Data Policy - Hire Hub

Data Policy

Hire Hub

Hire Hub Data Protection Policy

Effective Date: 2025

1. Purpose

This Data Protection Policy outlines how Hire Hub (“we”, “us”, “our”) protects and manages personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The policy applies to all employees, contractors, and partners who process personal data on behalf of Hire Hub.

2. Scope

This policy covers all personal data processed by Hire Hub relating to:

Job candidates applying through our platform or campaigns
Business clients and contacts using our recruitment services
Employees, contractors, and suppliers
Any third parties with whom we exchange personal data

3. Our commitment

Collecting and processing personal data lawfully, fairly, and transparently
Using data only for legitimate business purposes
Keeping data accurate, up to date, and secure
Minimising the data we collect and retaining it only as long as necessary
Respecting the rights of data subjects at all times

4. Legal basis for processing

Contractual necessity: when data processing is required to deliver our recruitment services
Legitimate interests: to operate and grow our business, maintain relationships, and improve our systems
Legal obligation: when required to comply with law (for example, right-to-work checks or tax records)
Consent: when individuals agree to receive marketing or provide optional information

5. Data categories

We handle the following categories of data:

Candidate data: name, contact details, CV, employment history, education, eligibility to work, and references
Client data: contact and company details, payment and subscription information
Employee/contractor data: HR, payroll, and compliance records
Website data: IP addresses, cookies, and analytics logs

6. Data minimisation and retention

We only collect the data we need to perform our services. Data will be retained for:

Candidates: for the duration of an active subscription and a limited period afterward
Clients: as required for tax, legal, and business records (typically six years)
Employees/contractors: for the duration of employment plus legal retention periods

Data no longer required is securely deleted or anonymised.

7. Security measures

Password protection and access controls
Encryption of sensitive files and communications
Secure servers and cloud storage with limited user access
Staff training on confidentiality and data handling
Regular review of data security practices

8. International data transfers

Where data is transferred outside the UK (for example to processing teams or partners in the Philippines), safeguards such as Standard Contractual Clauses or equivalent measures are implemented to ensure data remains protected under UK GDPR standards.

9. Data sharing

We may share personal data with:

Client businesses using our recruitment services
External service providers (hosting, analytics, payment platforms) under written contracts
Legal and regulatory bodies when required by law

We never sell or share personal data for unrelated commercial gain.

10. Individual rights

All individuals whose data we hold have the right to:

Access their data
Correct inaccuracies
Request erasure (“right to be forgotten”)
Restrict or object to processing
Request data portability
Withdraw consent where applicable

Requests should be sent to [email protected]. We respond within one month of verification of identity.

11. Data breaches

All staff must report any suspected or actual data breach immediately to management. If a breach poses a risk to individuals, we will notify the Information Commissioner’s Office (ICO) within 72 hours and, where appropriate, the affected individuals.