Maintech Recruitment – Privacy Policy

Last updated: Oct 17, 2026 · Prepared by Emma Devereux

1. Who we are

Maintech Recruitment Ltd ("we", "us", "our") is a recruitment business that introduces candidates to clients for permanent, contract and temporary roles. We are the data controller for the personal data described in this policy, which explains how we collect, use, share and protect it in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to candidates, client contacts, suppliers, referees and visitors to our website. If you have any questions about it, contact us using the details above.

2. The personal data we collect

We collect only the data we need to provide recruitment services.

We process special category and criminal offence data only where a specific legal condition applies, and we protect it with additional safeguards.

3. How we collect your data and our lawful bases

We collect data directly from you (applications, CVs, calls, emails, registration forms) and from third parties, including job boards, professional networking sites such as LinkedIn, referees, clients, background-check providers and publicly available sources.

Under UK GDPR we must have a lawful basis for each use of your data:

For special category data we rely on the employment and social security condition, explicit consent, or the establishment, exercise or defence of legal claims, as appropriate.

4. How we use your data

We use personal data to:

• Assess your skills and match you to suitable vacancies
• Submit your CV and details to clients, with your agreement for each role
• Arrange interviews and pass on feedback
• Carry out right-to-work, reference and, where required, background checks
• Process timesheets, payroll and invoices for contractors and temporary workers
• Manage client relationships and respond to vacancies
• Send updates about roles, market news and services (you can opt out at any time)
• Meet our legal, regulatory and tax obligations
• Improve our website and services

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. We do not sell your personal data.

5. Who we share your data with

Our group of companies. We may share your personal data with other companies in our group, where this is needed to provide recruitment services, administer our business (for example shared IT, finance, HR and compliance functions) or tell you about opportunities with group companies. Each group company will process your data only for these purposes and in line with UK GDPR. Group companies: Site SOS Ltd (company number 17514268) and E J Dev Holdings Ltd (company number 17514020).

We may also share data with:

• Clients and prospective employers – we will not send your CV to a client without first discussing the role with you
• Service providers acting on our instructions, such as CRM and IT hosting, payroll, umbrella companies, background-check and vetting providers, and professional advisers
• Referees and previous employers to verify your details
• Authorities and regulators, such as HMRC, the Home Office, the police or the courts, where required by law
• A buyer or successor if our business, or part of it, is sold or restructured

All third parties must keep your data secure, and our service providers may use it only on our instructions under a written contract.

International transfers. If your data is transferred outside the UK, we ensure it is protected by UK adequacy regulations, the ICO's International Data Transfer Agreement or Addendum, or another lawful safeguard. Contact us for a copy of the relevant safeguards.

6. How long we keep your data

We keep personal data for 7 years from our last meaningful contact with you, or from the end of any assignment or contract, whichever is later. This period allows us to meet our legal, tax and regulatory record-keeping duties, deal with any claims, and keep in touch with you about suitable roles.

When the retention period ends, we securely delete or anonymise your data. We may delete it sooner if it is no longer needed, or if you ask us to and we have no legal reason to keep it. Some records, such as payroll data, may need to be kept for a specific statutory period.

You can ask us to delete your data or stop contacting you at any time (see section 8).

7. How we protect your data

We use appropriate technical and organisational measures, including access controls, password protection, encryption where appropriate, secure systems, staff training and confidentiality obligations. If a data breach is likely to put your rights at risk, we will notify the ICO within 72 hours and tell you without undue delay where required.

8. Your rights

Under UK GDPR you have the right to:

• Access a copy of the personal data we hold about you
• Rectification of inaccurate or incomplete data
• Erasure of your data in certain circumstances
• Restrict how we use your data
• Object to processing based on legitimate interests, and to direct marketing at any time
• Data portability – receive your data in a portable format, or have it sent to another organisation
• Withdraw consent where we rely on consent
• Not be subject to solely automated decisions with legal or similar effects

To exercise any right, email info@maintechrecruitment.co.uk. We will respond within one month, which may be extended in limited cases. There is normally no charge.

9. Complaints

If you are unhappy with how we handle your data, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.

10. Changes to this policy

We review this policy regularly and will post any updates on our website with a new "last updated" date. Significant changes will be communicated to you directly where appropriate.