Your information
Privacy policy
How we handle your personal information when you contact Nexus Careers, apply for a job or use our website.
Last updated:
Who is responsible? Nexus Careers Group Ltd, trading as Nexus Careers, is the controller of the personal information it uses to provide its recruitment services and manage this website.
Contact us: [email protected]. Please put “Privacy enquiry” in the subject line so we can direct your message to the appropriate person.
1. Who this policy covers
This policy applies to candidates, people registering interest in future roles, employers and business contacts, referees, website visitors and authorised users of our staff area.
It explains the processing associated with our website and recruitment enquiries. Where an assignment, employment relationship, background check or other service requires additional processing, we will provide further privacy information relevant to that activity.
2. Information we collect
Candidates and applicants
- Your name, email address and any telephone number you choose to provide.
- Your CV, covering message, employment history, qualifications, skills and relevant experience.
- Your preferred role, sector, location, employment type, availability, notice period and salary expectations, where supplied.
- Your postcode and information about your right to work or need for sponsorship, where requested for a recruitment enquiry.
- For armed forces enquiries, your service branch, trade or specialism and resettlement or discharge timeline, where supplied.
- Correspondence with us, application references, recruitment preferences and records of relevant permissions or objections.
Employers, business contacts and referees
We may collect your name, business email, job title, organisation, contact details, vacancy requirements and information you provide in correspondence or a reference. Please only provide another person’s details where you have an appropriate reason to do so, and let them know that you have shared their details with us.
Website and staff-account information
Our hosting and service providers may process technical information such as IP addresses, browser details, request times and security logs. Form submissions may include the page or job reference associated with your enquiry, the time of submission and campaign-source information where that feature is enabled.
For authorised staff accounts, we hold account details, permissions, password hashes, relevant login-security records and information about jobs created or managed through the staff area. Public job adverts may display the assigned consultant’s name, role and business email address.
3. Where information comes from
Most information comes directly from you through a form, CV upload, email or other communication with our team. During a recruitment process, relevant information may also come from an employer, a referee or a person who has introduced you to us.
If we obtain your personal information from another source, such as a recruitment platform or a publicly available professional profile, we will provide the applicable privacy information, including details of the source, within the period required by law. This will normally be within one month, or earlier if we first contact you or disclose the information before then, unless a lawful exception applies.
4. Why we use information and our lawful bases
We use personal information for the purposes below. The applicable lawful basis depends on the particular activity and our relationship with you; submitting a form does not mean that every use of your information is based on consent.
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries, reviewing a CV, discussing a vacancy and arranging recruitment communications. | Our legitimate interests in providing recruitment services and responding to people who contact us. Where relevant, taking steps at your request before entering into a contract with you. |
| Considering your suitability for a role, introducing you to an employer and administering the recruitment process. | Legitimate interests in matching candidates and employers and managing recruitment, or contractual necessity where the processing is necessary for a contract with you or steps you request before that contract. |
| Maintaining an appropriate candidate relationship and considering relevant future opportunities. | Legitimate interests in supporting an ongoing recruitment relationship, subject to your reasonable expectations, our retention criteria and your right to object. Where we request and rely on consent, you can withdraw it. |
| Sending optional job-update or marketing emails. | Consent where required by electronic-marketing rules. Where another lawful route is available, we will use it only when its conditions are met. You can object to direct marketing at any time. |
| Administering business relationships, service records and agreed recruitment services. | Contractual necessity where you are a party to the contract; otherwise legitimate interests in managing our business relationships. |
| Protecting the website, managing staff access and preventing misuse or unauthorised changes. | Legitimate interests in keeping our systems and information secure. |
| Meeting applicable legal requirements, responding to lawful requests and handling legal claims. | Legal obligation where a specific duty applies, or legitimate interests in establishing, exercising or defending legal rights. |
Where we rely on legitimate interests, we must consider the effect on your rights and interests and not use your information in a way that unjustifiably overrides them.
Fields marked as required are needed to deal with that particular request. If you do not supply them, we may be unable to process the form or progress an application. Providing information through an initial website enquiry is not, by itself, a statutory obligation. If particular information later becomes necessary to meet a legal or contractual requirement, we will explain that requirement and the consequences of not providing it.
5. Sensitive information and recruitment checks
Please do not include health information, racial or ethnic origin, religious beliefs, trade union membership, sexual orientation, criminal-record information, copies of identity documents, National Insurance numbers or financial account details in a general website message or CV upload unless we have specifically arranged an appropriate way to collect the necessary information.
If special-category information is needed, for example to discuss a reasonable adjustment, we will explain the purpose and identify both a lawful basis and the additional legal condition required for that processing. Criminal-record information is subject to separate legal restrictions. Any necessary identity, right-to-work or other checks will be explained at the relevant stage and should use an appropriate collection channel rather than an unsolicited CV attachment.
6. Who receives your information
Access is limited to people and organisations who need the information for a relevant purpose. Depending on your enquiry or recruitment process, recipients may include:
- Nexus Careers staff and consultants dealing with your enquiry, application or business relationship.
- Prospective employers and their authorised recruitment contacts, where an introduction or application is being progressed. We will discuss the relevant opportunity with you before sending your CV to an employer.
- Providers supporting our website hosting, email, form handling, recruitment administration, document storage and IT security, where used for the relevant service.
- Professional advisers, insurers, regulators, courts or public authorities where disclosure is necessary and lawful.
When an employer receives information and determines its own recruitment purposes, it will generally act as a separate controller. Its privacy notice will explain how it uses that information.
