Stoutz&Co Recruitment Ltd – Data Retention Policy

Effective Date: 10/05/2026

Stoutz&Co Recruitment Ltd (“the Agency”, “we”, “us”, “our”) is committed to handling personal information responsibly and in accordance with applicable UK GDPR and data protection legislation.

This Data Retention Policy explains how long we retain personal information and the principles we follow when storing, reviewing and deleting data.

1. Purpose

The purpose of this policy is to ensure that personal information is:

• retained only for as long as necessary;

• securely stored;

• reviewed periodically;

• securely deleted when no longer required.

1. Types of Information We May Retain

The Agency may retain information including:

• Candidate CVs and employment history

• Contact information

• Interview notes

• Recruitment communications

• Client contact information

• Vacancy and placement records

• Website enquiry submissions

• Billing and invoicing information

1. Candidate Information

Candidate information may be retained for up to two (2) years following the last meaningful contact with the Candidate.

Meaningful contact may include:

• interviews;

• job applications;

• email or telephone communication;

• Candidate updates or engagement with recruitment opportunities.

Candidate information may be deleted earlier upon request, where legally permissible.

1. Client Information

Client information may be retained for as long as necessary to:

• provide recruitment services;

• maintain business records;

• comply with legal, regulatory or tax obligations;

• resolve disputes or enforce agreements.

1. Recruitment Records

Records relating to placements, introductions and recruitment activity may be retained for operational, legal and financial purposes.

1. Legal and Regulatory Requirements

Certain information may be retained longer where required by:

• tax legislation;

• employment legislation;

• legal claims or disputes;

• fraud prevention or regulatory obligations.

1. Secure Storage

The Agency takes reasonable measures to protect personal information, including:

• password-protected systems;

• restricted access;

• secure cloud-based platforms;

• secure disposal of records where applicable.

1. Deletion of Information

When personal information is no longer required, the Agency will take reasonable steps to:

• securely delete electronic records;

• destroy physical records where applicable;

• remove unnecessary access to retained information.

1. Data Subject Rights

Individuals may request:

• access to their personal information;

• correction of inaccurate information;

• deletion of information where legally applicable.

Requests may be submitted using the contact details below.

1. Policy Review

This policy may be reviewed and updated periodically to reflect changes in legal requirements or business operations.

1. Contact Details

Stoutz&Co Recruitment Ltd
1-11 Alvin Street Gloucester GL1 3EJ
INFO.STOUTZANDCO.CO.UKwww.stoutzandco.co.uk