Last updated: 10 September 2026
1. Who we are
Kin Collective Recruitment Ltd, trading as Kin Collective Recruitment, is a recruitment agency providing work-finding and recruitment services to candidates and clients.
For data protection purposes, Kin Collective Recruitment Ltd is the data controller and is responsible for deciding how and why your personal data is processed.
Company contact details:
Kin Collective Recruitment Ltd
13 Chapel Street
Steeple Bumpstead
Essex
CB9 7DQ
Data Protection Lead: Harriet Roffey
Email: info@kin-collective.co.uk
This privacy policy explains how we collect, use, store and share personal data relating to candidates, prospective candidates, clients, prospective clients, referees, suppliers and visitors to our website.
We process personal data in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable data protection legislation.
2. How we collect personal data
You may provide personal data to us directly when you:
Apply for a role
Send us your CV
Complete an application or registration form
Register with us by telephone or video call
Contact us by email, telephone, social media or through our website
Subscribe to job alerts, newsletters or other communications
Respond to a survey
Provide information during the recruitment process
We may also obtain personal data from other sources, including:
LinkedIn and other professional networking platforms
Job boards and online CV databases
Publicly available websites and professional profiles
Clients and prospective clients
Former employers and referees
Personal recommendations and referrals
Software and service providers used to support our recruitment services
Cookies and website analytics tools
Where we obtain your personal data from another source, we will provide you with appropriate privacy information within the required timeframe.
3. The personal data we collect
Depending on your relationship with us, we may collect and process:
Your name, address, telephone number and email address
Your CV, employment history, education, qualifications and professional experience
Your current and previous job titles and employers
Your salary, notice period, availability and career preferences
Your preferred locations, working arrangements and travel requirements
Information about your right to work in the UK
Information provided during registration calls, interviews and other communications
Recordings of inbound and outbound telephone calls
Transcripts and AI-assisted notes or summaries created from candidate calls
Notes made by our recruitment team
References and information provided by former employers or referees
Links to professional profiles that are publicly available
Details of roles for which you have applied or been considered
Information about interviews, offers and placements
Marketing and communication preferences
Survey responses and feedback
Website information, including your IP address, browser information, device information, pages visited and how you use our website
Other information you choose to provide to us
We may occasionally need to process special category personal data, such as information about your health, disability, racial or ethnic origin, religious or philosophical beliefs, sexual orientation, political opinions or trade union membership. We will only process this information where it is relevant and lawful to do so.
We may also process information relating to criminal convictions or offences where this is required for a particular role and permitted by law.
Please avoid providing sensitive or special category information that is not relevant to your job search or the recruitment services we are providing.
4. Why we use your personal data
We may use your personal data to:
Provide work-finding and recruitment services
Understand your experience, requirements and career preferences
Assess your suitability for job opportunities
Match you with relevant roles
Contact you about job opportunities
Create and maintain your candidate record
Arrange interviews and communicate feedback
Verify qualifications, experience, references and right-to-work information
Introduce you to clients where you have agreed to be represented
Manage offers, placements and the ongoing recruitment process
Maintain relationships with candidates and clients
Send job alerts and other communications you have requested
Provide tailored job recommendations and relevant content relating to your career, job search and the specialist areas in which we recruit across the UK
Invite you to participate in relevant recruitment surveys
Monitor and improve the quality of our services
Train and support our team
Respond to queries, complaints or legal claims
Prevent and detect fraud or unlawful activity
Comply with our legal and regulatory obligations
Carry out internal audits and demonstrate compliance
Operate, maintain and improve our website and systems
We will not send your CV or personal information to a client in connection with a particular opportunity without discussing the role with you and obtaining your agreement first.
5. Our lawful bases for processing
We must have a lawful basis for processing personal data. Depending on the circumstances, we may rely on:
Consent
We may rely on your consent where you have made a clear choice for us to process your information for a particular purpose. This may include sending certain marketing communications or sharing information where consent is required.
You can withdraw your consent at any time. Withdrawing consent will not affect processing that took place before it was withdrawn or processing carried out under another lawful basis.
Contract
We may process personal data where this is necessary to enter into or perform a contract with you or to take steps at your request before entering into a contract.
Legal obligation
We may process personal data where necessary to comply with legal or regulatory requirements, including the Conduct of Employment Agencies and Employment Businesses Regulations 2003, right-to-work requirements and other applicable legislation.
