Privacy Policy

1. Background

Last updated: 6 October 2025

1.1 This notice (Privacy Notice) tells you how we collect and use your personal data when you visit our website at https://www.responsible-resourcing.com (Website), where you are a prospective job applicant or candidate, customer of our business, or where you are another type of business contact, such as a supplier or service provider to our business.

1.2 This notice sets out what personal data (information) we collect about you, how we collect it, and how we may use it and how we may share it when you use our website or during the application process if you are a job candidate. It also explains your rights under data protection laws and what to do if you have any concerns about your personal data.

1.3 We are required to notify you of this information, under data protection legislation. We may sometimes need to update this privacy notice to comply with new business practices or legal requirements. Ensure that you read this privacy notice and any other similar notice we may provide to you from time to time when we collect or process personal information about you. You should check this privacy notice regularly to see whether any changes have occurred.

1.4 If you become an employee (or other worker) of the RMA Group, our employee privacy notice will apply to the use of your personal data as an employee (or other worker).

1.5 If you are being considered as a candidate for a client placement and we are acting as a recruitment agency, the client’s applicable privacy notice(s) will also apply to their use of your personal data.

2. Who we are and other important information

2.1 We are RESPONSIBLE RESOURCING AGENCY LTD, registered in England and Wales with company number 15161118 with our registered address at Waverley House, 9 Noel Street, London, United Kingdom, W1F 8GQ.

2.2 For all visitors to our Website and job candidates, we are the controller of your information (which means we decide what information we collect, why and how it is used).

2.3 For client placements (including for other RMA Group companies), the client shall also be a controller of your personal data and the client’s applicable privacy notice(s) will apply to their use of your personal data.

3. Contact details

3.1 If you have any questions about this privacy notice or the way that we use information, please get in touch using the following details:

  • Email address: privacy@responsiblem.com

  • Postal address: Responsible Marketing Group, Waverley House, 9 Noel Street, London, United Kingdom, W1F 8GQ

4. The information we collect about you

4.1 “Personal data” means any information related to an identified or identifiable living person. Here are the categories and types of personal data we collect, how and from where we collect it and the kinds of individuals this applies to.

Category of data Type of data How collected / source Data subject type
Identity Data Your full name and title Online contact form or if you call us or write to us by post or if you apply for a role via our Candidates page Website user / enquirer (client or supplier) / job applicant / candidate
Contact Data Your email address, telephone numbers, home address Online contact form or if you call us or write to us by post or if you apply for a role via our Candidates page Website user / enquirer (client or supplier) / job applicant / candidate
Candidate data When you view a job advert, we may automatically collect:
  • your referral source - the website where you saw the job advert
  • details of the pages you have viewed - including how long you spend on a page, and which links you select
  • information about your computer - such as the web browser used and device type
  • your approximate geographic location based on your IP address

See Cookie Policy		 Website / cookies Job applicant / candidate
Candidate data When you apply for a role, we typically ask for (in addition to the identity and contact data above):
  • telephone number (optional)
  • location details
  • CV / resume
  • skills and experience
  • LinkedIn profile link
  • ethnicity (optional – for diversity monitoring purposes)
  • additional role-specific information
 Online application form connected to RecruitCRM applicant tracking system / LinkedIn Job applicant / candidate
Candidate data When we qualify you for a role (if not previously requested), we may ask for:
  • full contact details, including address, and other contact numbers
  • eligibility - nationality and immigration status
  • employment history
  • qualifications, licences, and professional memberships
  • diversity and inclusion information
  • CV and personal statement
  • reasonable adjustment requirements
  • National Insurance Number
  • other required screening information such as available start date and salary expectations
 You give us information about yourself, your work experience and other relevant experience, your education, your qualifications, your circumstances and your references:
  • during the talent acquisition process
  • by completing application forms and any background check forms
  • by filling in our surveys or submitting requests via our digital platforms (e.g. RecruitCRM)
  • by signing on and using our digital platforms and tools
  • by communicating with us via email, letter or phone

Further, we may collect information about your health in order to make reasonable adjustments to the talent acquisition process for you.		 Job applicant / candidate
Candidate data When you are invited to an interview, we (or the client, if it is a client placement) may ask you to provide:
  • evidence of your identity and right to work in the UK - such as your passport, utility bills or other documentation
 Email/ RecruitCRM/ In-Person Job applicant / candidate
Candidate data When you undergo pre-employment checks, we may ask for:
  • contact details for your referees
  • National Insurance number
  • date of birth
  • health declaration
  • evidence of time spent outside of the UK
  • details of any self-employment
  • evidence of current Disclosure and Barring Service (DBS) certificate
  • bankruptcy details
  • addresses for the last 10 years
  • passport details
  • driving licence details
  • previous names you have been known by
  • workplace discipline information
  • criminal history

