Data Retention Policy

Last updated: 2025

This Data Retention Policy explains how [Your Company Name] (“we”, “us”, “our”) stores, manages, and deletes personal data collected through our jobs listing website (the “Site”). We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant employment‑related legislation.

1. Purpose of This Policy

We retain personal data only for as long as necessary to:

  • Provide our recruitment and job‑matching services
  • Meet legal, regulatory, and contractual obligations
  • Resolve disputes and maintain accurate business records
  • Support security, fraud prevention, and service improvements

When data is no longer required, it is securely deleted or anonymised.

2. Categories of Data We Collect and Retain

a) Candidate Data

Includes:

  • Name, contact details, CVs, job applications
  • Employment history, skills, qualifications
  • Account information and saved job preferences

Retention period:

  • 12–24 months from last activity on the Site

Applications submitted to employers may be retained longer by the employer (see Section 6)

If your account is inactive for the retention period, we will notify you before deletion.

b) Employer & Recruiter Data

Includes:

  • Company details, contact information
  • Job postings and related communications
  • Billing and account management data
  • Retention period:
  • Up to 6 years for business and financial records
  • Job posting data retained for 12–24 months unless required for auditing or legal purposes

c) Website Usage & Analytics Data

Includes:

  • IP addresses, device information, browsing behaviour
  • Cookies and tracking data (see Cookie Policy)
  • Retention period:
  • Up to 26 months, depending on the analytics provider
  • Data may be anonymised and retained longer for statistical reporting

d) Communication Records

Includes:

  • Emails, support requests, chat logs
  • Feedback and complaint records
  • Retention period:
  • Up to 3 years from the date of communication
  • Longer if required for dispute resolution or legal claims

3. Legal Basis for Retention

We retain data under the following lawful bases:

  • Contractual necessity – to provide job search and recruitment services
  • Legitimate interests – to maintain service quality, security, and business operations
  • Legal obligation – to comply with tax, employment, and regulatory requirements
  • Consent – for marketing communications and optional features

4. Secure Storage and Deletion

We use appropriate technical and organisational measures to protect personal data, including:

  • Encrypted storage
  • Access controls and authentication
  • Regular security monitoring
  • Secure deletion and anonymisation processes
  • When data reaches the end of its retention period, it is:
  • Permanently deleted, or
  • Irreversibly anonymised so it can no longer identify an individual

5. Your Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data
  • Request correction or deletion
  • Object to processing
  • Request restriction of processing
  • Request data portability
  • Withdraw consent (where applicable)
  • To exercise your rights, contact us using the details below.

6. Data Held by Employers and Recruiters

When you apply for a job through our Site:

  • Your application is shared with the employer or recruitment agency
  • They become the data controller for that application
  • Their own retention policies and legal obligations apply

We encourage you to review the employer’s privacy policy before applying.

7. Changes to This Policy

We may update this Data Retention Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.

8. Contact Us

For questions about this policy or your personal data, contact:

Key Recruitment Ltd.
info@keyrecruitment.net 
Units 6 & 7 Cumberland Gate,
Cumberland Road,
Portsmouth, Hampshire,
PO5 1AG