Privacy Policy

CityLife Recruitment Ltd

Last updated: 24 October 2026

1. Introduction

CityLife Recruitment Ltd (“we”, “us” or “our”) is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you interact with our recruitment services, visit our website, apply for a job, register as a candidate or engage with us as a client or business contact.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

By using our website or engaging with our services, you acknowledge that you have had the opportunity to read this policy.

2. Who We Are

CityLife Recruitment Ltd is a recruitment business operating in the United Kingdom.

For the purposes of applicable data protection legislation, CityLife Recruitment Ltd acts as a data controller when determining how and why personal information is processed in connection with our recruitment services.

Company details

• Company name: CityLife Recruitment Ltd
• Company registration number: 11144257
• Registered office: Izabella House, Regent Place, Birmingham, England, B1 3NJ
• Email: contact@cityliferecruitment.co.uk
• Website: www.cityliferecruitment.co.uk

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us using the details above.

3. The Personal Information We Collect

The information we collect depends on how you interact with CityLife Recruitment Ltd.

3.1 Candidates and job applicants

When you register with us, apply for a vacancy or participate in our recruitment process, we may collect:

• Full name, contact details and address.
• CVs, employment history, qualifications and professional experience.
• Education, training, skills and professional memberships.
• Information about the roles you are seeking, salary expectations and availability.
• Right-to-work information where necessary.
• References and information supplied by referees.
• Interview notes, assessment results and recruitment correspondence.
• Details of professional licences, registrations or practising certificates where relevant to a role.
• Information relating to employment eligibility and background checks where applicable and lawfully obtained.
• Information about your communications and interactions with our recruitment consultants.

We will only collect information that is relevant and necessary for the recruitment services we provide.

3.2 Clients and business contacts

If you represent a business or organisation using our recruitment services, we may collect:

• Your name, business contact details and job title.
• Your employer’s name and business address.
• Information about vacancies, recruitment requirements and hiring decisions.
• Contracts, invoices, payment information and records of our business relationship.
• Communications and correspondence relating to our services.

3.3 Website visitors

When you visit our website, we may collect technical information such as your IP address, browser type, device information, pages visited and website usage data, subject to applicable cookie and privacy requirements.

Further information is available in our Cookie Policy.

3.4 Information received from other sources

We may obtain relevant personal information from publicly available professional profiles, job boards, referrals, previous employers, referees, clients and other recruitment-related sources where permitted by law.

Where required, we will provide information about the source of your personal data and the purposes for which we intend to use it.

4. How We Use Your Personal Information

We use personal information for legitimate recruitment and business purposes, including:

• Registering candidates and maintaining recruitment records.
• Identifying suitable employment opportunities.
• Matching candidates with vacancies and client requirements.
• Reviewing CVs and assessing qualifications, skills and experience.
• Communicating with candidates about relevant opportunities.
• Arranging interviews and coordinating recruitment processes.
• Sharing candidate information with relevant clients for recruitment purposes.
• Obtaining references and verifying qualifications or professional credentials where appropriate.
• Conducting lawful right-to-work checks and other relevant screening.
• Managing client relationships, contracts and invoices.
• Responding to enquiries and providing customer support.
• Operating, maintaining and improving our website and services.
• Preventing fraud, maintaining security and complying with legal obligations.
• Establishing, exercising or defending legal claims where necessary.

We will not use personal information for purposes that are incompatible with the purposes explained in this policy unless we have a lawful basis to do so.

5. Our Lawful Bases for Processing

We must have a lawful basis under data protection legislation for processing personal information.

Depending on the circumstances, we may rely on the following lawful bases:

Legitimate interests

We may process personal information where necessary for our legitimate interests in operating our recruitment business, identifying suitable candidates, managing client relationships and providing recruitment services, provided those interests are not overridden by your rights and freedoms.

Contractual necessity

We may process personal information where necessary to take steps at your request before entering into a contract or to perform a contract with you.

Legal obligation

We may process information where necessary to comply with applicable legal and regulatory requirements.

Consent

Where required, we will ask for your consent before undertaking specific processing activities, such as certain marketing communications or the use of non-essential cookies.

You may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

We will determine and document the appropriate lawful basis for each processing activity.

6. Special Category and Criminal Offence Data

In certain circumstances, recruitment may involve information requiring additional protection under data protection legislation.

Special category data may include information about health, disability, racial or ethnic origin, religious beliefs or trade union membership. We will only process such information where necessary and where an appropriate legal condition applies.

Criminal offence data may be processed where relevant to a particular role and where permitted by law, with the required legal authority or condition in place.

Where applicable, we will implement additional safeguards and restrict access to this information.

We will not routinely collect sensitive personal information unless it is necessary for a legitimate recruitment purpose or we are otherwise legally entitled to process it.

7. Sharing Your Personal Information

We may share personal information with the following categories of recipient where necessary and lawful:

Clients and prospective employers

We may share relevant candidate information, including CVs, qualifications and professional experience, with clients where this is appropriate for a vacancy or recruitment process.

We aim to share information only with relevant clients and for legitimate recruitment purposes.

Service providers

We may share information with suppliers supporting our business, including recruitment software providers, cloud storage providers, IT support providers, website hosting providers and communication platforms.

Professional advisers

We may disclose information to our legal advisers, accountants, insurers or other professional advisers where necessary.

Regulators and public authorities

We may disclose information where required by law, regulation, a court order or a lawful request from an appropriate authority.

