Research Driven Recruitment
Your privacy matters to us. This notice explains how Oxford Knight collects, uses and protects personal data about candidates, clients and visitors to our websites, and the rights you have over it. It is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Oxford Knight Limited (company number 07261762), 4th Floor, 33 Cannon Street, London EC4M 5SB (“we”, “us”, “our”) is the controller of your personal data. We are registered with the Information Commissioner’s Office (ICO) under registration number Z2732761.
We are a recruitment consultancy placing candidates in permanent and contract roles. Under the Conduct of Employment Agencies and Employment Businesses Regulations 2003 (“the Conduct Regulations”), we act as an employment agency for permanent and fixed-term roles with our clients, and as an employment business for temporary assignments supplied through us.
We may also share your data with our connected company, Oxford Knight Resourcing Limited (company number 09634782, ICO registration number ZA148401), to provide recruitment and related services to you.
This notice covers personal data collected through www.oxfordknight.co.uk, www.oxfordknight.com and www.rekrvt.com (“the Websites”), and through our recruitment services.
Personal data is any information that identifies you, or could identify you when combined with other information we hold. It includes opinions about you.
Information you give us, for example when you send us a CV or application, register with us, apply for a role on the Websites, complete an assessment, or speak to one of our consultants. This may include your name, contact details, work history, qualifications, skills, salary expectations, right-to-work information and notes of our conversations with you.
Information from other sources, such as:
Information about your use of the Websites, such as the roles and pages you view, collected through cookies (see section 9).
Where we collect data about you from someone else, we will let you know within one month, unless you already have that information.
We must have a lawful basis for using your personal data. The table below sets out what we use it for and the basis we rely on.
|
What we use it for |
Lawful basis |
|
Providing recruitment services: matching you to suitable roles, contacting you about them, and putting you forward to clients |
Legitimate interests: running our recruitment business and helping you find work |
|
Searching our database, including with the help of AI tools (see section 4) |
Legitimate interests |
|
Managing our relationships with candidates and clients, and answering your enquiries |
Legitimate interests |
|
Paying contractors and managing assignments supplied through us |
Contract |
|
Keeping records required by the Conduct Regulations and other laws |
Legal obligation |
|
Sending you marketing emails about our services, events and industry news |
Consent (you can unsubscribe at any time) |
|
Preparing anonymised market and statistical reports |
Legitimate interests (no one can be identified from these) |
Where we rely on legitimate interests, we have weighed our interests against your rights and are satisfied they do not override them. You can object at any time (see section 8).
If you do not give us the information we reasonably need, we may not be able to provide our services to you.
We use AI tools, including Claude (provided by Anthropic), to help our consultants search our database and identify candidates whose experience matches the roles we are recruiting for, and to help with day-to-day tasks such as drafting messages.
You can object to your data being used in this way at any time (see section 8).
Some information is more sensitive and has extra protection under the law. Special category data includes information about your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation.
We only collect this where you choose to give it to us, for example in an equal opportunities monitoring form or to tell us about adjustments you need during the recruitment process. We rely on your explicit consent, which you can withdraw at any time. Equal opportunities questions are always optional, and you can answer “prefer not to say”.
Criminal records information is collected only where it is needed to assess your suitability for a particular role and the law allows it. If you choose not to provide it, we may be unable to progress your application for that role.
We only share your data where we need to, and never sell it. We may share it with:
Our service providers may only use your data on our instructions and must keep it secure under written contracts with us.
If our business, or part of it, is sold or merged, your data may be passed to the new owner, who must use it in line with this notice.
Our databases are hosted in the UK. Some of our service providers, including Anthropic, may process your data outside the UK, for example in the United States. Where this happens, we make sure your data is protected by an approved safeguard, such as the International Data Transfer Addendum issued by the ICO or a UK adequacy decision. You can ask us for details of these safeguards.
We protect your data with appropriate technical and organisational measures, including password-protected systems, access limited to authorised staff, virus protection, regular checks and secure disposal of records we no longer need.
We keep your data only for as long as we need it for the purposes in this notice. The Conduct Regulations require us to keep certain records for at least one year from when they were created or, if later, one year after we last provided services to you. Our data retention policy is available on request.
You have the right to:
To use any of these rights, email [email protected]. We will respond within one month. There is usually no charge.
If you are unhappy with how we have handled your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk.
Our Websites use cookies, small files stored on your device. Some are essential to make the site work. Others, such as analytics cookies, help us understand how visitors use the site so we can improve it. We only use non-essential cookies with your consent, which you can give or withdraw through the cookie banner or your browser settings. [Confirm with web developer which cookies the site sets.]
Our Websites may include embedded content (such as videos) and links to other websites, including our live chat and social media pages. These sites have their own privacy policies, and we are not responsible for how they use your data.
We may update this notice from time to time. The latest version will always be on our website, with the date it was last updated.
For any questions about this notice or how we use your data, please contact us: