Privacy
Policy.

Section 01

Who We Are

EA Recruitment Group is the parent organisation of three specialist recruitment brands: Artemis Recruits, Assist Recruiting, and EA Virtual Assistance Services. References to "EA Recruitment Group", "we", "us", or "our" in this policy refer to the group and its brands collectively.

We operate as a recruitment and talent services group, connecting employers with candidates across engineering, business, and virtual support functions. In doing so, we process personal data relating to both clients and candidates.

Our website is located at earecruitmentgroup.com. Our brands operate their own dedicated websites and may have their own supplementary privacy notices where relevant.

Section 02

Data We Collect

We collect different types of personal data depending on your relationship with us.

If you are a candidate

• Full name, contact details (email, phone, location)
• CV, work history, education, and qualifications
• Skills, languages, and professional certifications
• Salary expectations and employment preferences
• Right to work information and visa status where relevant
• Notes from conversations and interviews
• References provided by third parties with your consent

If you are a client or employer

• Name, job title, and company information
• Contact details (work email and phone)
• Hiring briefs and role requirements
• Billing and contractual information
• Communication history with our team

If you are a website visitor

• IP address and browser information
• Pages visited and time spent on the site
• Referring website or search query
• Any information submitted via contact or enquiry forms

Section 03

How We Use Your Data

We use the personal data we collect for the following purposes:

For candidates

• To match your profile with relevant job opportunities
• To contact you about roles that may be of interest
• To present your profile to prospective employers (with your consent)
• To manage the recruitment process on your behalf
• To maintain our talent network and keep records of our interactions

For clients

• To deliver recruitment services and fulfil our contractual obligations
• To communicate about active searches, shortlists, and placements
• To process invoices and manage billing
• To improve our service based on feedback

For website visitors

• To operate and improve our website
• To respond to enquiries submitted via contact forms
• To understand how our content is used (via analytics)

Section 04

Legal Basis for Processing

We process personal data on the following legal bases under applicable data protection law:

• Legitimate interests — processing candidate data to match profiles with relevant roles and maintain our talent network
• Contract performance — processing client and candidate data to fulfil our recruitment services obligations
• Consent — where we ask for explicit consent before sharing a candidate's profile with an employer or sending marketing communications
• Legal obligation — where we are required to process data to comply with applicable law

Where we rely on legitimate interests, we have assessed that our interests are not outweighed by your rights and freedoms. You may object to this processing at any time — see Section 7 for your rights.

Section 05

Sharing Your Data

We do not sell your personal data to third parties. We share data only in the following circumstances:

• With prospective employers — candidate profiles are shared with clients only with the candidate's knowledge and, where required, explicit consent
• Within the EA Recruitment Group — data may be shared between our brands (Artemis Recruits, Assist Recruiting, EA Virtual Assistance Services) where relevant to a placement opportunity
• With technology service providers — we use third-party tools for applicant tracking, email communication, and website analytics. These providers process data on our behalf and are bound by data processing agreements
• With legal or regulatory authorities — where we are required to do so by law or court order

We require all third parties to respect the security of your personal data and to treat it in accordance with applicable law.

Section 06

Data Retention

We retain personal data for as long as is necessary for the purposes for which it was collected, subject to any legal or regulatory retention requirements.

• Candidate data — we typically retain active candidate profiles for up to 3 years from last contact. After this period, we will contact you to confirm whether you wish to remain in our network or have your data deleted
• Client data — we retain client records for up to 7 years following the end of our commercial relationship, in line with standard accounting and legal requirements
• Website enquiry data — contact form submissions are retained for up to 12 months unless they result in an ongoing relationship

You may request deletion of your data at any time — see Section 7.

Section 07

Your Rights

Depending on your location and applicable data protection law, you may have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your personal data where there is no legitimate reason for us to retain it
• Right to restrict processing — to request that we limit how we use your data in certain circumstances
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests, including for direct marketing
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at the details in Section 13. We will respond to all requests within 30 days. We may need to verify your identity before processing a request.

If you are located in the United Kingdom or European Union and are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.

Section 08

Cookies

Our website uses cookies and similar tracking technologies to operate correctly and to understand how visitors use the site.

• Essential cookies — required for the website to function. These cannot be disabled
• Analytics cookies — used to understand how visitors interact with our website (e.g. Google Analytics). These are anonymised and used in aggregate form only
• Preference cookies — used to remember your settings and preferences on return visits

You can control cookie settings through your browser preferences. Disabling certain cookies may affect the functionality of parts of the website. Where required by law, we obtain consent before placing non-essential cookies.

Section 09

International Data Transfers

EA Recruitment Group operates across multiple countries including the United States, United Kingdom, Australia, and other markets. As a result, your personal data may be transferred to and processed in countries outside your home jurisdiction.

Where we transfer personal data from the UK or European Economic Area to countries that do not provide an equivalent level of data protection, we implement appropriate safeguards such as Standard Contractual Clauses approved by the relevant regulatory authorities.

If you have questions about the specific safeguards applicable to your data, please contact us using the details in Section 13.

Section 10

Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, or disclosure. These include:

• Encrypted data storage and transmission (SSL/TLS)
• Access controls limiting who within our organisation can view personal data
• Regular review of our data handling and security practices
• Contractual obligations on third-party providers to maintain appropriate security standards

While we take every reasonable precaution, no method of transmission over the internet is completely secure. If you believe your data has been compromised, please contact us immediately.

Section 11

Children

Our services are not directed at children under the age of 16. We do not knowingly collect personal data from anyone under 16. If you believe we have inadvertently collected data from a minor, please contact us and we will delete it promptly.

Section 12

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page.

We encourage you to review this policy periodically. Your continued use of our website or services after any changes constitutes your acknowledgement of the updated policy.

Section 13

Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or want to raise a concern about how we handle your personal data, please contact us:

If you are based in the United Kingdom and wish to escalate a complaint, you may contact the Information Commissioner's Office (ICO) at ico.org.uk.

If you are based in the European Union, you may contact your local Data Protection Authority (DPA).