Highfield Professional Solutions Ltd – Privacy Policy

1. Introduction

DataX Connect, Data eXec are brands of Highfield Professional Solutions Ltd (“HPS”, “we”, “us” or “our”) and we are committed to protecting and respecting your personal data. This Privacy Policy explains how we collect, use, store and share personal data in connection with our business activities, including recruitment services, workforce solutions, training and use of our websites.It also outlines your rights and how you can contact us.

2. Who We Are

DataX Connect, Data eXec are our brands operating under Highfield Professional Solutions Ltd
Company number: 06024363
Registered office: Unit 1 & 2 The Sawmills, Durley, Southampton, SO32 2EJ

We operate primarily as:

• A data controller when we determine how your personal data is used
• A data processor when we handle personal data on behalf of our clients

3. Scope of This Policy

This policy applies to:

• Candidates and job applicants
• Clients and prospective clients
• Suppliers and business contacts
• Users of our website and services

4. Types of Personal Data We Collect

Depending on your relationship with us, we may collect:

Identity Information

Name, title, date of birth, nationality, right-to-work documentation

Contact Information

Address, email, phone number, emergency contact details

Career & Background Information

Employment history, qualifications, references, skills, CV data

Recruitment Information

Salary expectations, job preferences, interview feedback

Verification Data

ID documents (e.g. passport, driving licence)

Financial Information

Bank details, tax information (where required)

Compliance & Screening Data

Background checks where permitted (e.g. criminal checks)

Diversity Data (where lawful)

Information such as ethnicity, health or disability (only where permitted by law and/or with consent)

Technical Data

IP address, browser type, usage data, website activity

Marketing Preferences

Your communication and subscription preferences

Other Data

Any information you provide to us directly or via third parties

We do not intentionally collect data relating to children.

5. How We Collect Personal Data

We collect data in the following ways:

Directly from you

• Submitting a CV or application
• Registering with us or contacting us
• Communicating by phone, email or in person
• Attending events

From third parties

• Clients and hiring organisations
• Background screening providers
• Job boards and recruitment platforms
• Public sources (e.g. LinkedIn)

Automatically

• Website usage data via cookies and analytics tools

6. How We Use Personal Data

As part of our recruitment services, we may share candidate personal data (including CVs, employment history and contact details) with clients for the purpose of assessing suitability for roles. We will only do this where we have a lawful basis, and where appropriate, your knowledge or consent

We process personal data for the following purposes:

Candidates

• Matching candidates to job opportunities
• Submitting applications to clients
• Managing recruitment processes
• Providing career-related communications
• Conducting background checks
• Complying with legal obligations

Clients & Business Contacts

• Delivering recruitment and workforce services
• Managing business relationships and contracts
• Providing market insights and updates

Website Users

• Improving website performance
• Providing relevant content and services
• Sending marketing communications (where permitted)

Referees

• Obtaining employment references for candidates

7. Legal Basis for Processing

We rely on the following lawful bases:

• Contractual necessity – to provide services to you and our clients
• Legitimate interests – to operate and improve our business
• Legal obligations – to comply with regulatory requirements
• Consent – for certain marketing and special category data

8. Sharing Personal Data

We may share personal data with:

• Clients and prospective employers
• Service providers (e.g. IT, screening providers)
• Professional advisers
• Regulatory or legal authorities
• Group companies (if relevant)

We ensure all third parties handle data securely and only for agreed purposes.

Where workers are engaged via third-party umbrella companies or payroll providers, we may share relevant personal data with these parties to facilitate engagement, payment, and compliance processes. Such parties act as independent controllers or processors depending on the arrangement

9. International Transfers

Where necessary, we may transfer data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place, such as:

• Standard contractual clauses
• Transfers to countries with recognised adequacy

10. Data Retention

We retain personal data only for as long as necessary, including:

• To provide ongoing services
• To comply with legal and regulatory requirements
• To support ongoing business relationships

We securely delete or anonymise data when no longer required.

11. Your Rights

Under UK GDPR, you may have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion (where applicable)
• Restrict processing
• Object to certain processing
• Request data portability
• Withdraw consent

You also have the right to lodge a complaint with the ICO.  Please note that any Access requests will incur a charge which we will notify to you before we complete your request.

12. Marketing Communications

You may opt out of marketing communications at any time by:

• Clicking unsubscribe links
• Contacting us directly

You will still receive essential service-related communications where necessary.

13. Cookies and Website Tracking

We use cookies and similar technologies to:

• Improve website functionality
• Analyse usage
• Personalise content

You can manage cookie preferences via your browser settings.

14. Data Security

The security of personal Information is important to us. We take appropriate, commercially acceptable measures to protect personal data, including:

• Secure systems and encryption
• Access controls
• Staff confidentiality obligations

15. Third-Party Websites

Our website may contain links to third-party sites. We are not responsible for their privacy practices and we advise you to read the appropriate Privacy Policies of any third party site.

16. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website.

17. Contact Us

For any questions or to exercise your rights:

Email: info@highfieldps.co.uk

Address: Unit 1 & 2 The Sawmills, Durley, Southampton, SO32 2EJ