Privacy Notice

1. Who We Are

This website is operated by Prince Dube, trading as Jay's Recruitment ("we", "us", "our"), operating as a sole trader.

Jay's Recruitment is not yet registered with the Information Commissioner's Office (ICO) as a data controller. Registration is in progress and this section will be updated with the registration number once it's complete.

Jay's Recruitment is led by Jay, Founder, working alongside Mridul, an experienced healthcare recruitment partner.

2. Contact Details

For any question about this notice or how we handle your personal data, contact: jay@jaysrecruitment.co.uk or 07845747153.

We don't currently publish a registered business address.

3. Information We Collect

Through the candidate application form, we collect: full name, email address, phone number, the role you're applying for, information you provide about yourself, your CV file (where you upload one), and who referred you (where provided, as part of the £250 referral scheme).

Through the employer enquiry form, we collect: name, organisation, email address, phone number, and your message to us.

In both cases, we also record whether you ticked the consent checkbox at the time you submitted the form, and the date and time of submission.

4. How We Collect Information

• directly from you, when you complete the candidate application form or employer enquiry form on this website
• directly from you, when you contact us by email or phone
• from a referrer, where someone else names you when using the £250 referral scheme, in which case we contact you to confirm your own details directly before processing your application further
• from job boards and professional recruitment networks, where we identify candidates who may be suitable for a role we're recruiting for

Where we collect your information from somewhere other than you directly, we'll give you this notice, or tell you where to find it, within one month, or sooner if we contact you before then, or before we first disclose your details to another recipient if that happens first, whichever is earliest, as UK GDPR requires.

5. How We Use Personal Data

We use candidate information to assess your suitability for roles, put you forward to employers and, where relevant, specialist recruitment partners, and administer the £250 referral scheme where a referral is involved. We use employer enquiry information to respond to your enquiry and discuss our recruitment services.

We do not use your information for any purpose other than those described in this notice, and we do not use it for marketing purposes without separately asking for your consent.

6. Lawful Bases for Processing

We rely on legitimate interests for most day to day matching and responding to enquiries, contract or pre-contract steps where we're acting to place you or an employer is engaging our services, and consent, sought specifically and separately, before sharing your details with a recruitment partner. Sending us a CV or ticking the consent checkbox on our forms doesn't by itself mean consent is the lawful basis for everything we do with your information, the basis depends on the specific activity, as set out above.

We don't ask candidates to provide health, disability or other special category information as part of applying. If you choose to share any, for example to let us know about a disability so we can discuss a reasonable adjustment with a prospective employer, we only use it for that specific purpose, and we'll identify the appropriate lawful basis and a valid Article 9 condition, together with any applicable Data Protection Act 2018 requirements, before doing so. We don't assume that information is lawful to process simply because it's been provided voluntarily, and we don't ask for, or need, more than you choose to tell us.

7. Candidate Information Sharing

We share your application with the specific employer or employers you've applied to, or whose roles we think suit you. This is the core of the recruitment service you've asked us for, and is covered by legitimate interests and, where relevant, contract, as set out in section 6.

For some requests, for example temporary or interim social work cover, we may separately work with specialist recruitment partners who support that type of placement. Sharing your details with a partner is a distinct disclosure to a different organisation, so where we intend to do this for a specific opportunity, we'll tell you who they are and why, and seek your consent first. We don't sell your information or share it with anyone for marketing purposes.

8. Data Storage and Security

Your information is stored through this website and the following service providers, each acting as our data processor:

• Supabase, our database and file storage provider (UK (London) region, verified directly against the project's own configuration)
• Cloudflare, which hosts and serves this website
• Resend, which sends us an email notification when you submit a form
• Retool, the platform our internal CRM is built on, which we use to manage candidate and client records once your application or enquiry has been received

CV files and application records are not publicly accessible, only to authorised users, and form submissions use an encrypted (HTTPS) connection. We don't hold any formal security certification at this time.

9. International Data Transfers

Our primary database and file storage are hosted in Supabase's UK (London) region, as verified against our project configuration.

Cloudflare, which hosts this website, Resend, which sends our email notifications, and Retool, which our CRM is built on, are all US-headquartered companies whose infrastructure processes some data outside the UK as a normal part of how they operate, Cloudflare partly in US and European data centres, Resend and Retool primarily in the US. Each has a data processing agreement in place with UK transfer safeguards, including the UK Addendum to the EU's Standard Contractual Clauses. We'll update this section if that changes.

10. Data Retention

• Unsuccessful or non-progressed candidate applications, the majority of applications: retained for 24 months from your last meaningful interaction with us (your application, our response, or any later contact), then securely deleted or anonymised, unless you ask us to keep your details on file for future opportunities, or the law requires us to keep them longer.
• Employer enquiries that don't lead to an active client relationship: retained for 12 months from your last contact with us, then securely deleted.
• Confirmed placements and active client relationships: records evidencing a placement, or an employer's relationship with us as a client, are retained for 6 years from the end of the placement or relationship, reflecting the standard limitation period for contract-related claims in England and Wales.
• Statutory financial records (invoices, referral payments actually paid, and similar): retained for at least 5 years after the 31 January Self Assessment submission deadline for the relevant tax year, as HMRC requires for a sole trader.

We review records against these periods at least once every 12 months, deleting or anonymising anything past its period, except where you're an active placement or have asked to stay on file, which we check manually first.

11. Individual Rights

Under UK data protection law, you have the right to access, correct, delete, restrict, or object to our use of your data, request it in a portable format, and withdraw consent at any time. Email jay@jaysrecruitment.co.uk to exercise any of these, we'll respond within one month.

12. Complaints

If you're unhappy with how we've handled your data, we'd welcome the chance to put it right, contact us directly. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. You don't have to contact us first before raising a complaint with the ICO.

13. Cookies and Website Analytics

This website does not set any cookies or use analytics software or other tracking technology in its own code, verified directly against the site. Fonts and other assets are served from this site itself rather than a third-party tracking CDN. Our hosting provider, Cloudflare, may set limited technical cookies for security purposes under certain conditions, though none are currently in active use for this site. No cookie banner is shown as a result. If that changes, or analytics is added, this section will be updated first and, where required, your consent requested before anything runs.

14. Changes to This Privacy Notice

We may update this notice from time to time. The current version will always be available on this page.