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Privacy Policy

Last Updated: 04/06/2025

At Portland Partnership ("we", "our", "us"), your privacy matters. This Privacy Policy explains how we collect, use, store, and protect your personal data, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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By interacting with us whether as a candidate, client, or site visitor you consent to the practices described in this policy.

1. Who We Are

Portland Partnership is a recruitment consultancy specialising in legal and accountancy practice recruitment across the North East of England and Central Belt of Scotland.

 

We act as a data controller when we process personal data relating to candidates, clients, suppliers, and website visitors.

 

If you have any questions, please contact:

 

Data Protection Contact:
Damian Yearnshire
DYearnshire@Portland-Partnership.co.uk

Unit 17 Enterprise Court, Cramlington, United Kingdom, NE23 1LZ

 
2. What Data We Collect
Candidates:

We may collect and process the following personal data:

  • Name, address, and contact details (email, phone number)

  • Employment history, education, qualifications

  • CVs, covering letters, interview notes

  • Right to work documents (passport, visa)

  • Salary, notice period, and benefits information

  • References and referee contact details

  • Job preferences and career aspirations

 
Clients:

  • Contact names and job titles

  • Company name, address, email, and phone number

  • Hiring preferences and recruitment needs

  • Communications, feedback, and agreements

 
Website Users:

  • IP address and browser data

  • Information collected via cookies (see section 10)

 
3. How We Collect Your Data

We collect personal data:

  • Directly from you via email, phone, our website, or in person

  • Through publicly available sources like LinkedIn, company websites, and job boards

  • From third-party CV databases and recruitment platforms

  • From referees or other individuals with your consent

 
4. How We Use Your Data

We process your personal data to:

  • Match candidates to job opportunities

  • Provide recruitment and consultancy services

  • Contact you regarding roles, hiring needs, or career advice

  • Verify identity, right to work, and professional qualifications

  • Carry out referencing and background checks (with consent)

  • Maintain our business operations and client relationships

  • Comply with legal and regulatory obligations

 
5. Legal Basis for Processing

Under the UK GDPR, we rely on the following legal grounds:

  • Consent – when you have given us permission (e.g., to send job alerts)

  • Contractual obligation – when processing is necessary for a contract with you

  • Legitimate interests – for recruitment activity, business development, or internal operations, where these interests do not override your rights

  • Legal compliance – where processing is required to meet legal obligations

 
6. Who We Share Your Data With

We may share your data with:

  • Clients for the purposes of introducing you for job opportunities

  • Reference providers (with your consent)

  • Background check providers, if required

  • Legal, regulatory, or government authorities (if legally required)

  • Third-party service providers (e.g. email hosting, CRM systems), under appropriate confidentiality agreements

 

We will never sell your data.

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7. International Transfers

We primarily store and process data within the UK. If data is transferred outside the UK, we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses or adequacy decisions).

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8. Data Retention

We only retain personal data for as long as necessary:

  • Candidates: typically retained for 2–3 years from last contact, or longer with consent

  • Clients: retained as long as our business relationship continues

  • Legal or contractual requirements may require longer retention in specific cases

You may request deletion of your data at any time (see Section 9).

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9. Your Rights

Under the UK GDPR, you have the right to:

  • Access your data

  • Correct inaccuracies

  • Request deletion ("right to be forgotten")

  • Object to processing

  • Restrict processing

  • Data portability (where applicable)

  • Withdraw consent at any time (if processing is based on consent)

 

To exercise your rights, contact us using the details in Section 1.

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10. Cookies and Website Data

Our website uses cookies to understand how visitors use it and to improve functionality. You can control cookie preferences through your browser settings.

For more details, please see our Cookie Policy.

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11. Security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, or loss including encryption, secure storage, and access control protocols.

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12. Updates to This Policy

We may update this Privacy Policy from time to time. We will post the revised version on our website and update the “last updated” date above. We recommend reviewing this page periodically.

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