Legitimate interests
We may process personal data where this is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
Our legitimate interests include:
Providing recruitment and work-finding services to candidates and clients
Understanding candidate experience and requirements
Assessing and matching candidates with relevant opportunities
Managing our database and keeping candidate and client records accurate
Maintaining relationships with candidates and clients
Creating accurate records of candidate conversations
Recording calls for training, quality monitoring and record-keeping
Using AI-assisted tools to create transcripts and draft notes
Improving the quality and efficiency of our recruitment services
Protecting our business and systems
Responding to complaints and establishing or defending legal claims
Providing relevant job recommendations and career-related content
Where appropriate, we carry out a Legitimate Interests Assessment to consider whether the processing is necessary and proportionate and whether your rights override our interests.
6. Special category personal data
Where we process special category personal data, we must have both a lawful basis under the UK GDPR and an additional condition permitting us to process this type of information.
Depending on the circumstances, we may process special category personal data where:
You have given explicit consent for a specified purpose
Processing is necessary in connection with employment, social security or social protection law
Processing is necessary to establish, exercise or defend legal claims
You have deliberately made the information public
Another condition permitted by data protection law applies
For example, you may choose to tell us about a health condition or disability so that reasonable adjustments can be discussed during the recruitment process. We will only use this information for relevant and lawful purposes and will restrict access to those who need it.
7. Telephone call recordings
Telephone calls made or received through our telephone system may be recorded for:
Training and supporting our team
Monitoring and improving service quality
Maintaining accurate records
Clarifying what was discussed or agreed
Responding to queries, complaints or disputes
We will tell you when a call is being recorded, either through an automated message or verbally. If you do not want a call to be recorded, please tell us at the beginning of the call. Where possible, we will stop the recording or arrange an alternative way to communicate with you.
Call recordings are normally retained for up to six months. They may be retained for longer where this is necessary in connection with an active complaint, dispute, investigation or legal claim.
Our telephone system and call-recording providers process personal data on our behalf and are required to protect it appropriately.
8. AI-assisted transcription and note-taking
During candidate registration and other recruitment calls, we may use a third-party AI-assisted note-taking service to process call audio and create a transcript, summary and draft notes.
This helps our recruitment team give candidates their full attention during conversations and maintain accurate and detailed candidate records.
We will tell you before using an AI-assisted note-taking service. You can ask us not to use it, or to stop using it, at any time without this affecting the recruitment service we provide to you. We will take manual notes instead.
The AI-assisted note-taking service processes audio for transcription purposes. It does not retain a separate audio recording once transcription is complete. However, the same telephone call may be recorded separately through our telephone system as explained in section 7.
Transcripts and draft notes are reviewed by a member of our team before relevant information is added to your candidate record. AI-generated content may contain inaccuracies, so we do not rely on it without human review.
The AI-assisted service is not used to independently assess, rank, shortlist or reject candidates, and it does not make recruitment decisions about you.
AI-generated transcripts will normally be deleted from the note-taking service within 30 days once the relevant notes have been reviewed and added to our recruitment database. The final reviewed notes will form part of your candidate record and will be retained in accordance with section 12.
We do not permit third-party AI model providers to use identifiable candidate information to train their general AI models.
9. Automated tools and decision-making
We do not make decisions about candidates based solely on automated processing where those decisions would produce legal or similarly significant effects.
We may use computer systems to:
Search and identify candidate records using criteria selected by a member of our team
Match skills and experience against role requirements
Send automated emails or text communications
Create transcripts and draft notes
Organise and manage recruitment information
These tools support our recruitment team but do not replace human judgement. Decisions and recommendations concerning your suitability for a role are made or reviewed by a member of our team.
10. Who we share personal data with
Where necessary and lawful, we may share personal data with:
Clients considering you for an opportunity, after obtaining your agreement
Former employers and referees
Professional and regulatory bodies
Insurers, accountants, auditors and legal advisers
IT, CRM, database and cloud-storage providers
Website, email and communication service providers
Telephony and call-recording service providers
AI transcription and note-taking service providers and their subprocessors
Job boards and professional networking platforms
Suppliers and service providers supporting our recruitment activities
Law enforcement bodies, courts and regulatory authorities where required
Prospective purchasers, advisers or new owners if our business is sold, transferred or reorganised
We require service providers processing personal data on our behalf to protect it, use it only for agreed purposes and comply with applicable data protection law.
We do not sell personal data.
11. Transfers outside the UK
Some of our technology and service providers may process or store personal data outside the UK. This includes cloud infrastructure used by some CRM, communications and AI-assisted note-taking providers, which may be located in the United States or other countries.
Where personal data is transferred outside the UK, we will ensure that the transfer is covered by an appropriate legal mechanism. This may include:
UK adequacy regulations
The UK International Data Transfer Agreement
The UK Addendum to the European Commission’s Standard Contractual Clauses
Another safeguard or exception permitted by data protection law
Where required, we will assess the risks of the transfer and the protections provided by the recipient.
