Privacy Policy

1. Who We Are

Illuminex Ltd, trading as Illuminex Consultancy, is a UK recruitment and executive-search consultancy providing work-finding, talent-search and related business services.

For the purposes of applicable UK data protection law, Illuminex Ltd is the controller of the personal information described in this policy.

Company Name: Illuminex Ltd
Trading Name: Illuminex Consultancy
Company Number: 16961631
Registered Office: First Floor, Embsay Mill, Embsay, Skipton, North Yorkshire, BD23 6QR
Email: hello@illuminex.co.uk
ICO Registration Number: ZC161884

2. Our Privacy Commitment

We are committed to processing personal information lawfully, fairly and transparently under the UK General Data Protection Regulation, the Data Protection Act 2018, the Data (Use and Access) Act 2025 and other applicable UK legislation.

We collect only information that is reasonably relevant to our business activities. We do not sell personal information.

3. The Personal Information We Collect

Candidates and Work-Seekers

We may collect your name, contact details, CV, employment history, education, qualifications, skills, professional memberships, remuneration information, notice period, availability, work preferences, application history, interview information, assessment information, references, right-to-work information and communications with us.

More detailed information about how we collect, use, share, retain and protect candidate information is available in our Candidate Privacy Notice.

Clients and Business Contacts

We may collect names, job titles, organisations, business contact details, professional interests, vacancy information, briefing notes, interview feedback, service requirements, contractual and billing information, and communications with us.

Website and Online-Service Visitors

We may collect information submitted through forms, registration or application journeys, together with technical information such as IP address, browser type, device information, security logs, cookie preferences and website usage information.

4. How We Obtain Personal Information

We may obtain information:

• directly from you when you contact us, register, apply for a role, upload a CV, provide a briefing or use our services;
• from job boards, recruitment platforms, professional networking services, referrals, recommendations and publicly available professional or corporate sources;
• from clients, former employers, referees, qualification bodies, screening providers and other organisations involved in a recruitment process;
• from company websites, professional directories, business correspondence and legitimate business-development research;
• through your use of our website, candidate portal, communications and recruitment systems.

Where we obtain personal information from another source, we will provide or make available the relevant privacy information within the period required by law, unless a lawful exemption applies.

5. How We Use Personal Information

We may use personal information to:

• respond to enquiries and requests;
• provide recruitment, executive-search, work-finding and related consultancy services;
• assess candidate experience, suitability, availability and preferences;
• process applications, arrange interviews and manage recruitment activity;
• understand client requirements and manage client relationships;
• communicate with candidates, clients, suppliers and business contacts;
• maintain accurate recruitment, service, compliance, contractual and communication records;
• operate, secure, monitor, analyse and improve our website, systems and services;
• prevent or investigate fraud, misuse, spam, abuse or unlawful activity;
• establish, exercise or defend legal claims and respond to rights requests or complaints;
• comply with legal, regulatory, contractual and professional obligations.

6. Our Lawful Bases

Contract or steps before entering a contract

We may process information where this is necessary to provide requested services, manage an application, enter into or perform a contract, or take steps connected with a potential engagement.

Legitimate interests

We may process information where this is necessary for our legitimate interests in operating a recruitment and consultancy business, maintaining professional relationships, matching candidates with suitable opportunities, developing our services, administering and protecting our systems, and managing our business. We consider and balance those interests against the rights and reasonable expectations of the people concerned.

Legal obligation

We may process information where necessary to comply with employment-agency, immigration, tax, equality, safeguarding, accounting, regulatory or other legal obligations.

Consent

We rely on consent where you are given a genuine and optional choice, including certain marketing, email, SMS, cookie or tracking activities, or where explicit consent is an appropriate condition for particular special category information. Consent may be withdrawn at any time. Withdrawal does not affect processing already carried out lawfully, and another lawful basis may still apply to other processing.

7. Candidate Information and Client Introductions

Candidate information is used to assess suitability for roles, communicate about opportunities and manage recruitment processes on behalf of clients.

We will not send an identifiable CV or disclose a candidate's identity to a client for a specific opportunity without first discussing that opportunity with the candidate and obtaining their agreement, unless disclosure is required by law.

8. Client and Business Contact Information

We use client and business contact information to provide and administer services, understand recruitment needs, manage professional relationships, prepare proposals, maintain business records and communicate about relevant services or market matters.

Business contact information may be obtained directly from the individual or organisation, through referrals and existing relationships, or from public professional and corporate sources.

We may send proportionate business-to-business communications where permitted by applicable law. A recipient may ask us to stop relevant marketing or business-development communications at any time by contacting hello@illuminex.co.uk.