For client placements, generally these checks are carried out client-side.		 Email/ RecruitCRM/ third parties (e.g. referees, background checking) and publicly available sources (e.g. internet searches, social media and entries in online directories) Job applicant / candidate
Additional information Additional information you may choose to share with us Online forms connected to Hubspot or RecruitCRM or if you call us or write to us by post Website user / enquirer (client or supplier) / job applicant / candidate
Cookies, browsing and tracking data See Cookie Policy Via website usage Website user

5. How we use your information

For candidate data, we will typically collect and use this information to: 

  • manage the recruitment process for roles posted on our Candidates page and elsewhere. This includes a job board, online application service, screening, interview scheduling, and pre-employment checking service 

  • assess your suitability for a role 

  • enable the creation of user accounts or profiles 

  • provide updates on the recruitment process 

  • offer a job alert email service 

  • provide marketing communications about our and our group companies’ relevant products and services, event invitations, promotions, surveys, insights, market intelligence and other relevant updates that we think may be of interest to you  

  • provide technical support to candidates and clients 

  • send your contract of employment to your email address if you are successful 

  • monitor the effectiveness of recruitment processes, including statistical analysis of system usage, or research into the experience of applicants and other system users, or analysing referral sources to see which provide the most diverse applicants 

  • undertake pre-employment checking and onboarding activity before you start in a role (unless this is carried out client-side for client placements). 

For non-candidate data, we will typically collect and use this data to respond to queries that you send us.  We also analyse usage of our website, as set out in our Cookie Policy. 

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to the information we collect or to the purposes for which we collect and process it. 

Legal basis of processing 

The legal basis for processing your personal data is: 

  • contractual: it is necessary for the performance of a contract to which you are a party (such as an employment contract – in that instance, information that we need to recruit and employ you).  Alternatively, it is necessary to take steps at your request prior to entering into a contract (such as a contract of employment – in that instance, information that we collect as part of the application and selection process) 

  • legal obligation: it is necessary to comply with a legal obligation placed on us as the controller – for instance, in the employment context, we are required to report on equality of opportunity; and onboarding processes have specific requirements 

  • consent: if we rely on your consent to process your personal information for the purposes of recruitment or otherwise, you have the right to withdraw your consent for processing for that purpose at any time by contacting us at privacy@responsiblem.com  

  • legitimate interests: where our processing of your information is based solely on our legitimate interests (or those of a third party), you have the right to object to that processing if you give us specific reasons why you are objecting, which are based on your particular situation.  If you object, we can no longer process your information unless we can demonstrate legitimate grounds for the processing, which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims. 

Special category personal data 

Special category personal data is data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership. It also includes the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. 

The legal basis for processing your special category personal data is: 

  • it is necessary for: 

  • the purposes of performing or exercising our obligations or rights as the controller 

  • your obligations or rights as the data subject, under employment law, social security law or the law relating to social protection 

  • our requirement under the Equality Act 2010 to make appropriate reasonable adjustments for candidates with a disability 

  • it is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment. Diversity and inclusion data is used anonymously: ethnicity, religion, and sexual orientation 

  • it is necessary for archiving purposes, scientific or historical research purposes or statistical purposes, and it is in the public interest. Analysis of applications and recruitment outcomes, impact on protected groups, timescales for recruitment, and other research may be carried out, or 

  • you have given us your explicit consent. You have the right to withdraw your consent at any time. You have the right to withdraw your consent for processing at any time by contacting us at privacy@responsiblem.com. 

The processing by us of personal data relating to criminal convictions and offences or related security measures is authorised because it is necessary for reasons of substantial public interest, in particular where there is a risk to client data or company property or the health and safety of our staff or others.  

6. Who we share your information with

6.1 We share (or may share) your personal data with:

  • Our personnel: our employees (or other types of workers) who have contracts containing confidentiality and data protection obligations.

  • Our clients: if we are recruiting for roles at clients, we may share information with hiring managers, HR teams and others in client organisations.

