Client Privacy Notice

1. Who we are

WorkBase Recruitment Ltd is a UK permanent recruitment agency and acts as the data controller for client contact personal data processed as part of our recruitment service. Registered office: 128 City Road, London, EC1V 2NX, United Kingdom. Company registration number: 17383550. WorkBase Recruitment Ltd is registered with the Information Commissioner's Office, registration number ZC217907.

2. Data we collect about client contacts

When you submit a vacancy through our Submit a Vacancy form, the quick enquiry form on our Employers page, our Job/Role Brief, or by contacting us directly, we typically collect:

• Your name, job title, and business contact details (email, phone number).
• Your company name and business address.
• Details of the role(s) you're looking to fill — job title, sector, location, salary range, shift pattern, and headcount.
• Records of our communications with you, including calls, emails, texts and WhatsApp messages, and their outcomes.

We don't collect special category data about client contacts as part of this service.

3. How we use client data

• To understand your vacancy and source suitable candidates for it.
• To communicate with you about candidates, progress on a search, and our services generally.
• To prepare and send invoices once a placement is made, and to administer our Terms of Business with you.
• To keep a record of our dealings with your business, so any member of the WorkBase team can pick up where a previous conversation left off.

4. Lawful basis

We process client contact data on the basis of legitimate interests — providing recruitment services to the business you represent — and, once a Vacancy Brief or our Terms of Business is agreed, performance of that contract. Where we send you marketing about our services, you can opt out at any time by contacting us.

5. Sharing your data

We don't sell client contact data. We may share it with candidates where relevant to progress a specific role (for example, sharing a job title, location and key requirements so a candidate can decide whether to apply), and with service providers who support our operations — currently Google Firebase, which hosts our website, database and candidate/client records, with data stored in the UK/EU (London) region.

6. How long we keep client data

We typically retain employer client and vacancy records for 6 years from the last activity on your account, in line with the limitation period for contract-related claims under the Limitation Act 1980 and to support any invoicing or fee queries. If we haven't worked together and a vacancy enquiry doesn't proceed, we'll typically retain your details for up to 24 months so we can follow up on future hiring needs, unless you ask us to delete them sooner.

7. Your rights

You can ask us at any time to access the data we hold about you, correct inaccurate data, delete it (subject to the retention reasons above), or restrict or object to our processing. Contact us using the details below, and we'll respond within one month. You also have the right to complain to the Information Commissioner's Office (ICO) — see our Complaints Procedure for how to do this.

8. Contact us

Questions about this notice, or requests relating to your data, can be sent to clients@joinworkbase.co.uk or info@joinworkbase.co.uk.