Privacy Policy
Last updated: October 2026
Pivotal London Ltd (“Pivotal”, “we”, “us” or “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, store and protect personal information when you interact with us as a candidate, client, supplier or visitor to our website, and sets out your rights under UK data protection law.
1. Who we are
Pivotal London Ltd is a recruitment business providing permanent, contract and embedded recruitment solutions to clients across a range of sectors, in the UK and internationally.
For the purposes of the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, Pivotal London Ltd is the data controller responsible for the personal information covered by this policy.
Email: privacy@pivotallondon.co.uk
2. Who this policy applies to
- Candidates and prospective candidates
- Client contacts and hiring managers, and prospective clients
- Contractors and temporary workers
- Supplier and business partner contacts
- Visitors to our website and attendees of our events
3. Information we collect
For candidates, this may include your name and contact details, CV and employment history, qualifications and skills, salary and role preferences, right-to-work information, interview notes, references, and links to publicly available professional profiles such as LinkedIn.
For client, supplier and business contacts, this may include your name, job title, company, and business contact details, along with information relating to our relationship with you.
We do not seek to collect special category data (such as health, ethnicity or religion). Where such information appears incidentally within a CV or other document, it is disregarded and is not used in any decision-making.
4. How we collect your information
We collect information directly from you when you register with us, submit a CV, apply for a role, correspond with a consultant, attend an event, or enquire through our website. We may also obtain information from other sources where it is reasonable to do so, including LinkedIn, job boards, CV libraries, referrals, publicly available professional profiles, and other sources relevant to our recruitment activities.
5. How we use your information
- To introduce candidates to clients, and manage applications, interviews and placements
- To provide career advice, market insight and recruitment services
- To manage our relationships with clients, candidates, contractors and suppliers
- To send relevant opportunities or updates where permitted
- To maintain accurate business records and comply with our legal and regulatory obligations
6. Our lawful basis for processing
Depending on the circumstances, we process your personal data because:
- It is necessary for our legitimate interests - for example, operating a recruitment business, identifying and introducing suitable candidates to clients, and maintaining a database that allows us to do this effectively over time
- It is necessary to perform a contract, or to take steps before entering into one - for example, where we are arranging a placement or engagement
- We have a legal obligation to process or retain the information
- You have given your consent - for example, to introduce you to a client - where consent is the appropriate basis
Where we rely on legitimate interests, we weigh our interests against your rights and will not process your information where those rights override our interests. You have the right to object to processing based on legitimate interests at any time - see Section 11, Your rights.
7. Use of AI tools
We may use secure technology tools, including artificial intelligence (“AI”) software, to assist in summarising, structuring or formatting candidate and client information. AI is used solely to support our legitimate business interest in delivering recruitment services more efficiently, and all outputs are subject to human review before use. We do not input special category or highly sensitive data (such as health, ethnicity, religion or financial identifiers) into AI tools, and no candidate is progressed or rejected on the basis of AI output alone.
8. Sharing your information
We may share personal information with clients, for the purpose of introducing candidates; with candidates, to arrange interviews and engagements; and with suppliers, sub-contractors and professional advisers who support our business operations, including compliance, payment and technology providers. We will only share information where there is an appropriate reason to do so, and we do not sell personal information.
9. International transfers
We recruit across a number of markets outside the UK, and your personal information may therefore be transferred to, and processed in, countries outside the United Kingdom - including where a client contact or decision-maker is based overseas. Where this occurs, we take appropriate steps to ensure the transfer is compliant with UK data protection law and that appropriate safeguards are in place.
10. Retention of your data
We only retain personal data for as long as we have a legitimate business interest in doing so, or for such longer period as we believe in good faith that the law or a relevant regulator requires us to preserve it. In most circumstances, your personal data will not be retained on our systems if we have not had meaningful contact with you, or the company you work for, for five years, based on our legitimate business interest in maintaining an accurate and current database to support ongoing recruitment activity. Where we have placed you, or you are a contact within a company we have provided recruitment services to, we may retain your data for up to seven years, reflecting the longer relationship typically associated with a successful placement.
If you believe we should delete your data earlier than this, you can let us know in writing at any time - see Section 11, Your rights.
- Our candidate portal allows you to review and manage the data we hold about you
- We check our information is accurate before making an introduction
- We may archive or pseudonymise data rather than retain it in full, where appropriate
11. Your rights
Under UK data protection law, you have the right to:
- Request access to the personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete your personal information in certain circumstances
- Object to processing based on legitimate interests, or for direct marketing
- Ask us to restrict how your information is processed
- Request the transfer of your information to another organisation, where practicable
- Withdraw consent at any time, where consent is the basis for processing
These rights are not absolute and may be subject to exemptions under applicable law. To exercise any of these rights, or to submit a subject access request, please contact privacy@pivotallondon.co.uk. We may need to verify your identity before fulfilling a request.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection: https://ico.org.uk/concerns/
12. Cookies
Our website uses cookies to distinguish you from other users, support site functionality, and help us understand how the site is used. You can control or disable cookies through your browser settings at any time.
13. Keeping your information secure
We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure. Access to personal information is limited to those with a legitimate business need to access it. While we take security seriously, transmission over the internet is never completely secure, and any transmission to our website is at your own risk.
14. Changes to this policy
We may update this policy from time to time to reflect changes to our services, business practices or legal obligations. Updates will be posted on this page, and where appropriate, you may also be notified by email. Please check back periodically for the latest version.
15. Contact us
Questions, comments or requests regarding this policy should be addressed to privacy@pivotallondon.co.uk.