Privacy Notice

Kula Group Limited is committed to ensuring your privacy is protected and is a “controller” in relation to personal data (“personal information”). This means that we are responsible for deciding how we hold and use personal information about you. 

You are being sent a copy of this privacy notice as we are legally required to inform you as a candidate about the basis on which we will, hold, process and store your personal information when acting as a recruitment company. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).

Data protection principles

We will comply with data protection law and principles, which means that your personal data will be:

  • used lawfully, fairly and in a transparent way;
  • collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
  • relevant to the purposes we have told you about and limited only to those purposes;
  • accurate and kept up to date;
  • kept only as long as necessary for the purposes we have told you about; and 
  • kept securely.

The kind of information we hold about you

As part of the recruitment process, we will collect, store, and use the following categories of personal information about you:

  • The information you provided to us in the form of a curriculum vitae and/or covering letter.
  • The information you have provided on any related correspondence, communications or application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, academic history, salary, benefits and bonuses and salary expectations and right to work.
  • The information that is available publicly from any online professional profile such as your LinkedIn profile. 
  • Any information you provide to us during any consultations and any interview processes.
  • Assessment results. 

How is your personal information collected?

We collect personal information about candidates from the following sources:

  • You, the candidate.
  • Your named referees, from whom we collect information relating to your employment history. 

How we will use information about you

We will use the personal information we collect about you to:

  • Assess your skills, qualifications, and suitability for the vacancy our client is seeking to fill. 
  • Carry out checks with your named referees, where applicable.
  • Nominate you as a potential candidate to our client(s), but only with your explicit consent to do so.
  • Communicate with you about the recruitment process.
  • Keep records relating to the recruitment process.
  • Discuss specific vacancies with you in the future.
  • Comply with our legal or regulatory requirements.

Lawful basis for using your information 

We shall use your personal information reliant upon:

  • your explicit consent; and/or
  • the legitimate interests of Kula Group Limited which might be expected as part of the running of our business and which does not materially impact your rights, freedom or interests. For example, we may process your personal information to be able to contact you about specific vacancies in the future. 

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider you as a potential candidate for a particular vacancy (such as evidence of qualifications or work history), you will not be able to participate in the recruitment process. 

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

Why might you share my personal information with third parties?

We will only share your personal information with the following third parties for the purposes of the recruitment process: 

  • Employees of Kula Group Limited; 
  • Our client(s) who are seeking to fill a vacancy but only with your explicit consent for us to do so; 

Some of our clients may be located outside of the UK. Where personal information is to be shared outside of the UK appropriate safeguarding measures will be taken to comply fully with the UK GDPR. 

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees and third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. 

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will you use my information for?

For unsuccessful candidates, we will retain your personal information for a period of 12 months after our last communication with you. We retain your personal information for this period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. We also have a 12-month introduction period with our clients which applies to any candidate introduced to a client for the purposes of the recruitment process. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations. 

For successful candidates, we may retain your personal information for a period of up to 6 years after you have secured employment for the purposes of satisfying any statutory, contractual and regulatory requirements. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.

Where we rely upon the legitimate interests of our company as being the lawful basis for using your information, we may retain limited personal information about you solely for that purpose. 

If you are happy for us to retain the majority of your personal information, such as your CV, employment history, academic history and salary expectations and right to work, for specific vacancies in the future, then we shall seek your explicit consent to do so. 

Rights of access, correction, erasure, and restriction

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

Right to withdraw consent

As part of the recruitment process, you shall be asked to provide consent to us processing your personal information. You have the right to withdraw your consent for processing for that purpose at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information and, subject to our retention policy, we will dispose of your personal data securely. 

Data Protection Officer

We have appointed a Data Protection Officer, Laura Burchell, to oversee compliance with this privacy notice. If you wish to exercise any of your statutory rights or have any questions about this privacy notice or how we handle your personal information, please contact us at info@kulatalent.com. 

Information Commissioner’s Office 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) who is responsible for data protection issues in the UK.

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time. We may also notify you in other ways from time to time about the processing of your personal information. 

Kula Talent is the trading name of Kula Group Limited (Co. Reg. No. 13416056)