1. Introduction

Hot Recruitment Consultants Ltd t/a eRecruitSmart (“we”, “us”, “our”) is committed to protecting your privacy. We understand that you care about how your personal data is used, and we take our responsibilities under the UK GDPR and the Data Protection Act 2018 seriously.

This Privacy Policy explains how we collect, use, store, and share your personal data when you use our website or our recruitment services — whether you are a job applicant, a client, or a website visitor.

By using our website, you agree to the terms of this Privacy Policy. If you do not agree, please stop using our website.

2. Who We Are

Hot Recruitment Consultants Ltd t/a eRecruitSmart
Registered in England and Wales: 4928969
Registered office: 90 Mill Lane, London, NW6 1NL
ICO Registration Number: Z1056935

Data Protection Contact: hello@erecruitsmart.co.uk

3. What This Policy Covers

This Policy covers all personal data collected by us when:

You use our website
You apply for a vacancy we advertise
You engage with us as a client
You contact us by phone, email, or form
We conduct recruitment activities on your behalf or for you

It does not cover third-party websites linked from our site. Please check their privacy policies separately.

4. Personal Data We Collect

We may collect the following types of information:

4.1 From job applicants (candidates):

Name and contact details
CV, employment history, qualifications
Application information
Notes from phone calls or interviews
Eligibility to work in the UK (where required)

4.2 From clients and businesses:

Contact details
Company name and address
Billing information
Communication history

4.3 From website users:

IP address
Browser and device details
Pages visited and referring URLs
Cookie data (see Section 10)

We only collect data necessary to deliver our services.

5. How We Use Your Data – Clients

We use client and business data to:

Provide recruitment advertising and related services
Respond to enquiries
Manage accounts and invoicing
Send service updates or newsletters (you can unsubscribe at any time)
Maintain our business operations and website performance

Our lawful basis is Contract and Legitimate Interest.

6. How We Use Your Data – Candidates

When you apply for a vacancy with us, we process your personal data — including your CV — for recruitment purposes under Legitimate Interest.

This includes:

a) Reviewing your application and forwarding your CV to the hiring company responsible for the vacancy
b) Contacting you about your application, interviews, or related updates
c) Adding your CV to our secure talent pool so we may contact you about future suitable vacancies
d) Matching your skills and experience to other roles you may be interested in
e) Retaining your CV for a reasonable period to support ongoing recruitment activity

If you prefer not to be included in our talent pool, you may opt out at any time by emailing:
hello@erecruitsmart.co.uk

All CVs and candidate data are stored securely and used only for recruitment.

7. Data Sharing

We may share your personal data with:

For candidates:

The hiring company responsible for the vacancy you applied for

For clients:

Payment processors and essential service providers (e.g., CRM, invoicing, secure hosting)

General:

Trusted third-party partners who support our business operations, such as Salesforce, Xero, PayPal, Logic Enterprises, Wix, and job boards used for recruitment advertising.

All partners operate under GDPR-compliant agreements.

We do not sell your personal data.

8. How and Where We Store Your Data

Data is stored securely within the UK/EEA.
We retain data only as long as necessary for recruitment or legal purposes.
You may request deletion of your data at any time.

We take appropriate technical and organisational measures to protect your data, but internet transmission is never completely secure and you should take suitable precautions.

9. Your Rights Under GDPR

You have the right to:

Access the personal data we hold about you
Request correction or deletion of your data
Request restriction of processing
Object to processing under Legitimate Interest
Request a copy of your data (data portability)
Withdraw consent for email marketing
Complain to the ICO

To exercise your rights, contact: hello@erecruitsmart.co.uk

10. Cookies

We use cookies to improve our website and provide a better user experience.

Cookies help us to:

Understand how visitors use our site
Improve functionality and performance
Provide essential website features
Remember your preferences
Use analytics tools such as Google Analytics

You can control cookies at any time through your browser settings. Essential cookies cannot be disabled as they are required for the site to function.

A simplified cookie banner appears when you first visit our site.

11. Email Tracking

Some emails we send may contain tracking pixels to help us understand engagement (such as opens and link clicks). This helps us improve communication. You can unsubscribe at any time.