Other relevant parties

We may share information where necessary to establish, exercise or defend legal claims, prevent fraud or protect our legal rights.

We do not sell personal information to third parties.

Where we engage service providers to process personal information on our behalf, we take appropriate steps to ensure that suitable contractual and security safeguards are in place.

8. Candidate CVs and Recruitment Submissions

When you register with CityLife Recruitment Ltd or apply for a vacancy, we may use your information to identify suitable opportunities and present your details to relevant employers.

We will take reasonable steps to ensure that candidate information is shared appropriately and for legitimate recruitment purposes.

Before submitting your CV or other identifying information to an employer, we will seek your agreement to that specific submission as part of our recruitment process.

You should ensure that your CV and application materials contain accurate information and do not include unnecessary sensitive personal details.

Once information has been shared with an employer, that employer may process it in accordance with its own privacy policy and legal obligations.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including recruitment, business administration, legal compliance and the establishment or defence of legal claims.

Retention periods may vary depending on the type of information and the circumstances.

For example:

• Candidate records may be retained while we provide recruitment services and for a reasonable period afterwards.
• Client and business records may be retained for the duration of our relationship and for any additional period required for legal, financial or contractual purposes.
• Recruitment correspondence and interview records may be retained where necessary to document decisions or resolve disputes.
• Website and technical records may be retained according to operational, security and compliance requirements.

Where personal information is no longer required, we will take reasonable steps to delete it securely or anonymise it.

We will periodically review our retention practices to ensure that information is not kept longer than necessary.

10. International Transfers

Some of our service providers may store or process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection legislation.

Depending on the circumstances, this may involve transferring information to a country recognised as providing an adequate level of protection or implementing appropriate safeguards, such as the relevant UK-approved contractual mechanisms.

You may contact us for further information about the safeguards applicable to relevant international transfers.

11. How We Protect Your Information

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

These measures may include access controls, password protection, secure systems, staff confidentiality obligations and appropriate supplier arrangements.

Access to personal information is restricted to individuals who need it for legitimate business purposes.

Although we take reasonable steps to protect personal information, no method of electronic transmission or storage is completely secure. We therefore cannot guarantee absolute security.

Where a personal data breach occurs, we will take appropriate action in accordance with our legal obligations.

12. Your Data Protection Rights

Under applicable data protection legislation, you may have the right to:

• Access: Request a copy of the personal information we hold about you.
• Rectification: Request that inaccurate or incomplete information is corrected.
• Erasure: Request deletion of personal information in certain circumstances.
• Restriction: Request that we restrict the processing of your information in certain circumstances.
• Data portability: Request a copy of certain information in a structured, commonly used and machine-readable format, where the right applies.
• Object: Object to processing based on legitimate interests in certain circumstances.
• Withdraw consent: Withdraw consent where processing relies on your consent.
• Complain: Raise concerns with the Information Commissioner’s Office (ICO).

These rights are subject to applicable legal conditions and exemptions. They do not apply in every circumstance.

To exercise your rights, please contact us using the contact details provided in this policy. We may need to verify your identity before responding.

We will respond within the timeframe required by applicable law.

13. Marketing Communications

We may occasionally contact clients, candidates or business contacts with relevant information about our services or recruitment opportunities where permitted by law.

Where consent is required, we will obtain it before sending marketing communications.

You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting us directly.

Even if you opt out of marketing, we may still contact you where necessary for an existing recruitment process, a contractual relationship or another legitimate administrative purpose.

14. Cookies and Similar Technologies

Our website may use cookies and similar technologies to support website functionality, understand website usage and improve user experience.

Where required, we will obtain consent before placing non-essential cookies on your device.

You can manage your preferences through our cookie consent tools and browser settings.

For more information, please refer to our Cookie Policy.

15. Third-Party Websites

Our website may contain links to third-party websites, job boards, professional networks or other external services.

We are not responsible for the privacy practices or content of websites operated by third parties.

If you follow an external link, we recommend reviewing the relevant website’s privacy policy before providing personal information.

16. Automated Decision-Making and Profiling

We may use recruitment software and digital tools to organise applications, search candidate records or assist with candidate matching.

Where applicable, we will ensure that the use of such tools complies with data protection legislation.

We will not make decisions producing legal or similarly significant effects about you solely through automated processing where prohibited by law. Where applicable, we will provide the information and safeguards required by law.

You may contact us if you have questions about how automated tools are used in our recruitment processes.

17. Children’s Personal Information

Our recruitment services are primarily intended for adults seeking employment and businesses seeking recruitment services.

We do not knowingly collect children’s personal information unless it is necessary, appropriate and lawful in the circumstances.

If you believe that a child has provided us with personal information inappropriately, please contact us so that we can review the matter.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, recruitment processes, technology or applicable legal requirements.

Any revised version will be published on our website, together with an updated revision date where appropriate.

We encourage you to review this policy periodically.

19. Contact Us and Complaints

If you have questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how your information is being used, please contact:

CityLife Recruitment Ltd

Email: contact@cityliferecruitment.co.uk

Website: www.cityliferecruitment.co.uk

Registered office: Izabella House, Regent Place, Birmingham, England, B1 3NJ.

If you are unhappy with how we handle your personal information, please contact us first so that we can attempt to resolve your concerns.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Website: https://ico.org.uk/

Telephone: 0303 123 1113

Postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.