We review this page regularly against our working practices and current UK law. If you have a question about it, email support@spelloutsourcing.com.
This notice explains how SpellOutsourcing handles personal information collected through this website and when you contact us. If you register as a candidate, our Candidate Privacy Notice gives more detail about how we use your CV and related information.
Who we are
SpellOutsourcing is the controller of the personal information described in this notice. This means we decide how and why it is used.
- Email: support@spelloutsourcing.com
If you have a question about this notice or how we handle your information, email support@spelloutsourcing.com with "Data protection" in the subject line.
Information we collect
Information you give us
- Enquiries: your name, business name, email address, telephone number, enquiry type and message when you use our contact form or email us.
- Candidate registrations: the details and documents you submit through our Upload CV form. These are covered in the Candidate Privacy Notice.
- Employer contacts: names, job titles and contact details of people we work with at client and prospective client organisations.
Information collected automatically
- Security and rate-limiting records: when you submit a form, we store a one-way, keyed hash of your IP address so that we can limit repeated or automated submissions. We do not store your IP address itself for this purpose.
- Server logs: our hosting provider records standard technical information, such as IP addresses, browser type and pages requested, to keep the website running securely.
- Cookies: see our Cookie Policy. We only use non-essential cookies if you agree to them.
How we use it and why
Data protection law requires us to have a lawful basis for each use of personal information. Different activities rely on different lawful bases.
| What we do | Lawful basis |
|---|---|
| Respond to enquiries sent through our contact form or by email | Legitimate interests: responding to people who contact us. Where you are asking about our services, this may also be steps taken at your request before entering into a contract. |
| Provide recruitment services to employer clients and manage our business relationship | Performance of a contract with the client organisation, and our legitimate interests in managing that relationship. |
| Process candidate registrations | Explained in the Candidate Privacy Notice. |
| Keep the website secure and prevent spam and misuse | Legitimate interests: protecting our website, systems and the people who use them. |
| Analytics, if enabled | Your consent, given through our cookie settings. You can withdraw it at any time. |
| Keep records and respond to legal claims or requests from authorities | Legal obligation, or legitimate interests in establishing, exercising or defending legal claims. |
We do not sell personal information, and we do not use it for automated decision-making that has legal or similarly significant effects on you.
Who we share it with
We only share personal information where it is necessary for the purposes described above. Recipients may include:
- Service providers who process information on our behalf under contract, such as our website hosting provider, our email service provider and providers of secure data storage. They may only use the information to provide their services to us.
- Prospective employers, where you are a candidate. See the Candidate Privacy Notice.
- Professional advisers, such as lawyers, accountants and insurers, where needed.
- Regulators, law enforcement and other authorities, where we are legally required to share information.
- A purchaser or successor, if all or part of our business is sold or reorganised, subject to appropriate safeguards.
International transfers
Our primary market is the United Kingdom. Our wider network includes the United States and Canada. If personal information is transferred outside the UK, for example to a service provider or to a network contact in connection with a specific opportunity, we will make sure an appropriate safeguard is in place, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum approved under UK law.
You can ask us for more information about any transfer of your information outside the UK, and the safeguard we rely on, by emailing support@spelloutsourcing.com.
How long we keep it
- Enquiries: up to 12 months after we last correspond with you, unless the enquiry becomes part of an ongoing client or candidate relationship.
- Candidate records: see the Candidate Privacy Notice.
- Client records: for as long as we provide services to the client and afterwards for as long as needed to meet legal, accounting and tax requirements, normally up to six years after the end of the relationship.
- Rate-limiting records: deleted automatically after 24 hours.
- Server logs: kept by our hosting provider for a limited period, only as long as needed for security and troubleshooting.
Keeping information secure
We use appropriate technical and organisational measures to protect personal information. These include encrypted connections (HTTPS), restricted staff access, password protection and storing uploaded documents outside the public part of our website. No method of transmission or storage is completely secure, but we work to protect your information and review our measures regularly.
Your rights
You have rights over your personal information, including the right to access it, correct it, ask us to delete it, restrict or object to how we use it, and withdraw consent where we rely on consent. These rights are explained on our Data Protection and Your Rights page. To make a request, email support@spelloutsourcing.com.
Raising a concern
If you have a concern about how we handle your information, 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), the UK supervisory authority for data protection:
- Website: ico.org.uk/make-a-complaint
- Telephone: 0303 123 1113
Changes to this notice
We may update this notice from time to time. The date at the top of the page shows when it was last changed. Where changes are significant, we will take reasonable steps to let affected people know.
Notice version: 2026-10