Privacy Policy

Introduction

At Lord Search & Selection Ltd, Lord Accounting & Finance Ltd and Lord Interim Management LLP (herein referred to as “Lord” or “we”) we are committed to protecting your privacy and handling your personal information responsibly, transparently and in accordance with applicable data protection laws.

This Privacy Notice explains how we collect, use, store, share and protect personal information when you:

  • Apply for a role through us
  • Register as a candidate
  • Are approached regarding career opportunities
  • Use our executive search and recruitment services
  • Represent one of our clients
  • Supply services to us
  • Attend our events
  • Visit our website
  • Contact us for any other reason

This Privacy Notice applies to all personal information processed by Lord.

Who We Are

Lord provides executive search, recruitment and talent advisory services across a range of sectors.

The relevant company within the Group providing services to you will act as the Data Controller of your personal information.

If you have any questions regarding this Privacy Notice or how we handle your personal information, please contact:

Email: clientservices@lord.co.uk

Address: Lord Search & Selection Ltd, Crown House, The Square, Alvechurch, Birmingham B48 7LA.

The Information We Collect

The personal information we collect depends upon the nature of our relationship with you.

Candidates and Prospective Candidates

We may collect:

  • Name and contact details
  • Curriculum Vitae (CV)
  • Employment history
  • Qualifications and professional memberships
  • Salary and remuneration information
  • Career aspirations and preferences
  • Interview notes and feedback
  • Assessment results
  • References and referee details
  • Right-to-work information
  • Information available on professional networking sites such as LinkedIn
  • Information obtained from publicly available professional sources

Clients and Hiring Managers

We may collect:

  • Name
  • Business contact details
  • Job title
  • Recruitment requirements
  • Correspondence and meeting notes
  • Communication preferences

Suppliers and Professional Advisers

We may collect:

  • Contact information
  • Business information
  • Contractual records
  • Financial and payment information

Website Visitors

We may collect:

  • IP address
  • Browser and device information
  • Website usage data
  • Cookie information
  • Website enquiry details

How We Collect Personal Information

We may collect information:

  • Directly from you
  • Through applications and CV submissions
  • During telephone calls, meetings and interviews
  • Through our website
  • Through LinkedIn and other professional networking platforms
  • From job boards
  • From referrals and recommendations
  • From clients
  • From referees
  • From publicly available sources
  • Through recruitment assessments and selection processes

How We Use Personal Information

We use personal information to provide recruitment, executive search and talent advisory services and to operate our business effectively.

Recruitment and Executive Search Activities

We may use personal information to:

  • Identify suitable candidates for vacancies
  • Contact potential candidates regarding career opportunities
  • Assess suitability for positions
  • Present candidate details to clients
  • Arrange interviews and assessments
  • Obtain references
  • Manage recruitment processes
  • Facilitate placements

Client Services

We may use information to:

  • Manage recruitment assignments
  • Deliver executive search projects
  • Provide market intelligence
  • Maintain client relationships
  • Respond to enquiries

Business Operations

We may use information to:

  • Manage supplier relationships
  • Maintain internal business records
  • Improve our services
  • Monitor compliance
  • Establish, exercise or defend legal claims
  • Comply with legal and regulatory obligations

Marketing Communications

We may send:

  • Career opportunity alerts
  • Industry insights
  • Salary surveys
  • Event invitations
  • Business updates

You may opt out of marketing communications at any time.

Executive Search and Candidate Research

As an executive search business, we may identify and research individuals who have not previously engaged with us directly.

Information used for these purposes may be obtained from:

  • Publicly available sources
  • Professional networking platforms
  • Industry publications
  • Referrals and recommendations
  • Existing business contacts

We undertake such activities on the basis of our legitimate interests in providing executive search services to our clients.

Where appropriate, individuals will be provided with information regarding how we process their personal data at the earliest reasonable opportunity.

Our Legal Bases for Processing

We process personal information under one or more of the following lawful bases.

Legitimate Interests

This is our primary legal basis for most recruitment and executive search activities.

Our legitimate interests include:

  • Providing recruitment and executive search services
  • Introducing candidates to employment opportunities
  • Maintaining candidate and client relationships
  • Operating and improving our business
  • Responding to enquiries
  • Maintaining business records

We carefully assess our legitimate interests to ensure they do not override your rights and freedoms.

Contract

We may process personal information where it is necessary:

  • To take steps at your request before entering into an agreement; or
  • To perform a contract.

Legal Obligations

We may process information to comply with legal and regulatory requirements, including:

  • Employment legislation
  • Right-to-work obligations
  • Tax and accounting requirements
  • Regulatory requests

Consent

In limited circumstances we may rely on consent, including certain marketing activities and where consent is required by law.

Where we rely on consent, you may withdraw it at any time.

