Data RetentionPolicy

Stoutz & Co Recruitment Ltd – Data Retention Policy

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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 personal information may be retained and the principles followed when storing, reviewing and securely deleting data.

 

1. Purpose

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

• retained only for as long as reasonably necessary;
• securely stored and protected;
• periodically reviewed for relevance and necessity;
• securely deleted or anonymised when no longer required.

 

2. 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;
• compliance and verification documentation where applicable.

 

3. Candidate Information

Candidate information may be retained for up to two (2) years following the last meaningful contact with the Candidate unless a longer retention period is required or permitted by law.

Meaningful contact may include:

• interviews;
• job applications;
• email or telephone communication;
• Candidate profile updates;
• engagement with recruitment opportunities;
• ongoing recruitment discussions or placement activity.

Candidate information may be deleted earlier upon request where legally permissible and where retention is no longer reasonably necessary.

 

4. Client Information

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

• provide recruitment services;
• maintain operational and business records;
• comply with legal, regulatory or tax obligations;
• resolve disputes or enforce agreements;
• maintain records relating to recruitment activity and placements.

5. Recruitment Records

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

This may include records required to:

• establish recruitment ownership or introduction history;
• respond to complaints or disputes;
• comply with legal obligations;
• support financial record keeping.

 

6. Legal and Regulatory Requirements

Certain information may be retained for longer periods where required or permitted under applicable law, including for:

• tax and accounting obligations;
• employment-related obligations;
• legal claims or disputes;
• fraud prevention;
• safeguarding or regulatory requirements;
• enforcement of contractual rights.

 

7. Secure Storage

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

• password-protected systems;
• restricted access controls;
• secure cloud-based platforms;
• encrypted or protected software systems where applicable;
• secure disposal of records where appropriate.

While reasonable security measures are implemented, no electronic storage or transmission system can be guaranteed completely secure.

 

8. Third-Party Processors and Service Providers

The Agency may use third-party service providers or cloud-based systems to assist with recruitment operations, data storage, communication or administration.

Such providers may process information on behalf of the Agency in accordance with applicable contractual and data protection obligations.

 

9. Backup and Archived Data

Certain information may continue to exist within secure backup systems or archived records for limited periods following deletion from active systems where reasonably necessary for operational, legal or disaster recovery purposes.

 

10. Deletion of Information

When personal information is no longer reasonably required, the Agency may take steps to:

• securely delete electronic records;
• destroy physical records where applicable;
• anonymise data where appropriate;
• remove unnecessary access to retained information.

 

11. Data Subject Rights

Individuals may request:

• access to their personal information;
• correction of inaccurate information;
• deletion of information where legally applicable;
• restriction or objection to certain processing activities where applicable.

Requests may be submitted using the contact details below.

 

12. Policy Review

This policy may be reviewed and updated periodically to reflect changes in legal requirements, operational practices or business activities.

 

13. Governing Law

This policy shall be governed by and interpreted in accordance with the laws of England and Wales.

14. Contact Details

Stoutz & Co Recruitment Ltd
No1 Business Centre
1–11 Alvin Street
Gloucester
GL1 3EJ

Company Number: 17224626

Email: info@stoutzandco.co.uk

Website: Stoutz & Co Recruitment Ltd