Privacy Policy

Last updated: January 2026

1. Introduction & Scope

Wilsonhalligan Recruitment Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.

This privacy policy explains how we collect, use, store, share and protect personal data relating to:

• Candidates (including prospective candidates)
• Clients and business contacts
• Staff and contractors
• Website visitors

This policy applies to all personal data processed by us in the course of our recruitment services, business operations and through use of our website.

Separate notices may apply in specific circumstances (for example, a website privacy notice or cookies policy).

2. Data Controller & Contact Details

Wilsonhalligan Recruitment Ltd
Elan House, 5a Little Park Farm Road
Fareham, Hampshire PO15 5SJ

Email: info@wilsonhalligan.com
Telephone: +44 1489 886802

We are the data controller for the personal data described in this policy.

We are not required to appoint a Data Protection Officer.
Our GDPR contact is: info@wilsonhalligan.com

3. Categories of Personal Data We Collect

Depending on your relationship with us, we may collect and process the following categories of personal data:

1. a) Candidates

• Identification and contact details (name, address, email, phone)
• CVs, employment history, qualifications and references
• Right to work documentation (passport, visas)
• Maritime documentation (e.g. ENG-1 certificates)
• Interview notes and assessments

1. b) Special Category & Criminal Data (Candidates)

Where necessary, we may process:

• Health data (e.g. medical fitness certificates)
• Equality and diversity information (where voluntarily provided)
• Criminal conviction data (e.g. DBS checks, where required)

These are processed only where lawful and subject to enhanced safeguards.

1. c) Clients & Business Contacts

• Names, job titles and contact details
• Contractual and transactional information
• Communication records

1. d) Staff & Contractors

• Employment and payroll information
• Right to work and identity checks
• Performance, training and disciplinary records

1. e) Website Visitors

• IP address and technical data
• Usage and analytics data
• Information submitted via website forms
• Cookie and tracking data (see Cookies Policy)

4. How We Use Personal Data & Lawful Bases

We process personal data only where permitted by UK GDPR.

Where we rely on legitimate interests, we have conducted a balancing assessment to ensure our interests do not override individual rights and expectations.

5. Special Category & Criminal Conviction Data

Where we process special category or criminal conviction data, we do so in accordance with Articles 9 and 10 UK GDPR and applicable UK legislation.

We rely on appropriate conditions, including:

• Employment, social security and social protection law
• Establishment, exercise or defence of legal claims
• Explicit consent (where required)

We maintain a written policy document covering:

• Why such data is processed
• Safeguards applied
• Retention and deletion procedures

This document is available to the ICO on request.

6. How We Share Personal Data

We may share personal data with:

• Clients (in relation to candidate placements)
• IT, CRM and recruitment system providers
• Payroll, accounting and professional advisers
• Regulatory bodies and authorities where required by law

All third parties are required to protect personal data and act only on our instructions where applicable.

7. International Data Transfers

Some service providers may be located outside the UK or EEA.

Where personal data is transferred internationally, we ensure appropriate safeguards are in place, including:

• UK adequacy regulations
• Standard Contractual Clauses

8. Data Retention

We retain personal data only for as long as necessary, based on:

• Legal and regulatory requirements
• Contractual obligations
• Business needs

Typical retention periods include:

• Candidate records: up to 2 years after last engagement
• Client records: up to 7 years after contract end
• Staff records: in line with employment law requirements
• Website enquiries: up to 12 months

We maintain a data retention schedule setting out detailed retention periods and disposal methods.

9. Data Security

We have implemented appropriate technical and organisational measures to protect personal data, including:

• Access controls and user permissions
• Secure systems and encryption where appropriate
• Staff confidentiality obligations
• Secure disposal procedures

We maintain internal data security and breach management policies.

10. Data Breaches

In the event of a personal data breach, we have procedures in place to:

• Identify and assess the risk
• Notify the ICO within 72 hours where required
• Inform affected individuals where necessary

11. Cookies & Website Tracking

We use cookies and similar technologies on our website.

Further information, including how to manage your preferences, is available in our Cookies Policy.

12. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Rectify inaccurate data
• Request erasure
• Restrict or object to processing
• Data portability
• Withdraw consent at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

To exercise your rights, contact: info@wilsonhalligan.com

13. Changes to This Policy

We may update this privacy policy from time to time. The latest version will always be available on our website.