You can contact us for further information about the safeguards used for international transfers.
12. How long we retain personal data
We retain personal data only for as long as necessary for the purposes for which it was collected and to meet our legal, regulatory and contractual obligations.
The Conduct of Employment Agencies and Employment Businesses Regulations 2003 require us to retain certain work-seeker records for at least one year from the date they were created or from the date we last provided work-finding services.
Unless a longer period is required, we will normally retain a candidate record for up to three years following our last meaningful contact with you or the last recruitment service we provided to you.
Before that period expires, we may contact you to ask whether you would like us to continue retaining your details. If we do not have a lawful reason to keep the information, it will be securely deleted or anonymised.
We normally retain:
Telephone call recordings for up to six months
AI-generated transcripts for up to 30 days after the relevant notes have been reviewed
Reviewed candidate notes as part of the candidate record for up to three years following our last meaningful contact
Records relating to complaints, disputes or legal claims for as long as necessary to resolve and document the matter
Financial, contractual and payroll records, where applicable, for the period required by tax, employment and accounting legislation
We may retain limited information where necessary to record that you have opted out of communications or asked us not to contact you.
13. Marketing and communications
Where you have opted in, we may send you marketing information, recruitment news, job alerts, surveys or career-related content by email or text.
You can opt out at any time by:
Using the unsubscribe option in the communication
Updating your communication preferences where available
Emailinginfo@kin-collective.co.uk
Opting out of marketing will not prevent us from contacting you about a role, application, placement or recruitment service you have requested.
14. Your data protection rights
Depending on the circumstances, you may have the right to:
Be informed about how we process your personal data
Request access to your personal data
Ask us to correct inaccurate or incomplete personal data
Ask us to delete your personal data
Ask us to restrict how we use your personal data
Receive certain personal data in a portable format
Object to processing based on legitimate interests
Object to direct marketing
Withdraw consent at any time
Ask for human intervention where automated decision-making rules apply
Complain to the Information Commissioner’s Office
Some rights are subject to legal conditions and exemptions. For example, we may need to retain certain information to comply with the law or establish or defend legal claims.
To exercise your rights, contact Harriet Roffey atinfo@kin-collective.co.uk. We may need to verify your identity before responding.
We will respond without undue delay and normally within one month. We will tell you if we need additional time or cannot fully comply with your request.
15. Data security
We use appropriate technical and organisational measures to protect personal data against accidental or unlawful loss, alteration, disclosure, access or misuse.
These measures include:
Restricting access to employees and suppliers who need the information
Using password-protected systems and appropriate access controls
Selecting service providers with appropriate security arrangements
Training our team on confidentiality and data protection
Reviewing and updating our processes where appropriate
Using encryption and other security measures where available
Employees and suppliers with access to personal data are required to keep it confidential.
Although we take reasonable steps to protect information, transmission over the internet cannot be guaranteed to be completely secure. Once we receive your information, we use appropriate procedures and security measures to protect it.
If you share a device with other people, we recommend that you do not select options that remember your login or personal details.
16. Cookies and website information
Our website uses cookies and similar technologies to distinguish you from other visitors, provide website functionality, understand how the website is used and improve your experience.
You can control cookies through the cookie preferences available on our website and through your browser settings. Disabling some cookies may affect how parts of the website function.
When you visit our website, we may collect information such as your IP address, browser type, device information, pages visited and interactions with the website.
17. Links to other websites
Our website may contain links to external websites that we do not control. We are not responsible for the privacy practices or content of those websites.
We recommend reviewing the privacy policy of each external website before providing personal data.
18. Sale or transfer of the business
If Kin Collective Recruitment Ltd is sold, transferred, reorganised or integrated with another business, personal data may be disclosed to professional advisers, prospective purchasers and the new owners where necessary and lawful.
Any recipient will be required to continue protecting your personal data in accordance with applicable data protection law.
19. Changes to this privacy policy
We may update this privacy policy to reflect changes to our services, technology, suppliers, processes or legal obligations.
The latest version will be published on our website with the date it was last updated. Where a change materially affects how we use personal data, we will take reasonable steps to bring it to the attention of affected individuals.
20. Questions and complaints
If you have questions, concerns or complaints about this privacy policy or how we process your personal data, please contact:
Harriet Roffey
Email: info@kin-collective.co.uk
We will investigate and respond as soon as reasonably possible.
You also have the right to raise a concern with the Information Commissioner’s Office:
Telephone:0303 123 1113
Website :https://ico.org.uk/make-a-complaint/
We would appreciate the opportunity to address your concerns first, but you are not required to contact us before approaching the Information Commissioner’s Office.