Privacy Policy

Apex HR ("Apex HR", "we", "us" or "our") is committed to protecting your privacy and handling your personal data fairly, lawfully and transparently.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you:

• visit our website;
• contact us or submit an enquiry;
• enquire about or use our HR, recruitment or workforce services;
• apply for roles or provide information as a candidate;
• ask us to help find talent for your organisation;
• subscribe to our marketing communications or insights; or
• otherwise interact with Apex HR.

This policy has been prepared with regard to the principles of the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018 and applicable UK privacy and electronic communications requirements.

Apex HR provides HR, recruitment, talent acquisition, people advisory and related workforce services.

For personal data for which Apex HR determines why and how it is processed, Apex HR acts as the data controller.

For privacy-related enquiries or requests concerning your personal data, please contact us at:

We may collect personal information:

Directly from you, for example when you complete a contact form, submit your CV, contact us by email, make a recruitment enquiry or communicate with our team.

From organisations, such as employers or clients engaging us in relation to recruitment or HR services.

From publicly available and professional sources, where appropriate and lawful in connection with recruitment and professional services.

Automatically, through our website and relevant cookies or similar technologies.

From service providers and business partners, where they are permitted to provide the information to us.

Where information is obtained from another source rather than directly from you, we will handle it in accordance with applicable data-protection requirements.

We may process personal data to:

• respond to enquiries;
• provide HR and workforce advisory services;
• provide recruitment and talent-acquisition services;
• communicate with candidates;
• assess candidate suitability for relevant opportunities;
• introduce candidates to prospective employers where appropriate;
• communicate with employers and prospective clients;
• manage our business relationships;
• provide requested services;
• maintain records relating to our services;
• operate, secure and improve our website;
• analyse website usage;
• prevent fraud, misuse or security incidents;
• comply with legal and regulatory obligations;
• establish, exercise or defend legal claims; and
• send permitted marketing communications and insights.

We aim to collect only personal data that is adequate, relevant and necessary for the purposes for which it is processed.

Under UK GDPR, we must have a lawful basis for processing personal data.

Depending upon the circumstances, we may rely upon:

Where we process special-category personal data, we will also identify an appropriate additional condition under applicable data-protection law.

Because recruitment and talent acquisition form part of Apex HR's services, candidate information requires particular care.

We may use candidate information to:

• review qualifications, experience and suitability;
• communicate about potential opportunities;
• match candidates with relevant vacancies;
• manage applications;
• arrange recruitment discussions or interviews;
• provide recruitment services to clients; and
• maintain appropriate recruitment records.

Where appropriate, candidate information may be shared with an employer or prospective employer in connection with a recruitment opportunity.

We will only share candidate information where we have an appropriate legal basis to do so.

Providing information to Apex HR does not guarantee employment, an interview, placement or selection for any role.

Apex HR does not intend to make decisions producing legal or similarly significant effects on individuals solely through automated processing unless this is lawfully implemented and appropriate safeguards are in place.

If Apex HR introduces automated recruitment, candidate-screening or profiling technology that materially changes how personal data is processed, this Privacy Policy should be updated accordingly.

We may share personal information where reasonably necessary with:

• Apex HR personnel who require access for legitimate business purposes;
• employers and prospective employers in connection with recruitment activities;
• clients receiving our HR or recruitment services;
• website, hosting and technology providers;
• communications and email service providers;
• professional advisers such as lawyers, accountants and auditors;
• analytics and other approved service providers;
• regulators, law-enforcement bodies or public authorities where required by law; and
• other parties where you have authorised us or where sharing is otherwise lawful.

We expect third parties processing personal data on our behalf to apply appropriate safeguards and, where required, be subject to appropriate contractual data-protection obligations.

We do not sell personal data.

Some suppliers or technology services may process information outside the United Kingdom.

Where personal data is transferred internationally, Apex HR will take appropriate steps required by applicable data-protection law to protect that information.

Depending upon the destination and circumstances, safeguards may include:

• UK adequacy regulations;
• an approved International Data Transfer Agreement (IDTA);
• the UK International Data Transfer Addendum; or
• another legally recognised safeguard.

We will not retain personal information for longer than reasonably necessary for the purpose for which it was collected, including satisfying applicable legal, regulatory, contractual, accounting or reporting requirements.

Retention periods may differ depending upon:

• the type of information;
• why it was collected;
• our relationship with you;
• applicable legal requirements;
• potential disputes or legal claims; and
• whether continued retention is reasonably necessary.

When personal information is no longer required, we will take appropriate steps to delete, anonymise or securely dispose of it.

Apex HR takes appropriate technical and organisational measures designed to protect personal data against:

• unauthorised access;
• unlawful processing;
• accidental loss;
• destruction;
• alteration; and
• unauthorised disclosure.

Access to personal information should be limited to people and service providers who have an appropriate business need for it.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

Where we become aware of a personal-data breach, we will investigate and take appropriate action in accordance with applicable law.

Where required, this may include notifying the Information Commissioner's Office and affected individuals.

Where permitted, Apex HR may send information about our services, insights, events or other relevant communications.

Where consent is required, we will seek appropriate consent before sending marketing communications.

You may unsubscribe from marketing communications at any time by using the unsubscribe facility provided in the communication or by contacting us.

Withdrawing marketing consent will not prevent us from sending non-marketing communications that are necessary in connection with an existing business relationship, enquiry or service.

Our website may use cookies and similar technologies to operate the website, remember preferences, understand how visitors interact with the website and, where applicable, support analytics or marketing functionality.

Where required by law, non-essential cookies will only be used after obtaining appropriate consent.

More information about the cookies used on this website should be provided in our separate Cookie Policy.

Depending upon the circumstances, UK data-protection law gives you rights concerning your personal data, including:

These rights are not absolute and may be subject to legal exceptions.

To exercise a data-protection right or ask a question about how Apex HR handles your personal information, contact:

Please provide enough information for us to understand your request and, where necessary, verify your identity.

We will respond in accordance with the timeframes required by applicable data-protection law.

If you have concerns about how we handle your personal data, please contact us first so that we can investigate your concern.

You also have the right to complain to the UK's data-protection regulator:

Our website may contain links to websites, platforms or services operated by third parties.

Apex HR is not responsible for the privacy practices of third-party websites. We encourage you to review the privacy information provided by those organisations before supplying them with personal information.

Apex HR's website and services are primarily intended for employers, professionals, candidates and other users engaging with our HR and recruitment services.

We do not knowingly seek to collect personal data from children through the website except where there is an appropriate lawful reason and suitable safeguards.

We may update this Privacy Policy from time to time to reflect:

• changes to our services;
• changes in how we process personal data;
• changes to our technology or suppliers; or
• changes in applicable law or regulatory guidance.

When we make changes, we will update the "Last updated" date at the top of this page.

If you have questions about this Privacy Policy, how Apex HR processes personal data, or wish to exercise your data-protection rights, please contact: