We review this page regularly against our working practices and current UK law. If you have a question about it, email support@spelloutsourcing.com.
About this notice
This notice applies to people who register their CV with SpellOutsourcing or who we contact about potential opportunities. It should be read alongside our general Privacy Notice. SpellOutsourcing is the controller of your information and can be contacted at support@spelloutsourcing.com.
Information we collect
- Contact details: name, email address, telephone number, town or city, postcode, country of residence and preferred contact method.
- Professional profile: current and desired job titles, area of expertise, years of experience, employment status, professional summary, skills and qualifications.
- Preferences: sectors, type of employment, working arrangement, locations, willingness to relocate, salary expectations and availability.
- Documents: your CV and any cover letter or supporting document you upload, and the information they contain, such as your employment history and education.
- Right to work: your optional answer about whether you have the right to work in the UK. We do not ask for identity or immigration documents at registration.
- Records of our contact with you: notes of conversations, the roles we discuss with you and the outcome of any applications.
- Privacy records: the date you acknowledged this notice, the version you saw and whether you chose to receive vacancy alerts.
Sensitive information
We do not ask for special category information, such as health details, ethnicity, religion or sexual orientation, or for criminal record information. Please do not include it in your CV. If a specific role requires checks of this kind, we will explain what is needed, why and the lawful basis at that stage.
Where it comes from
Most of the information we hold comes directly from you. We may also receive information from:
- employers, for example interview feedback or the outcome of an application;
- referees, but only after we have discussed this with you;
- publicly available professional sources, such as professional networking profiles you have chosen to make public, where we are looking for people for a specific role. If we obtain your details this way, we will tell you where they came from when we first contact you.
How we use it and why
| What we do | Lawful basis |
|---|---|
| Store your registration and assess your suitability for current and future roles | Legitimate interests: providing recruitment services to candidates who ask to be considered for opportunities, and to our employer clients. |
| Contact you about specific opportunities and your registration | Legitimate interests, as above. You can ask us to stop at any time. |
| Share your details with a prospective employer | Legitimate interests. We will normally discuss a specific role with you before sharing your details. See Sharing with employers. |
| Send vacancy alerts by email | Your consent, which you can give or refuse separately when registering and withdraw at any time. |
| Keep records of our recruitment activity, and comply with law and regulatory requests | Legal obligation, and legitimate interests in being able to demonstrate how we have acted and to establish or defend legal claims. |
| Keep our systems secure and prevent misuse of our forms | Legitimate interests in protecting our systems and the information we hold. |
Where we rely on legitimate interests, we have considered your interests and rights and believe the processing is what a candidate registering with a recruitment services provider would reasonably expect. You have the right to object; see Your rights.
We do not make decisions about you based solely on automated processing. Our staff review registrations and decide which opportunities to discuss with you.
Sharing with employers
When we think you may be suitable for a role, we will normally contact you to discuss it first. We share your CV and relevant details with that employer once you have agreed to be put forward. The employer will then use your information under its own privacy notice.
Other recipients
- Service providers who host our website, store data or send our emails, under contracts that require them to protect your information.
- Professional advisers, insurers and authorities where legally required or necessary to establish or defend legal claims.
We do not sell your information or share it with third parties for their own marketing.
Vacancy alerts
Vacancy alerts are optional. Not choosing them does not affect your registration or how we consider you for roles. If you opt in, you can unsubscribe at any time by replying to any alert or by emailing support@spelloutsourcing.com. We record when you gave or withdrew consent.
International transfers
Our recruitment services focus on the United Kingdom. If a role you are interested in involves an employer or network contact in the United States or Canada, we will discuss it with you before sharing your details and make sure an appropriate legal safeguard is in place for the transfer.
How long we keep it
We keep candidate records for up to 24 months after our last meaningful contact with you, such as a conversation about a role or an update to your registration. After that, we delete your record and documents. We may keep limited information for longer where there is a specific reason, such as a record of a placement, a legal requirement or an ongoing dispute, and only for as long as that reason applies.
You can ask us to delete your registration sooner at any time.
Security and access
Your CV and documents are stored privately, outside the public part of our website. They are not available through public links. Only authorised SpellOutsourcing staff can access them, using individual password-protected accounts, and access to documents is logged. We do not send CVs as attachments in our internal notification emails.
Your rights
You can ask us to:
- give you a copy of the information we hold about you;
- correct information that is wrong or incomplete;
- delete your registration and documents;
- restrict how we use your information, or stop using it for a particular purpose;
- provide information you gave us in a portable format, where this right applies.
You can also object to processing based on legitimate interests, and withdraw consent for vacancy alerts at any time. More detail is on our Data Protection and Your Rights page.
Contact and complaints
To exercise your rights or ask a question, email support@spelloutsourcing.com and include your registration reference if you have it. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Notice version: 2026-10