Privacy policy

Privacy Notice (Candidates and Website Users)

Last updated: 14/7/26

1. Who we are

Hamilton Mackenzie Limited ("Hamilton Mackenzie", "we", "us" or "our") is committed to protecting your personal information and handling it in a lawful, transparent and secure manner.

Hamilton Mackenzie Limited is a recruitment business operating as both an employment agency and an employment business, providing permanent, contract and interim recruitment services. We are registered in England and Wales under company number 06756062.

Registered office: Ten Lovat Lane 10–13 Lovat Lane London England EC3R 8DN

Email: webenquiries@hamiltonmackenzie.com Telephone: +44 (0)203 178 7220

For the purposes of UK data protection law, Hamilton Mackenzie Limited is the data controller of your personal information.

2. The information we collect

We collect and process personal information relevant to recruitment services, including:

Core candidate information:

Name and contact details
CV, employment history, qualifications and skills
Interview notes and application records
Salary expectations and compensation details
Availability and role preferences

Additional information (where relevant):

Date of birth (typically at offer or compliance stage)
Identification documents (e.g. passport or ID)
Right-to-work status (verified via third-party providers)
Bank details (for contractors or temporary workers only)

Information from third parties:

References and employment verification
Background screening results (where required for a role)

Technical data (website use):

IP address and server log data
Basic technical/browser information

We do not typically collect:

Diversity or equal opportunities data
Health or disability data
Psychometric or automated assessment data

3. How we collect your information

We collect personal information:

Directly from you (CV submissions, website enquiries, emails, calls, meetings)
From professional platforms and job boards (e.g. LinkedIn)
From clients and referees
From background screening providers (where applicable)
Automatically when you use our website (limited technical data only)

4. How we use your information

We use your personal information to:

Assess your suitability for roles
Match you with relevant job opportunities
Present your profile to prospective employers
Manage recruitment processes and interviews
Carry out verification and compliance checks
Manage placements and contractor engagements
Respond to enquiries submitted through our website
Provide our market survey and market updates to those who request them
Maintain internal records and candidate databases
Ensure legal and regulatory compliance

5. Lawful basis for processing

We rely on the following legal bases under UK GDPR:

Legitimate interests – to operate and grow our recruitment business
Contractual necessity – where processing is required to take steps at your request or to fulfil a contract
Legal obligation – where we are required to comply with legal or regulatory requirements

We do not rely on consent as our primary basis for core recruitment activities.

6. Background checks and sensitive data

Where required for a role:

Right-to-work checks and identity verification are carried out by third-party providers
Criminal record or background checks may be conducted where necessary and lawful

We do not routinely collect or process special category data.

7. Who we share your information with

We may share your information with:

Hiring clients and prospective employers
Background screening and referencing providers
Umbrella companies (for contractor engagements)
IT and recruitment systems providers (including InTime and Microsoft 365)
Professional advisers where necessary

All data sharing is limited to what is necessary for recruitment purposes.

We do not sell your personal information.

8. International data transfers

Where any of our service providers process personal data outside the UK, we ensure appropriate safeguards are in place in accordance with UK data protection law.

9. Data retention

We retain personal information only as long as necessary:

Candidate records: up to 24 months from last meaningful contact
Placed candidates / contractors: up to 6 years after the end of engagement
Compliance and verification records: in line with legal requirements
Website technical data: short-term retention for security and monitoring

We may retain data longer where required for legal or regulatory reasons.

10. Your rights

Under UK data protection law, you have the right to:

Access your personal information
Request correction of inaccurate data
Request deletion of your data
Object to processing based on legitimate interests
Request restriction of processing
Request data portability (where applicable)

To exercise your rights, contact: webenquiries@hamiltonmackenzie.com

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

11. Cookies and website usage

Our website uses a cookie banner to manage cookies.

We use only essential cookies required for site functionality and security. We do not use analytics or marketing tracking tools.

Further detail is set out in our Cookie Policy.

12. Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss or misuse.

13. Changes to this notice

We may update this Privacy Notice periodically. The latest version will always be available on our website.

14. Contact

Hamilton Mackenzie Limited Ten Lovat Lane 10–13 Lovat Lane London EC3R 8DN