Privacy Policy

Who we are

Greystone Recruitment is a specialist private staffing agency placing household, culinary and lifestyle staff with private clients in the United Kingdom and internationally. We are the data controller for the personal information described in this policy.

We act as an employment agency and an employment business within the meaning of the Employment Agencies Act 1973 and the Conduct of Employment Agencies and Employment Businesses Regulations 2003.

Information we collect

We collect only the information we need to conduct a search properly.

• Enquiry form: your name, email address, telephone number, location, the position required, the type of engagement, a description of your requirements and your preferred contact method.
• Candidate registration form: your name, email address, telephone number, current location, the role you are seeking, years of experience, right-to-work or nationality information where relevant, preferred locations, availability, salary expectations, any curriculum vitae you upload and any additional information you choose to provide.
• Your curriculum vitae and its contents, including employment history, qualifications, certifications and the details of referees you nominate.
• Correspondence between you and our consultants, including notes of interviews and telephone conversations.
• Basic technical information about your visit, collected in aggregate by our cookieless analytics: page viewed, referring site, approximate country, browser and device type. This does not identify you.

Special category and criminal-records information

Some private household roles involve children or vulnerable adults. Where a role requires it, we may process information about criminal convictions (for example a DBS certificate) and, occasionally, health information relevant to a specific duty. We only do so where the role genuinely requires it, we tell you before we collect it, and we rely on the safeguarding and employment conditions in Schedule 1 of the Data Protection Act 2018.

How we use your information

Candidate information is used to assess your suitability for specific roles, to verify your background and references, and — with your explicit agreement on each occasion — to introduce you to a client. We do not circulate candidate details speculatively and we do not add anyone to a marketing list without consent.

Client information is used solely to conduct the search you have instructed, to shortlist and introduce candidates, and to fulfil our contractual obligations to you.

Lawful basis

We rely on the following lawful bases under UK GDPR Article 6.

• Legitimate interests: operating a recruitment business, matching candidates to roles, maintaining our candidate network and protecting our clients’ privacy and security. We have assessed that these interests do not override your rights.
• Performance of a contract: where we have a terms of business agreement with a client, or a placement arrangement with a candidate.
• Consent: for each specific introduction of your details to a named client, for retaining your details beyond our standard retention period, and for any marketing communications. You may withdraw consent at any time.
• Legal obligation: right-to-work verification, tax and record-keeping requirements, and responding to lawful requests.

Sharing your information

We share a candidate’s details with a client only where that candidate has agreed to that specific introduction. Discretion is central to how we work: we do not name clients to candidates, or candidates to clients, before both sides have agreed.

We may also share information with referees you have nominated, with background-check and right-to-work verification providers, with our IT and hosting suppliers acting as processors under written contract, and with professional advisers, insurers or regulators where we are required to do so.

We never sell personal information, and we do not share it for advertising purposes.

International transfers

Some of our clients are based outside the United Kingdom, and some roles involve international travel. Where we transfer your information outside the UK we do so only with your explicit agreement for that introduction, and we rely on UK adequacy regulations or the International Data Transfer Agreement or Addendum where no adequacy decision applies.

How long we keep it

We do not keep personal information longer than we need it.

• Candidates we have not placed: 12 months from your last contact with us, after which your record is deleted — unless you ask us to keep you on file for longer, which we will confirm with you in writing.
• Candidates we have placed: six years from the end of the placement, to meet contractual, tax and Employment Agencies Act record-keeping obligations.
• Client records: six years from the conclusion of an engagement, for the same reasons.
• Enquiries that do not lead to an engagement: 12 months from the last contact.
• Curriculum vitae and uploaded documents are deleted on the same schedule as the record they belong to.

Your rights

You have the right to be told how your information is used, to request a copy of the information we hold about you, to have inaccurate information corrected, to ask us to erase it, to object to or restrict its processing, to withdraw consent, and to receive your information in a portable form.

Cookies and analytics

We do not use advertising or tracking cookies, and we do not build profiles of visitors. We use Cloudflare Web Analytics, which is cookieless: it counts page views and basic technical details without storing anything on your device and without collecting information that identifies you.

The only thing we store in your browser is a small record of whether you have seen and dismissed our analytics notice, so that we do not show it to you on every visit. It is kept in your browser’s local storage, it contains no personal information, and you can clear it at any time through your browser settings.

Our site is served over HTTPS, and Cloudflare may set a strictly necessary security cookie to protect the site from abuse. Strictly necessary cookies do not require consent.

Security

Information is held on access-controlled systems, encrypted in transit and at rest, and is visible only to the consultants working on the relevant search. Uploaded documents are stored in restricted-access storage. We review access regularly and remove it when it is no longer needed.

How to contact us or complain

To exercise any of your rights, or to ask a question about this policy, write to us at info@greystonerecruiters.com or call 020 8050 8807. We respond to rights requests within one month.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would ask that you raise the matter with us first so that we have the chance to put it right.

Changes to this policy are published on this page with a revised date at the top.