Formspree
Our website enquiry and application forms use Formspree, Inc. to receive submissions and deliver them to the configured recipient. Depending on the form, this includes your answers, contact details and CV attachment. Formspree may also process technical information associated with the submission, such as your IP address, browser details and submission time, for service operation and security.
A job application may be submitted to a separate Formspree form configured for the consultant responsible for that job. This is a routing arrangement within our recruitment service; it does not automatically send your CV to the hiring employer. You can read Formspree’s privacy policy for its own processing information.
The website’s step-by-step form does not submit your completed answers to Formspree merely because you move between steps. Submission takes place when you press the final submit button. Ordinary website and service requests can still generate technical logs before you submit.
7. International processing
Some providers may process personal information outside the United Kingdom. Formspree states that it uses infrastructure in the United States and may process information in other countries where it operates. It also states that it relies on Standard Contractual Clauses when acting as a processor.
Where a transfer of your information is restricted by UK data protection law, an applicable transfer mechanism is required. This may be UK adequacy regulations or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to approved Standard Contractual Clauses, together with any assessment and supplementary protections required by law. A provider’s general statement about GDPR compliance is not a substitute for those arrangements.
You can contact [email protected] to request information about the destination countries and safeguards applicable to your information, including how to obtain a copy of relevant safeguards.
8. How long we keep information
We keep personal information only for as long as it is needed for the purpose for which it is held, including any applicable legal obligations or the establishment, exercise or defence of legal claims. The period differs according to the record and relationship. The criteria used are:
- Enquiries and correspondence: the time needed to answer the enquiry, complete agreed follow-up and keep an appropriate record of the communication.
- Applications and CVs: the duration of the relevant recruitment process, any necessary follow-up or dispute period, and whether there is an ongoing relationship in which considering you for future roles remains relevant and reasonably expected.
- Candidate registrations: whether your information remains accurate, whether you are still seeking opportunities, our recent contact with you and any request you make to stop further consideration.
- Client, placement and transaction records: the duration of the relationship and the legal, accounting, regulatory and claims-related requirements applicable to those records.
- Marketing preferences: while relevant to your preferences. A limited suppression record may be retained after you opt out so we can avoid contacting you again.
- Staff accounts and security records: the period during which access is authorised and any further period reasonably necessary to investigate incidents or maintain an appropriate audit record.
Closing a vacancy on the website does not automatically delete the applications already submitted for it. Retention applies across the systems holding the information, including Formspree submissions, email, recruitment records and backups. When information is no longer required, it should be deleted or anonymised under the applicable retention arrangements.
You may contact us to ask about the retention period or criteria applicable to a particular record, or to request deletion. Some information may need to be retained where a legal obligation or another lawful reason prevents immediate deletion.
9. Cookies, fonts and external services
The staff area uses a session cookie to authenticate authorised users and protect administrative functions. This is a necessary website function, rather than an advertising cookie.
The website uses externally hosted fonts from Google Fonts. When your browser requests those font resources, Google receives technical request information, including your IP address. If fonts are hosted locally instead, those external font requests do not occur.
Links to LinkedIn, WhatsApp, email services and other external websites are subject to the relevant provider’s practices when you follow them. If background video or other media is delivered from a third-party host, that provider also receives the technical information needed to deliver the resource.
Any non-essential cookies, advertising pixels or similar tracking technologies added to the website must be explained in the website’s consent information and used in accordance with applicable law. Where consent is required, they must not be activated before that consent is given. You can also manage cookies through your browser, although blocking necessary cookies may stop staff login from working.
10. Security and automated decisions
We use access restrictions and other appropriate technical and organisational measures to protect information. Authorised staff are expected to handle personal information only for legitimate work purposes. No internet service or transmission method can be guaranteed completely secure.
The website’s form steps and job filters organise the information you provide and display vacancies. They do not themselves make a hiring decision or automatically reject an application based on suitability. If a recruitment process uses automated decision-making with legal or similarly significant effects, we will provide the specific information and safeguards required for that processing.
11. Your data protection rights
Depending on the circumstances and the lawful basis for processing, you may have the right to:
- Ask for access to your personal information and a copy of it.
- Have inaccurate or incomplete information corrected.
- Request erasure of information we no longer have a lawful reason to retain.
- Ask us to restrict particular uses of your information.
- Object to processing based on legitimate interests, taking account of your circumstances.
- Receive certain information you supplied in a portable format where the legal conditions apply.
- Withdraw consent at any time where we rely on it. Withdrawal does not make earlier processing unlawful.
- Exercise the protections that apply to qualifying automated decision-making, where relevant.
Your right to object to direct marketing: you can ask us to stop using your personal information for direct marketing at any time. Use an unsubscribe option where provided, or email [email protected]. Marketing preferences are separate from communications needed to handle a specific enquiry or application.
To make a rights request, email us with enough information to identify your records and explain what you would like us to do. We may need proportionate information to verify your identity or clarify the request. We will respond within the applicable statutory period, normally one month, subject to any lawful extension or adjustment. Requests are normally free of charge; legal exceptions and restrictions may apply.
12. Questions and complaints
If you are concerned about how your information is handled, please contact us so we can investigate. You also have the right to complain to the UK Information Commissioner’s Office (ICO); you do not have to contact us first.
Visit the ICO’s complaints page.
13. Changes to this policy
We may update this policy when our services, systems or legal responsibilities change. The date at the top shows when it was last revised. Where a significant change affects how we use your information, we will provide further information or seek consent where required.