Privacy Policy

1. About this Privacy Notice

This Privacy Notice explains how Vanner Integrated Limited collects, uses, stores and protects personal information. Vanner Integrated Limited is a UK recruitment business specialising in permanent recruitment across the HVAC/R and fire and security sectors.

Vanner Integrated Limited is registered with the Information Commissioner's Office (ICO) as a data controller. This Privacy Notice applies to personal information we collect through our website, through our recruitment activities and through other interactions with candidates, clients and contacts.

2. Personal information we collect

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

• name and contact details (including email address, telephone number and address);
• CV, employment history and work experience;
• qualifications, certifications and professional memberships;
• skills and technical competencies;
• information about your job preferences, salary expectations and career objectives;
• references and information provided by referees;
• right to work documentation and identity verification information;
• information about your availability and notice period;
• correspondence and communications with us; and
• information you provide when using our website or contacting us.

3. How we collect personal information

We may collect personal information in the following ways:

• directly from you when you contact us, submit your CV or register your interest;
• through our website when you complete a contact or enquiry form;
• from professional networking platforms and job boards;
• from referrals made by other candidates or contacts;
• from publicly available sources such as LinkedIn; and
• from clients who refer candidates to us.

4. How we use personal information

We use personal information for the following purposes:

• to provide recruitment services to candidates and clients;
• to assess your suitability for permanent roles;
• to introduce you to prospective employers or to introduce candidates to you;
• to communicate with you about relevant opportunities;
• to verify your identity and right to work where required;
• to maintain accurate records of our recruitment activities;
• to respond to enquiries and provide information about our services;
• to comply with our legal and regulatory obligations; and
• to operate, maintain and improve our website.

5. Legal basis for processing

We process personal information on the following legal bases under the UK GDPR:

• Legitimate interests — to provide recruitment services, match candidates to suitable roles and maintain our business relationships;
• Contract performance — where processing is necessary to fulfil our obligations under a contract or to take steps at your request prior to entering a contract;
• Legal obligation — where we are required to process personal information to comply with a legal or regulatory requirement; and
• Consent — where you have given us your consent to process your personal information for a specific purpose.

6. Sharing personal information

We may share personal information with the following categories of recipients:

• prospective employers and clients where we are introducing you for a permanent role;
• referees where you have provided their details;
• third-party service providers who support our business operations (such as IT and software providers);
• professional advisers including legal and compliance advisers; and
• regulatory authorities or law enforcement agencies where required by law.

We do not sell personal information to third parties. We will not share your personal information with prospective employers without your knowledge.

7. International transfers

We are a UK-based business and primarily process personal information within the United Kingdom. Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with applicable data protection legislation.

8. Retention of personal information

We retain personal information for as long as is necessary for the purposes for which it was collected, or as required by applicable law. In determining appropriate retention periods, we consider:

• the nature of the personal information and the purposes for which it is held;
• any legal or regulatory obligations to retain the information;
• the likelihood of a future recruitment requirement; and
• guidance from the Information Commissioner's Office.

Candidate information is typically retained for a period of up to two years from the date of last contact, unless you ask us to remove your information sooner or we have a legal obligation to retain it for longer.

9. Your rights

Under UK data protection legislation, you have the following rights in relation to your personal information:

• Right of access — to request a copy of the personal information we hold about you;
• Right to rectification — to request that inaccurate or incomplete personal information is corrected;
• Right to erasure — to request that we delete your personal information in certain circumstances;
• Right to restriction — to request that we restrict the processing of your personal information in certain circumstances;
• Right to data portability — to receive your personal information in a structured, commonly used and machine-readable format in certain circumstances;
• Right to object — to object to the processing of your personal information where we rely on legitimate interests as our legal basis; and
• Rights in relation to automated decision-making — we do not make solely automated decisions that have a significant effect on you.

To exercise any of these rights, please contact us using the details in section 26 of this Privacy Notice.

10. Withdrawing consent

Where we process personal information on the basis of your consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before the withdrawal. To withdraw consent, please contact us using the details in section 26 of this Privacy Notice.

11. Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, destruction or damage. Access to personal information is restricted to those who have a legitimate need to access it for the purposes described in this Privacy Notice.

12. Website and cookies

When you visit our website, we may collect certain technical information automatically. For more information about how we use cookies and similar technologies, please read our Cookie Notice.

13. Links to other websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to read the privacy notices of any third-party websites you visit.

14. Children

Our website and services are not directed at children under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected personal information from a child, please contact us and we will take steps to delete it.

15. Candidate information

As a recruitment business, we process personal information about candidates as part of our core services. In particular:

• we will use your personal information to identify and introduce you to suitable permanent employment opportunities;
• we will not submit your details to a prospective employer without first discussing the opportunity with you;
• we may retain your information on our records so that we can contact you about future opportunities that may be relevant to you; and
• you can ask us to update, correct or remove your information at any time.

16. Client information

We process personal information about client contacts in order to provide our recruitment services. This may include:

• name and job title;
• business contact details;
• information about your organisation's recruitment requirements; and
• correspondence and communications with us.

We process this information on the basis of our legitimate interests in providing recruitment services and maintaining our business relationships.

17. Special category data

We do not routinely collect or process special category personal information (such as information about health, ethnicity or religion) as part of our recruitment activities. Where such information is provided to us voluntarily, we will handle it with appropriate care and in accordance with applicable data protection legislation.

18. Criminal records information

We do not routinely collect or process criminal records information. Where a client requires a DBS check or similar verification as part of a recruitment process, we will handle any relevant information in accordance with applicable legislation and guidance.

19. Automated decision-making and profiling

We do not make solely automated decisions about candidates or clients that produce legal or similarly significant effects. Our recruitment process involves human review and assessment at all material stages.

20. Third-party service providers

We may use third-party service providers to support our business operations. These providers may process personal information on our behalf as data processors. We require all third-party processors to:

• process personal information only on our documented instructions;
• implement appropriate technical and organisational security measures; and
• comply with applicable data protection legislation.

21. Data controller details

The data controller responsible for your personal information is:

22. ICO registration

Vanner Integrated Limited is registered with the Information Commissioner's Office (ICO) as a data controller. You have the right to lodge a complaint with the ICO if you believe your personal information has been processed in a manner that does not comply with applicable data protection legislation. The ICO can be contacted at www.ico.org.uk or by telephone on 0303 123 1113.

23. Complaints

If you have a concern or complaint about how we have handled your personal information, please contact us in the first instance using the details in section 26. We will investigate your concern and respond as promptly as possible. If you remain dissatisfied, you have the right to complain to the ICO.

24. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect:

• changes to our business or recruitment activities;
• changes in data protection legislation or regulatory guidance;
• guidance issued by the Information Commissioner's Office; or
• changes to the personal information we collect or how we use it.

The latest version of this Privacy Notice will apply from the date it is published on our website.

25. Related notices

This Privacy Notice should be read alongside our Cookie Notice, which explains how we use cookies and similar technologies on our website.

26. Contact us

If you have any questions about this Privacy Notice or how we handle your personal information, please contact us at: