Data & Privacy Policy

Your privacy matters to us.

This policy explains how Nicholson Glover Associates Ltd collects, uses and protects your personal data, and the rights you have over it.

Whenever we ask you for information that identifies you, we’ll always handle it in line with the General Data Protection Regulation (GDPR).

What is GDPR?

GDPR is the data protection law used across the UK and EU.
It makes sure your personal data is collected, stored and used safely.
It also gives you clear rights over how companies use your information.

When we talk about “processing” data, that includes anything like collecting it, storing it, updating it, sharing it (with consent) or deleting it.

What data do we collect?

To provide our services, we may collect personal data such as:

Assessment results (e.g. cognitive, numeracy, psychometric)
Bank details (for contractors supplied via Nicholson Glover)
Contact details (email, phone number)
Demographic information (location, salary)
Education details
Employment history
Identification (passport, national insurance number)
Interview notes
Name and job title

We only collect what we need to deliver our service to you.

How do we collect your data?

We collect data in two ways:

Directly from you: for example, by email, over the phone, or when you apply for a job.
From publicly available sources, including:

Job boards (e.g. Indeed)
Our website (including cookies — see below)
Social channels and professional sites (e.g. LinkedIn)

We only process data when we have a lawful basis to do so.

What are cookies and why do we use them?

Cookies are small files stored on your device that help websites work better. We use them to understand how people use our site so we can improve the experience.

Cookies never give us access to your computer or any information you haven’t chosen to share. Once we’ve analysed the data, we delete or anonymise it.

Why do we need your data?

We use your personal data to:

Understand your needs and deliver a better service
Keep our internal records accurate
Send you relevant updates about our services (with consent)
Tailor your experience on our website
Submit job applications on your behalf (always with explicit consent)
Carry out essential business operations, such as HR and finance tasks

We won’t share your data outside of Nicholson Glover without your permission unless we’re legally required to do so.

If you choose not to share certain information with us, we may not be able to provide our service.

Where is your data processed?

Your personal data may be stored or processed outside your home country, including by trusted third-party suppliers such as job boards, CRM systems and cloud providers.

We only work with partners who comply with GDPR and who protect your data to the same standards we do.

If you’re based outside the UK, please note that your data will be transferred to, and processed in, the UK.

Is your data safe?

We take data security seriously.

To protect your information, we use:

Encryption
Firewalls and up-to-date antivirus/malware protection
Strong authentication controls
Pseudonymisation
Restricted access systems

Our website may include links to external sites. Once you leave our website, their privacy policies apply (not ours).

How long do we keep your data for?

We only keep your personal data for as long as we need it.

How long that is depends on what the data is and why we’re using it.

Some information must be kept for at least 6 years to meet UK tax and legal requirements (e.g. name, address, contact details).
After that, we delete or anonymise it in line with our internal retention policy. You can request a copy of this policy at any time.

If you’ve given us permission to use your data for marketing, we’ll keep doing so until you withdraw that consent.

Can you see what data we hold about you?

Yes. You have the right to request:

What personal data we hold
What we use it for
Who it’s shared with (if anyone)
Where we got it from (if not directly from you)
How long we plan to keep it
Any automated decision-making that involves your data

You can also ask us to correct or complete any information you believe is inaccurate. We’ll do this within 4 weeks, unless there’s a valid reason we cannot—at which point we’ll let you know.

To request a copy of your data, write to: Nicholson Glover Associates Ltd, Unit 2, The Village, Guards Avenue, Caterham On the Hill, Surrey, CR3 5XL.

A small administration fee may apply in line with the law.

How can you stop us from processing your personal data?”

You’re in control.

You can ask us to:

Stop using your data
Delete your data
Restrict the way we process it
Stop any direct marketing
Transfer your data to you or another provider (data portability)

We will never sell, share or lease your data without your permission, unless the law requires us to.

To make a request, email DPO@nicholsonglover.co.uk.
If you withdraw consent, we’ll action this within 5 working days.

Please be aware: if you ask us to delete or restrict your data, we may not be able to provide our recruitment services to you.

How do you make a complaint?

If you’re unhappy with how we’ve handled your data, please tell us as soon as possible. We take complaints seriously and follow a formal Complaint Handling Policy (available within 48 hours on request).

Contact our Data Protection Officer (DPO) at:
📧 DPO@nicholsonglover.co.uk
📞 +44 207 223 1440

If you feel your complaint hasn’t been resolved, you also have the right to contact the Information Commissioner’s Office (ICO), the UK authority that oversees data protection.

Final Note

We may update this policy from time to time to reflect changes in the law or how we operate. Whenever we make material updates, we’ll make sure you’re notified clearly.