Privacy Policy

At Hamilton Woods Associates, your privacy matters. Whether you’re a candidate submitting your CV or a client sharing your hiring needs, we’re committed to protecting your personal data and using it responsibly. This policy outlines what we collect, why we collect it, and how we keep it safe—because building trust is at the heart of everything we do.

1. Who We Are

Hamilton Woods Associates is a boutique recruitment and consultancy firm specialising in:

Housing & Property Services
Finance & Accountancy

We work with clients and candidates across the UK to deliver tailored recruitment solutions. Hamilton Woods Associates is proud to be an Equity Partner of Key Selection Investments Ltd.

2. What Personal Data We Collect

Depending on whether you're a candidate or a client, we may collect the following:

Candidates:

First and last name
Email address
Phone number
CVs and any information you provide in them (e.g. work history, education, skills)
Additional documents or messages (e.g. cover letters, preferences, right-to-work status)

Clients:

Name and contact information
Job specifications or vacancy details
Company information relevant to recruitment needs

3. How We Use Your Data

We collect your information to:

Match candidates with suitable job opportunities
Communicate with you during the recruitment process
Share candidate profiles or job specs with the relevant party
Improve our recruitment services and internal processes
Fulfil our legal obligations

We do not sell or rent your data to third parties.

4. Legal Basis for Processing

Under the UK GDPR, we rely on one or more of the following legal bases:

Your consent
The necessity to perform a contract or take steps before entering one
Our legitimate interests in providing recruitment services
Legal or regulatory obligations

5. Data Retention

We only keep your personal data for as long as necessary. Typically:

CVs and candidate profiles are retained for up to 2 years unless you request otherwise
Client contact data is stored while the business relationship is active or as required by law

You can ask us to delete your data at any time.

6. Your Rights

You have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion or restriction of your data
Object to processing
Withdraw consent at any time (where applicable)
Lodge a complaint with the Information Commissioner’s Office (ICO)

7. How to Contact Us

Hamilton Woods Associates is partnered with Key Selection Investments Ltd for compliance and data protection matters.

If you have any questions about this policy or how your data is handled, please contact:
📩 people@keyselection.co.uk

(Please note: this is the only point of contact for privacy-related enquiries.)

Privacy Policy

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