to suitability for roles
  • right-to-work documentation and identification details where required
  • communications with us, including emails, calls, messages, meeting notes and social media interactions
  • publicly available professional information, such as LinkedIn profiles and job board information

Career advisory and coaching data

  • coaching goals and areas of focus
  • career challenges and development priorities
  • CV review notes, LinkedIn review notes and interview preparation notes
  • action plans, session summaries and service delivery notes
  • information you choose to share with us during coaching or advisory sessions

Client and business contact data

  • names, job titles and business contact details of client contacts, prospects, referrers and suppliers
  • information relevant to hiring needs, recruitment projects, onboarding support and commercial discussions
  • records of meetings, calls, emails, proposals and transactions

Onboarding services data

In connection with our onboarding toolkit and related support services, we may process:

  • client contact details
  • purchaser and billing information
  • information relating to onboarding requirements, systems, teams and workflows
  • limited information about employees or new hires where this is provided to tailor or deliver onboarding-related support

Technical and website data

  • IP address
  • browser type and device information
  • cookie data
  • website usage data and analytics information
  • page interactions and browsing behaviour where captured through our website tools

Marketing and preferences data

  • communication preferences
  • records of consent, unsubscribe requests and opt-out choices
  • engagement with emails, newsletters and other communications

We may occasionally process limited special category personal data where relevant and lawful to do so, for example information relating to health, diversity or adjustments, but only where there is a valid lawful basis and any additional condition required by law.

4. How We Use Personal Data

We may use personal data for the following purposes:

Recruitment and executive search

  • to register candidates and contacts on our systems
  • to assess suitability for current and future roles
  • to identify and approach potential candidates
  • to present candidate information to clients, where appropriate
  • to manage applications, interviews, offers and recruitment administration
  • to verify identity, eligibility and right to work where required
  • to maintain recruitment records and candidate pipelines

Career advisory and coaching

  • to provide one-to-one career coaching, advisory sessions and related services
  • to review CVs, LinkedIn profiles and professional positioning
  • to support interview preparation, promotion planning, salary discussions and career decision-making
  • to create action plans, feedback notes and follow-up recommendations
  • to manage bookings, scheduling, invoicing and service administration

Onboarding toolkit and related services

  • to provide onboarding toolkits and onboarding-related support to businesses
  • to tailor onboarding resources, recommendations or guidance to client requirements
  • to administer purchases, contracts, delivery and client communications
  • to improve onboarding-related service delivery and client experience

Business operations

  • to manage our business, accounts, records and internal operations
  • to maintain relationships with clients, candidates, suppliers and other contacts
  • to improve our services, systems, workflows and website
  • to protect our business, website and users from fraud, misuse or security issues
  • to comply with legal, regulatory and professional obligations

Marketing and communications

  • to send service-related communications
  • to send job alerts, market updates, newsletters, events, career content and information about ProTalent services where permitted by law and in line with your preferences
  • to manage and record communication preferences and opt-out requests

5. Our Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

  • Contract: where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you
  • Legitimate interests: where processing is necessary for our legitimate interests in operating, managing and improving our recruitment, advisory and onboarding services, provided those interests do not override your rights and freedoms
  • Legal obligation: where we need to process personal data to comply with legal or regulatory obligations
  • Consent: where consent is required or otherwise appropriate, including for certain marketing activities

Where we process special category personal data, we will also identify an appropriate additional condition where required.

6. Use of AI and Automated Tools

We may use AI-assisted or automated tools to support parts of our recruitment, research, administration, marketing, onboarding and career advisory processes.

These tools may help us to:

  • organise or extract information from CVs, profiles and documents
  • identify relevant skills, experience or role matches
  • support candidate searching and talent mapping
  • assist with drafting communications, summaries, notes or content
  • improve service efficiency, analytics and workflow management
  • support outputs such as profile reviews, draft wording suggestions, structured coaching materials or onboarding content

Where AI or automated tools are used, they are used as support tools only.

