Highfield Professional Solutions Ltd – Privacy Policy 

1. Introduction 

Highfield Professional Solutions Ltd (“HPS”, “we”, “us” or “our”) is committed to protecting and respecting your personal data. This Privacy Policy explains how we collect, use, store and share personal data in connection with our business activities, including recruitment services, workforce solutions, training and use of our websites. 

It also outlines your rights and how you can contact us. 

2. Who We Are 

Highfield Professional Solutions Ltd 
Company number: 06024363 
Registered office: Unit 1 & 2 The Sawmills, Durley, Southampton, SO32 2EJ 

We operate primarily as: 

• A data controller when we determine how your personal data is used 

• A data processor when we handle personal data on behalf of our clients 

3. Scope of This Policy 

This policy applies to: 

• Candidates and job applicants 

• Clients and prospective clients 

• Suppliers and business contacts 

• Users of our website and services 

4. Types of Personal Data We Collect 

Depending on your relationship with us, we may collect: 

Identity Information 

Name, title, date of birth, nationality, right-to-work documentation 

Contact Information 

Address, email, phone number, emergency contact details 

Career & Background Information 

Employment history, qualifications, references, skills, CV data 

Recruitment Information 

Salary expectations, job preferences, interview feedback 

Verification Data 

ID documents (e.g. passport, driving licence) 

Financial Information 

Bank details, tax information (where required) 

Compliance & Screening Data 

Background checks where permitted (e.g. criminal checks) 

Diversity Data (where lawful) 

Information such as ethnicity, health or disability (only where permitted by law and/or with consent) 

Technical Data 

IP address, browser type, usage data, website activity 

Marketing Preferences 

Your communication and subscription preferences 

Other Data 

Any information you provide to us directly or via third parties 

We do not intentionally collect data relating to children. 

5. How We Collect Personal Data 

We collect data in the following ways: 

Directly from you 

• Submitting a CV or application 

• Registering with us 

• Communicating by phone, email or in person 

• Attending events 

From third parties 

• Clients and hiring organisations 

• Background screening providers 

• Job boards and recruitment platforms 

• Public sources (e.g. LinkedIn) 

Automatically 

• Website usage data via cookies and analytics tools 

6. How We Use Personal Data 

As part of our recruitment services, we may share candidate personal data (including CVs, employment history and contact details) with clients for the purpose of assessing suitability for roles. We will only do this where we have a lawful basis, and where appropriate, your knowledge or consent 

We process personal data for the following purposes: 

Candidates 

• Matching candidates to job opportunities 

• Submitting applications to clients 

• Managing recruitment processes 

• Providing career-related communications 

• Conducting background checks 

• Complying with legal obligations 

Clients & Business Contacts 

• Delivering recruitment and workforce services 

• Managing business relationships and contracts 

• Providing market insights and updates 

Website Users 

• Improving website performance 

• Providing relevant content and services 

• Sending marketing communications (where permitted) 

Referees 

• Obtaining employment references for candidates 

7. Legal Basis for Processing 

We rely on the following lawful bases: 

• Contractual necessity – to provide services to you and our clients 

• Legitimate interests – to operate and improve our business 

• Legal obligations – to comply with regulatory requirements 

• Consent – for certain marketing and special category data 

8. Sharing Personal Data 

We may share personal data with: 

• Clients and prospective employers 

• Service providers (e.g. IT, screening providers) 

• Professional advisers 

• Regulatory or legal authorities 

• Group companies (if relevant) 

We ensure all third parties handle data securely and only for agreed purposes. 

Where workers are engaged via third-party umbrella companies or payroll providers, we may share relevant personal data with these parties to facilitate engagement, payment, and compliance processes. Such parties act as independent controllers or processors depending on the arrangement 

9. International Transfers 

Where necessary, we may transfer data outside the UK. 

Where this occurs, we ensure appropriate safeguards are in place, such as: 

• Standard contractual clauses 

• Transfers to countries with recognised adequacy 

10. Data Retention 

We retain personal data only for as long as necessary, including: 

• To provide ongoing recruitment services 

• To comply with legal and regulatory requirements 

• To support ongoing business relationships 

We securely delete or anonymise data when no longer required. 

11. Your Rights 

Under UK GDPR, you may have the right to: 

• Access your personal data 

• Correct inaccurate data 

• Request deletion (where applicable) 

• Restrict processing 

• Object to certain processing 

• Request data portability 

• Withdraw consent 

You also have the right to lodge a complaint with the ICO.  Please note that any Access requests will incur a charge which we will notify to you before we complete your request. 

12. Marketing Communications 

You may opt out of marketing communications at any time by: 

• Clicking unsubscribe links 

• Contacting us directly 

You will still receive essential service-related communications where necessary. 

13. Cookies and Website Tracking 

We use cookies and similar technologies to: 

• Improve website functionality 

• Analyse usage 

• Personalise content 

You can manage cookie preferences via your browser settings. 

14. Data Security 

We take appropriate measures to protect personal data, including: 

• Secure systems and encryption 

• Access controls 

• Staff confidentiality obligations 

15. Third-Party Websites 

Our website may contain links to third-party sites. We are not responsible for their privacy practices. 

16. Changes to This Policy 

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

17. Contact Us 

For any questions or to exercise your rights: 

Email: info@highfieldps.co.uk 

Address: Unit 1 & 2 The Sawmills, Durley, Southampton, SO32 2EJ