Privacy Policy

Last updated: 11 September 2026

This privacy policy applies to Quad Recruitment (“the Company”, “we”, “us”), which provides recruitment services in the United States and the United Kingdom, and to personal data collected through quadrecruitment.com, including our contact and enquiry forms. If you live in the United States, section 6 sets out additional information and rights that apply to you.

The Company is a recruitment business which provides work-finding services to its clients and work- seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.

 

1.Collection and use of personal data

Purpose of processing and legal basis

The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.
In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

The legal bases we rely upon to offer these services to you are:

  • Your consent
  • Where we have a legitimate interest
  • To comply with a legal obligation that we have
  • To fulfil a contractual obligation that we have with you

Legitimate interest

This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data including:
  • Managing our database and keeping work-seeker records up to date;
  • Contacting you to seek your consent where we need it;
  • Providing work-finding services to you, including sending your information to our clients where they have demonstrated an interest in doing that particular type of work but not expressly consented to you passing on their cv;
  • Contacting you with information about similar products or services you have used from us recently.

Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients:
  • Clients
  • Candidates’ former or prospective new employers that we obtain or provide references to
  • Any other trade body that you are a member of who may have access to our candidates’ data
  • Any other third parties who carry out audits to ensure that we run our business correctly
  • Payroll service providers who manage our payroll
  • Umbrella companies
  • Other recruitment agencies in the supply chain (e.g. master/neutral vendors and second tier suppliers);
  • insurers
  • legal advisers
  • Social networks
  • IT and CRM providers
  • Any public information sources and third party organisations that you may use to carry out suitability checks on work-seekers e.g. Companies House, the Disclosure and Barring Service (DBS), National College for Teaching and Leadership (NCTL), Nursing and Midwifery Council (NMC), General Medical Council (GMC), DVLA, credit reference agencies etc.

Statutory/contractual requirement

Your personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data are:
  • To de-register you as a candidate and not supply work-finding services

2.Overseas Transfers

The Company may transfer only the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

Because we operate in both the United States and the United Kingdom, your personal data may be stored and processed in either country, including by our IT and CRM providers. Where personal data is transferred between the UK and the US, we take steps to make sure it is protected in line with this policy and applicable law.

3.Data retention

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

Where the Company has obtained your consent to process your personal and sensitive personal data, we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data sensitive personal data.

4.Your rights (UK and EEA)

Please be aware that you have the following data protection rights:

  • The right to be informed about the personal data the Company processes on you;
  • The right of access to the personal data the Company processes on you;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data in certain circumstances;
  • The right to restrict processing of your personal data;
  • The right to data portability in certain circumstances;
  • The right to object to the processing of your personal data that was based on a public or legitimate interest;
  • The right not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting where applicable, any representative of the controller and the data protection officer.

There may be circumstances where the Company will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific reasons.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details in the Complaints or queries section below and we will take reasonable steps to check its accuracy and correct it where necessary.

You can also contact us using the details in the Complaints or queries section below if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

5.SMS and Mobile Information

Mobile information and phone numbers collected for SMS or text messaging consent will not be shared with, or sold to, any third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent will not be shared with any third parties under any circumstances, including where you have otherwise consented to the sharing of your information. All other categories of personal data are handled as described elsewhere in this policy.

If you tick the SMS consent box on one of our website forms, you agree to receive SMS text messages from Quad Recruitment at the phone number you provide, about your enquiry and our recruitment services. Consent to receive text messages is optional and is not a condition of using our services.

  • Message frequency varies.
  • Message and data rates may apply.
  • You can opt out at any time by replying STOP. We will send one message confirming you have been unsubscribed.
  • For help, reply HELP or contact us at info@quadrecruitment.com or +1 857 206 6893.
  • Carriers are not liable for delayed or undelivered messages.

6.Information for US residents

This section applies if you live in the United States. It adds to the rest of this policy.

Personal information we collect

Depending on how you work with us, we may collect:

  • Identifiers and contact details, such as your name, email address, phone number and state
  • Professional and employment information, such as your resume, licensure, work history, qualifications and references
  • Business information, such as your company name and hiring requirements, if you are a client
  • Information you send us through our website forms, by email, by phone or by SMS
  • Website usage information collected through cookies and similar technologies (see below)

We collect this information from you directly, from job boards and professional networks, from referees, and from our clients.

How we use it

We use personal information to provide recruitment services: to respond to enquiries, match candidates with roles, put candidates forward to clients, manage our relationships with clients and candidates, meet our legal obligations, and improve our website and services.

Selling and sharing

We do not sell your personal information, and we do not share it for cross-context behavioral (targeted) advertising. We share personal information only with the categories of recipients listed in section 1, and only for the purposes described in this policy. SMS opt-in data and consent are never shared, as set out in section 5.

Cookies and analytics

Our website uses Google Analytics to understand how visitors use the site and Google reCAPTCHA to protect our forms from spam, along with tools that support site features such as customer reviews. These services may collect information such as your IP address, device and browser type, and the pages you visit. You can block or delete cookies in your browser settings. More detail is in our Cookie Policy.

Your US privacy rights

Depending on the state you live in, you may have the right to:

  • Know what personal information we hold about you and get a copy of it
  • Correct inaccurate personal information
  • Delete your personal information, subject to certain exceptions
  • Opt out of the sale of your personal information or its use for targeted advertising (we do not do either)
  • Not be discriminated against for exercising any of these rights

To make a request, email info@quadrecruitment.com or call +1 857 206 6893. We will need to verify your identity before acting on your request, and we will respond within 45 days. You can use an authorized agent to make a request on your behalf. If we decline your request, you can appeal by replying to our decision, and we will respond to your appeal within the time your state’s law requires.

Children

Our services are intended for adults. We do not knowingly collect personal information from children under 16.

Data security

We use reasonable administrative, technical and physical safeguards to protect personal information. No method of storage or transmission is completely secure, but we work to protect your information and will notify you where the law requires if a security breach affects it.

Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: info@quadrecruitment.com or telephone 01244 621 477 (UK) or +1 857 206 6893 (US).

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.

If you live in the United States, you can also contact the consumer protection office of your state attorney general.