Privacy Policy

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We are Leitmotif Partners Ltd, a talent and recruitment consultancy.
If you have any questions about how we handle your data, you can contact us at:

📧 support@leitmotifpartners.co.uk
📞 07812 033 156

When you engage with us for recruitment services, we may collect and process the following personal information:

• Full name and contact details (email, phone, address) 
• Employment history, education, qualifications, and skills
• Right to work and immigration status 
• Salary expectations and job preferences
• Interview notes, feedback, and communications
• CVs, cover letters, and application materials
• Links to professional profiles (e.g. LinkedIn)
• References and referee details (with consent)
• Special category data (e.g. health or diversity information) where required and with your explicit consent

We process your data to:

• Assess your suitability for current or future roles
• Share your CV and profile with clients (only with your consent)
• Arrange interviews and manage feedback
• Maintain contact and keep you informed about opportunities
• Fulfil legal, contractual, and regulatory obligations
• Improve our recruitment processes and candidate experience

Transcription/ Recording Software

To support interview accuracy and efficiency, we may use transcription or recording software (such as meeting transcription tools within Microsoft Teams, Zoom, or similar platforms) to document interviews or screening calls.

Where this occurs:

• You will be informed in advance that recording or transcription is taking place.
• Transcripts or recordings are used only for recruitment purposes, such as reviewing interview notes, preparing feedback, or assessing candidate suitability.
• These materials are stored securely, access is restricted, and they are deleted in accordance with our data retention policy.
• Transcription providers may process data on our behalf under strict data processing agreements ensuring compliance with UK GDPR and data protection standards.

You may request that a conversation not be recorded or transcribed, and we will respect this preference.

We process personal data under the following lawful bases under the UK GDPR:

• Consent – when you explicitly agree to us processing or sharing your data 
• Legitimate Interests – to provide recruitment services that align with your professional interests, where this does not override your rights
• Legal Obligation – to comply with employment and right-to-work regulations
• Contractual Necessity – to take steps at your request before entering into a contract
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We will never sell or rent your personal data.
We may share your information with:

• Prospective employers, but only with your prior consent
• Background screening or reference providers (where applicable)
• Trusted IT, database, or cloud service providers who securely store or process data on our behalf

All third parties are contractually required to:

• Implement appropriate security measures
• Process your data only in accordance with our instructions

If any of our service providers or systems process data outside the UK or European Economic Area (EEA), we ensure that appropriate safeguards (such as the UK Addendum to EU Standard Contractual Clauses) are in place to protect your information.

We retain candidate data for up to 24 months from the last meaningful contact unless:

• You request deletion earlier 
• You are placed in a role, in which case retention may be extended for contractual or legal purposes

You may request deletion or update your details at any time.

Under the UK GDPR and Data Protection Act 2018, you have the right to:

• Request access to the personal data we hold about you 
• Ask us to correct inaccurate or incomplete data
• Request erasure of your data (“right to be forgotten”)
• Restrict or object to certain processing activities
• Withdraw consent at any time
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of your rights, please email support@leitmotifpartners.co.uk.

ICO contact details:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
📞 0303 123 1113 | 🌐 www.ico.org.uk

We take data security seriously and apply appropriate technical and organisational safeguards, including:

• Password-protected systems and secure cloud platforms 
• Encryption and restricted access controls
• Regular reviews of data handling and security measures
• Staff training on data protection and confidentiality
   

If you submit information through our website, we may use cookies or analytics tools to enhance user experience and site performance.
You can manage your cookie preferences through your browser settings. For more information, please refer to our Cookie Policy.

We may update this policy occasionally to reflect legal or operational changes.
We will notify you of any significant updates and amend the date at the top of this document.

Last updated: 4 July 2025