  • Our supply chain: other organisations that help us provide our services and deliverables (such as recruitment or outsourcing agencies, recruitment platforms and tools (e.g. RecuitCRM and LinkedIn), or third parties that provide systems and support for our internal functions, such as our CRM systems (HubSpot), IT support, hosting provider, human resources, payroll and administration. We ensure these organisations only have access to the information required to provide the support we use them for and have a contract with them that contains confidentiality and data protection obligations.

  • Our professional advisers: such as our accountants, auditors, insurers or legal advisors where we require specialist advice to help us conduct our business.

  • Any actual or potential buyer of or investor in any part of our business or entity involved in any corporate reorganisation and our and their professional advisors.

6.2 If we were asked to provide personal data in response to a court order or legal request (e.g. from the police), we would verify this and challenge it where possible before disclosing any information and carefully consider the impact on your rights when providing a response.

7. International transfers of personal data

7.1 We store your personal data on our servers in the UK.

7.2 We will only transfer information outside of the UK or EEA where we have a valid transfer mechanism in place (such as standard contractual clauses, the UK addendum or the ICO’s approved international data transfer agreement, as appropriate).  You can request a copy of the transfer mechanism by emailing us at privacy@responsiblem.com.  

7.3 If you access our Website whilst abroad then your personal data may be stored on servers located in the same country as you or your organisation.  

8. How long we keep your information 

8.1 Where we act as the controller, we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for and in line with applicable legal requirements and our retention policies.  

8.2 For unsuccessful candidates, we may seek consent to retain your CV in our talent pool for the purpose of informing you of future job opportunities for up to 12 months following us informing you that your application was unsuccessful, unless you let us know you are happy for us to retain this for longer or you ask us to delete your data at any point (or you do so yourself by updating your candidate profile). 

8.3 Otherwise, application records and associated files (including CVs, letters, emails, comment and feedback) will usually be deleted 2 years after the vacancy is archived. A vacancy becomes archived when there are no active applications and either: 

  • the vacancy is manually archived by our recruitment team; or 

  • the vacancy is automatically archived 1 year after the advertised closing date. 

8.4 If you browse our Website, we keep personal data collected through our analytics tools as set out in our Cookie Policy.  

8.5 If you have asked for information from us, or you have subscribed to our mailing list, we keep your details until you ask us to stop contacting you and we may otherwise periodically request that you refresh your consent if reasonable to do so.  

8.6 We may otherwise retain your personal data as required by law or to the extent necessary to bring or defend legal claims. 

9. Your data protection rights  

9.1 You have specific legal rights in relation to your personal data. These are summarised below.  These rights are subject to a range of exceptions and exemptions.

Right of access You have the right to request information about how your personal data is processed, and to request a copy of that personal data.
Right of rectification (or correction) You have the right to request that any inaccuracies in your personal data are rectified without delay. You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.
Right of erasure (or right to be forgotten) You have the right to request that your personal data is erased if there is no longer a justification for it to be processed. You can withdraw any submitted applications and stop job alerts being sent to you.
Right of restriction You have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted. If your data is restricted from processing, it may be that you cannot be considered for a job.
Right to object You have the right to object to the processing of your personal data where it is processed for direct marketing purposes. You have the right to object to the processing of your personal data where this is being processed for reasons related to our legitimate interests. However, depending on the nature of the processing and your objection, this may mean that you will then be unable to be considered for a job.
Rights in relation to solely automated processing You have the right, in relation to solely automatic decision making (including profiling), to obtain human intervention in the outcome, to express your point of view, and to contest the decision reached by automatic profiling. We do not currently use any solely automated tools without human involvement to make significant recruitment or other decisions.

9.2 If you want to exercise any of the above rights, please email us at privacy@responsiblem.com. 

9.2 We will always do our best to respond to your request within one month of receiving it, unless the request is complex in which case we will write to you explaining the need for an extension. We may also request additional information to confirm your identity and / or clarify your request.  

9.4 Complaints: If you are unhappy with the way we handle your personal data, please contact us in the first instance at privacy@responsiblem.com and we will try to resolve this with you.  If you are still not satisfied, you have the right to complain to the UK Commissioner’s Office (ICO) at  https://ico.org.uk/make-a-complaint/ or another relevant supervisory body.  

10. Accessibility

If you require a paper copy of this privacy notice, or a large print copy, or to hear it in audio version, contact us at: privacy@responsiblem.com  

Or write to us at:  

Responsible Marketing Group 
Waverley House  
9 Noel Street  
London  
United Kingdom 
W1F 8GQ