Special Category Personal Data

We may occasionally process sensitive personal information, including:

  • Health information
  • Disability information
  • Diversity and equal opportunities information
  • Criminal conviction information where permitted by law

We will only process such information where an appropriate legal basis and condition for processing exists.

Who We Share Personal Information With

We may share personal information with:

  • Clients and prospective employers
  • Recruitment process outsourcing providers
  • Assessment providers
  • Background checking providers
  • Professional advisers
  • Insurance providers
  • IT and software providers
  • Cloud hosting providers
  • Regulatory authorities
  • Law enforcement agencies where required by law

We only share information that is relevant and necessary for the purpose for which it is required.

International Transfers

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

Where personal information is transferred internationally, we ensure that appropriate safeguards are in place, including:

  • UK-approved contractual safeguards;
  • Transfers to countries recognised as providing adequate protection; or
  • Other legally recognised transfer mechanisms.

Data Security

We take appropriate technical and organisational measures to protect personal information against:

  • Unauthorised access
  • Accidental loss
  • Unlawful destruction
  • Misuse
  • Alteration
  • Unauthorised disclosure

Access to personal information is restricted to individuals who require access for legitimate business purposes.

Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes and protect our legitimate business interests.

We regularly review the information we hold and securely delete, anonymise or archive information that is no longer required.

Retention Schedule

 

Candidate and Executive Search Records

Information Category Retention Period
Candidate records, CVs, interview notes, correspondence and recruitment history Up to 5 years from the last meaningful contact
Executive search prospects and market-mapped candidates Up to 5 years from the last meaningful contact
Unsuccessful applicants Up to 2 years following completion of the recruitment process
Assessment results Up to 2 years following completion of the recruitment process
References and referee information Up to 2 years following completion of the recruitment process
Diversity and equal opportunities information Up to 2 years and, where possible, stored separately from recruitment decisions

 

Placed Candidates

Information Category Retention Period
Placement records Up to 7 years following placement
Assignment records Up to 7 years following completion
Compliance records Up to 7 years following placement
Right-to-work records relating to placed candidates Up to 7 years following placement
Payroll and payment records Minimum 7 years

 

Right-to-Work Checks for Unplaced Candidates

Information Category Retention Period
Right-to-work documentation Recruitment process plus up to 2 years

 

Clients

Information Category Retention Period
Client contacts Up to 7 years following the last business relationship
Assignment and vacancy records Up to 7 years
Client correspondence Up to 7 years
Service agreements and contracts Up to 7 years after termination

 

Suppliers and Professional Advisers

Information Category Retention Period
Supplier contact information Up to 7 years after the relationship ends
Contracts and agreements Up to 7 years after termination
Financial records Minimum 7 years

 

Marketing Information

Information Category Retention Period
Marketing contact records While engagement remains active
Inactive marketing contacts Reviewed and normally removed after 3 years without meaningful engagement
Event attendance records Up to 3 years after the event

 

Website Information

Information Category Retention Period
Website enquiry submissions Up to 2 years
Website analytics data Up to 26 months
Cookie information As set out in our Cookie Policy

 

Privacy Rights Requests

Information Category Retention Period
Subject Access Requests Up to 3 years following closure
Erasure, rectification and objection requests Up to 3 years following closure
Consent withdrawal records Up to 3 years following withdrawal

 

Legal Claims and Regulatory Requirements

We may retain information beyond the periods stated above where necessary to:

  • Establish, exercise or defend legal claims
  • Comply with legal or regulatory obligations
  • Respond to investigations
  • Manage insurance matters
  • Prevent fraud or protect our business

Recruitment Database Records

Candidate and client information held within our recruitment systems, including CRM and applicant tracking systems, is subject to periodic review. Records may be updated, archived, anonymised or deleted where there has been no meaningful engagement within the applicable retention period.

For the purposes of this Privacy Notice, meaningful contact may include applications, interviews, meetings, telephone conversations, email correspondence, placement activity or ongoing engagement regarding career opportunities.

Your Rights

You have the right to:

  • Request access to your personal information
  • Request correction of inaccurate information
  • Request deletion of your information in certain circumstances
  • Request restriction of processing
  • Object to processing based on legitimate interests
  • Request portability of your data where applicable
  • Withdraw consent where consent is relied upon

To exercise any of these rights, please contact us using the details provided below.

Subject Access Requests

You have the right to obtain confirmation as to whether we process your personal information and to receive a copy of that information.

Requests should be sent to:

clientservices@lord.co.uk

We may request proof of identity before disclosing information.

We will normally respond within one month unless an extension is permitted under applicable data protection legislation.

Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those websites. We encourage visitors to review the privacy notices of any third-party websites they visit.

Complaints

If you have any concerns regarding how we process your personal information, please contact us in the first instance and we will endeavour to resolve your concerns promptly.

You also have the right to lodge a complaint with the:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk
Telephone: 0303 123 1113

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, regulatory guidance, technology or business practices.

Any updates will be published on this page and the revised version will take effect from the date of publication.