ProTalent does not make final recruitment decisions, candidate representation decisions, coaching outcomes or onboarding recommendations solely by automated means. Material decisions involve human review and oversight.

Where profiling or automated processing is used in a way that has legal or similarly significant effects on an individual, we will provide any additional information and safeguards required by law.

We seek to use AI responsibly and with appropriate contractual, technical and organisational safeguards in place.

7. Marketing Communications

We may send you marketing communications about vacancies, market insights, newsletters, career content, events, onboarding services or other ProTalent services only where we are allowed to do so under applicable law and in line with your preferences.

You can opt out of marketing communications at any time by:

  • clicking the unsubscribe link in any marketing email
  • contacting us directly
  • updating your preferences where this option is available

Where consent is required for electronic marketing, we will ask for it. Where consent is not required, we may rely on another lawful route permitted by law.

8. Where We Get Personal Data From

We may collect personal data:

  • directly from you
  • from forms you complete on our website or recruitment systems
  • from your CV, email correspondence, calls, meetings and messages
  • from publicly accessible sources such as LinkedIn, job boards and company websites
  • from clients, referees, service providers, professional contacts and referrals where appropriate
  • from cookies, analytics tools and website technologies
  • from third-party platforms used to support recruitment, coaching, onboarding or business administration

9. Who We Share Personal Data With

We may share personal data, where relevant and lawful, with:

  • clients and prospective employers in connection with recruitment services
  • software and platform providers, including ATS, CRM, scheduling, document management, website and analytics providers
  • payment processors, accountants and professional advisers
  • selected service providers who support our coaching, onboarding, administration, IT, security, marketing or operations
  • regulators, law enforcement bodies or other authorities where required by law
  • AI and technology providers acting on our instructions and subject to appropriate contractual and data protection safeguards

We do not sell personal data.

10. International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual safeguards, before the data is transferred.

11. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purposes set out in this Privacy Policy, including legal, regulatory, operational and record-keeping requirements.

As a general guide:

  • candidate and recruitment data may be retained for up to 2 years from the last meaningful contact, unless a longer period is justified
  • career coaching and advisory records may be retained for up to 2 years from the last service interaction, unless a longer retention period is needed for contractual, complaint-handling or legal reasons
  • onboarding-related client records may be retained for up to 6 years where relevant to contractual, accounting or legal requirements
  • marketing suppression records may be retained for longer where necessary to ensure we respect opt-out requests
  • financial and transaction records may be retained in line with legal and tax requirements

We may delete or anonymise data sooner where it is no longer required.

12. Your Rights

Under UK GDPR, you may have the right to:

  • request access to your personal data
  • request correction of inaccurate or incomplete personal data
  • request erasure of your personal data
  • request restriction of processing
  • object to processing carried out on the basis of legitimate interests
  • request portability in certain circumstances
  • withdraw consent where processing relies on consent
  • object at any time to direct marketing
  • request human review where a decision has been made solely by automated means and the legal conditions apply

To exercise your rights, please contact us using the details below.

13. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage.

These measures may include:

  • access controls
  • secure systems and storage
  • supplier due diligence
  • contractual protections
  • staff awareness and training
  • governance and review procedures

14. Cookies and Website Tracking

Our website uses cookies and similar technologies to distinguish you from other users, improve your browsing experience, analyse website usage and support site functionality and marketing activity.

For more information, please refer to our Cookie Policy or cookie settings tool.

15. Third-Party Links

Our website may contain links to third-party websites, platforms or services. We are not responsible for the privacy practices of those third parties and recommend that you review their privacy policies separately.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website and, where appropriate, we will notify you in another suitable way.

17. Contact Us

If you have any questions about this Privacy Policy, how we process personal data, or if you would like to exercise your rights, please contact:

ProTalent Limited
7-9 The Avenue, Eastbourne, East Sussex, BN21 3YA
Email: info@protalent.co
Phone: 01273 491 852

If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner’s Office (ICO).