9. Special Category and Criminal-Offence Information

Where it is relevant and lawful, we may process special category information, such as information about health, disability, diversity or other protected characteristics. We may process criminal-conviction or offence information only where it is necessary and lawful, including for appropriate vetting or safeguarding requirements.

We identify an Article 6 lawful basis and, where required, an additional Article 9 condition or a condition under Schedule 1 of the Data Protection Act 2018. We maintain additional safeguards and documentation where the law requires them.

10. Recruitment Systems and Service Providers

Candidate and client information may be stored and processed within specialist recruitment CRM or applicant-tracking systems used by Illuminex Ltd.

We may also use website and cloud-hosting providers, business email and communications systems, document-storage services, analytics tools, IT-support providers, cybersecurity services, professional advisers and other suppliers necessary to operate our business.

Where a provider processes personal information on our behalf, we take appropriate steps designed to ensure that suitable contractual, confidentiality and security safeguards are in place.

11. Cookies, Analytics and Website Security

Our website uses cookies and similar technologies for essential functionality, consent preferences, analytics, performance and security.

Where applicable, Google Analytics helps us understand how visitors use the website and improve performance and user experience. Non-essential analytics tools are activated only where the required consent has been provided through our cookie controls.

We use Google reCAPTCHA and similar security measures to help protect forms and online services from spam, abuse and automated misuse. Further information is available in our Cookie Policy.

12. Marketing and Advertising Technologies

We may use advertising, remarketing or conversion-measurement technologies provided by platforms such as LinkedIn, Meta or Google in connection with recruitment marketing and business development.

Where these technologies are deployed on the website, they are subject to appropriate consent controls and available preference choices in accordance with applicable law.

13. International Transfers

Some clients, service providers or systems may process or permit access to personal information from outside the United Kingdom.

Where this amounts to a restricted international transfer, we use an appropriate lawful mechanism, which may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses or another permitted safeguard. Where required, we assess the protection available and apply additional safeguards.

14. How Long We Keep Personal Information

We retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected.

The appropriate period depends on factors including whether we are actively providing services, the date of the last meaningful contact or activity, whether the information remains accurate and relevant, the nature of any application, engagement or client relationship, and applicable legal, regulatory, contractual, insurance, accounting or professional requirements.

Candidate retention is explained in more detail in our Candidate Privacy Notice. Client and business contact records may be retained while a professional relationship remains active or there is a genuine ongoing business, legal or compliance reason to keep them.

We periodically review inactive records. Where information is no longer needed, it will be deleted, anonymised or otherwise placed beyond normal operational use, subject to any continuing lawful reason for retention.

15. Security

We apply appropriate technical and organisational measures designed to protect personal information against unauthorised access, misuse, loss, alteration or disclosure.

Measures may include secure cloud infrastructure, encryption, access controls, restricted user permissions, password and account security, monitoring, backups, confidentiality requirements and proportionate internal controls. No online or storage system can be guaranteed to be completely secure.

16. Automated Decision-Making

We do not currently make decisions about candidates, clients or website users solely through automated processing where the decision would have a legal or similarly significant effect.

We may use technology to support searching, matching, administration, security or analysis, but material recruitment and service decisions involve human consideration. We will update our privacy information before introducing significant solely automated decision-making where the law requires this.

17. Your Data Protection Rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

• request access to your personal information;
• request correction of inaccurate or incomplete information;
• request erasure in certain circumstances;
• request restriction of processing;
• receive certain information in a portable format in applicable circumstances;
• object to processing based on legitimate interests;
• object to direct marketing at any time;
• withdraw consent at any time;
• request information about applicable safeguards for international transfers;
• raise a complaint about how your personal information has been handled.

You have an absolute right to object to direct marketing.

To exercise a right, email hello@illuminex.co.uk. We may need to verify your identity before responding. Some rights are subject to legal conditions and exemptions.

18. Children

Our website and services are generally intended for professional and business use. Where we knowingly process information relating to a person under 18, we will take age-appropriate steps and apply the safeguards required by law.

19. External Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices, security or content of those websites and encourage users to review the relevant privacy information before providing personal information.

20. Data Protection Complaints and Contact

You can make a data protection complaint by emailing hello@illuminex.co.uk. Please explain what has happened and provide any information reasonably needed to investigate the complaint.

We will:

• acknowledge receipt within 30 days;
• take appropriate steps to investigate and respond without undue delay;
• keep you informed where appropriate; and
• communicate the outcome of our investigation without undue delay.

You may also complain to the Information Commissioner's Office.

ICO Helpline: 0303 123 1113
ICO Website: Make a complaint to the ICO

21. Changes to This Policy

We may update this policy to reflect changes in law, our services, our suppliers or the way we process personal information. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of the people concerned before beginning the new processing. The latest version will remain available on this page.