Privacy Policy

Effective Date: 25th June 2025

1. Who We Are

Orchard Recruitment Ltd
Company Number: NI730797
Registered Address: 2 Market Place, Carrickfergus, BT38 7AW
Email: info@orchardrec.com
Phone: +447398635431

Orchard Recruitment Ltd ("we", "us", "our") is a recruitment agency registered in Northern Ireland. We are committed to protecting and respecting your privacy.

We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data Use and Access Act 2025.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Candidates:

  • Full name, title, address, email, phone number

  • Date of birth, gender, nationality

  • CV, employment history, education, skills

  • Start date(s) of job roles

  • Right to work documentation (passport, visa, etc.)

  • References, interview notes, salary expectations and information

  • Bank details (if engaged via us for payroll)

  • National Insurance number, tax code

  • Background check and criminal record data (if applicable)

    Clients/Employers:

  • Company name and contact details

  • Names and contact details of hiring managers

  • Job descriptions and hiring preferences

    Suppliers:

  • Contact details

  • Bank account and payment details

3. How We Obtain Your Data

We collect data in the following ways:

  • Directly from you (e.g., via our website, job boards, email, in person, or by phone)

  • From publicly available sources (e.g., LinkedIn, job boards, company websites)

  • From third parties (e.g., referees, background check providers, previous employers)

4. Purpose and Use of Personal Data

We process your data for the following purposes:

  • To match you with suitable job opportunities

  • To process job applications and conduct interviews

  • To submit your CV to clients (only with your permission)

  • To carry out pre-employment screening

  • To fulfil contractual obligations with clients or candidates

  • To pay and invoice for temporary placements

  • To comply with legal or regulatory requirements

  • For legitimate business operations (e.g., CRM, audits, IT systems)

  • To propose a candidate for engagement (either on a temporary or permanent employment basis)

  • Conducting a credit check prior to commencing work for a client

  • To contact you about your service requirements

5. Legal Basis for Processing


We rely on one or more of the following legal bases:

  • Consent – where you have given clear permission for us to process your data (e.g., submitting your CV)

  • Contract – to take steps prior to or perform a contract (e.g., employment or service agreements)

  • Legal obligation – to comply with the law (e.g., right to work checks)

  • Legitimate interests – for recruitment-related purposes, provided your rights don’t override these

Examples of legitimate interests:

  • Sourcing suitable candidates

  • Maintaining client relationships

  • Managing our recruitment systems and CRM

6. Who We Share Your Data With

We may share your data with:

  • Potential employers or clients (with your permission)

  • Background screening providers

  • Payroll and pension providers (for temp placements)

  • IT service providers (hosting, CRM systems)

  • Professional advisors (legal, HR, compliance)

  • Regulatory authorities (e.g., HMRC) where required

We ensure all third parties meet data protection standards and only process data for intended purposes.

7. Data Retention

We retain personal data only as long as necessary:

  • Candidates: up to 5 years after last contact, unless consent is withdrawn sooner

  • Clients and suppliers: up to 7 years after end of business relationship

  • Where legal obligations require longer retention (e.g., tax, compliance), we retain data accordingly

All data is securely destroyed when no longer required.

8. International Data Transfers

Where data is transferred outside the UK, you can expect a similar degree of protection in respect of your personal information. 

9. Your Rights

You have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure ("right to be forgotten")

  • Object to or restrict processing

  • Data portability

  • Withdraw consent (where applicable)

To exercise your rights, please contact us at info@orchardrec.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Data Protection Complaints

If you wish to make a complaint to us about how we handle your personal data, you may do so by emailing our data protection contact directly - info@orchardrec.com. We are committed to addressing complaints transparently and promptly. We will acknowledge all complaints within 30 days of receipt and provide a full response without undue delay. 

11. Changes to This Policy

We may update this policy from time to time. Updates will be posted on our website and take effect immediately.