Candidate Privacy Notice

Last updated: 30 July 2026

This notice explains how Ellew Consulting Limited collects, uses, stores and shares personal information about candidates and prospective candidates.

It applies whether you contact us directly or we identify you as someone who may be suitable for a vacancy.

Who we are

Controller: Ellew Consulting Limited, trading as Ellew Head Hunters and Ellew MedTech Talent

Ellew Consulting Limited is responsible for the personal information described in this notice.

Privacy contact: Aidan Pearce

Address: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

Phone: 07779 269439

Email: aidan.pearce@ellew.co.uk

ICO registration number: [ADD NUMBER]

The personal information we collect

We may collect and use:

• contact details, including your name, email address, telephone number and location;

• career information, including employers, job titles, experience, skills, qualifications and professional memberships;

• your LinkedIn profile and other publicly available professional profiles;

• your CV and application information;

• role preferences, availability, preferred location and salary expectations, where provided;

• relevant emails, messages and notes from conversations;

• information about your interest in or response to vacancies;

• records of your agreement to be represented to a client;

• the source from which we obtained your information; and

• records of consent, objections and communication preferences.

Sensitive information

We do not intentionally request or use special-category information, such as information about your health, ethnicity, beliefs, political opinions, trade-union membership or sexual orientation. We also do not normally request information about criminal convictions or offences.

A CV or conversation may occasionally disclose this type of information even though we did not ask for it. If it is not needed, we will delete or minimise it where reasonably possible.

If it becomes necessary to process sensitive information for a particular recruitment purpose, we will ensure that an appropriate legal condition applies and explain how the information will be used.

How we obtain your information

You may give us information directly when you:

• send us a CV;

• apply for a vacancy;

• contact us about a role;

• respond to an approach;

• speak to us about your career; or

• ask us to keep you informed about future opportunities.

We also identify potential candidates who have not previously contacted us. Information may come from:

• LinkedIn and other publicly available professional profiles;

• company and professional websites;

• industry mailing lists, membership lists or event attendee lists;

• published job advertisements or professional biographies;

• business contact-data providers; or

• referrals from people familiar with your professional work.

Where we obtain information from another source, we will tell you the source as specifically as reasonably possible, including whether it was publicly available.

We will provide or draw your attention to this notice within a reasonable period and no later than one month after obtaining your information. If we communicate with you or disclose the information sooner, we will provide the notice no later than that first communication or disclosure.

Why we use your information and our lawful bases

Identifying and assessing candidates

We use professional information to identify people whose experience may be relevant to vacancies, assess possible suitability and avoid irrelevant or repeated approaches.

We rely on our legitimate interests in helping clients fill specialist vacancies and bringing potentially relevant opportunities to people working in those fields.

We limit this processing to information relevant to your professional life, restrict access and provide a straightforward way to object.

Contacting you about vacancies

Where permitted by the Privacy and Electronic Communications Regulations, we rely on legitimate interests to contact you about vacancies that appear relevant to your professional experience.

Where consent is legally required for a particular method of communication, we will only use that method if we have the necessary consent.

We identify ourselves when we contact you and provide a straightforward way to ask us not to contact you again.

Responding to you and keeping you in mind for future roles

If you contact us, send us a CV or discuss a vacancy with us, we use your information to:

• respond to you;

• understand your experience and preferences;

• assess relevant opportunities;

• communicate with you about recruitment; and

• maintain accurate records of our relationship.

Unless you ask us not to, we may retain relevant professional information during the retention period so that we can consider you for other suitable vacancies.

We rely on our legitimate interests for this routine recruitment activity.

Sending us a CV does not mean that you have consented to unrelated marketing or to your information being sent to an employer without your knowledge.

Sharing your information with a client

We will not send your CV or an identifiable candidate profile to a prospective employer unless:

• we have told you who the client is;

• we have discussed the relevant opportunity with you; and

• you have expressly agreed to be represented for it.

For this disclosure, we rely on your consent.

You may withdraw your consent before the disclosure takes place. Withdrawal does not affect processing that was lawful before it was withdrawn.

Once a client receives your information, it will normally act as a separate controller and will be responsible for explaining how it uses and retains that information.

AI-assisted matching

We may use AI-assisted tools to organise professional information and suggest possible matches between candidates and vacancies.

These tools support our work but do not make decisions that have legal or similarly significant effects on you. A person reviews the available information and decides whether to contact you, discuss a vacancy or propose an introduction.

We rely on our legitimate interests in operating an efficient specialist recruitment service.

Legal, security and compliance purposes

We may use limited information where necessary to comply with legal obligations, respond to requests or complaints, protect our systems, maintain accurate records or establish and defend legal claims.

For these purposes, we rely on legal obligation or our legitimate interests, depending on the circumstances.

Your right to object

You have an absolute right to object to your personal information being used for direct marketing. If you object, we will stop using it for that purpose. You do not need to give a reason.

We may retain the minimum information needed on a suppression or “do not contact” list so that we can respect your preference and avoid contacting you again.

You may also object to other processing based on legitimate interests for reasons relating to your circumstances. We will stop the relevant processing unless we have compelling legitimate grounds to continue or need the information for a legal claim.

How we store and protect your information

We use applicant tracking, cloud hosting, database, email, document management and workflow services to store and process information.

Access within Ellew Consulting Limited is restricted to Aidan Pearce. Authorised service providers may have limited access where necessary to operate, secure or support their services.

We use reasonable technical and organisational measures to protect information against unauthorised access, loss, misuse, alteration or disclosure.

Who we share your information with

We may share information with:

• a named client or prospective employer, after you have agreed to be represented for an opportunity;

• service providers supporting applicant tracking, cloud hosting, email, document storage, workflow automation and AI-assisted matching;

• professional advisers, insurers or auditors where reasonably necessary;

• regulators, courts, law-enforcement bodies or other authorities where required by law; and

• a prospective purchaser if all or part of the business is sold or transferred, subject to appropriate confidentiality and data-protection safeguards.

Service providers are required to process information only for agreed purposes and under contractual data-protection obligations.

We do not sell personal information.

International transfers

Our core candidate records are hosted in the United Kingdom. Some service providers or their subprocessors may nevertheless process or access information from outside the United Kingdom, including from the European Economic Area or the United States.

Where personal information is transferred outside the United Kingdom, we use a lawful transfer mechanism. Depending on the destination and recipient, this may include:

• UK adequacy regulations;

• the UK Extension to the EU–US Data Privacy Framework;

• the UK International Data Transfer Agreement; or

• the European Commission’s Standard Contractual Clauses together with the UK International Data Transfer Addendum.

Where required, we also assess the protection available in the destination country and introduce additional safeguards.

You may contact aidan.pearce@ellew.co.uk for more information about a particular transfer or to request a copy of the relevant safeguard. Commercially confidential information may be removed where necessary.

How long we retain your information

If we have not had meaningful contact with you, we will normally delete your candidate record no later than two years after obtaining it.

Where we have been in contact, we will normally delete the record two years after our last meaningful interaction.

A meaningful interaction includes a two-way conversation about your career, an application, a discussion about a role, providing an updated CV or asking us to keep you informed about future opportunities. Merely receiving or opening an unsolicited message does not restart the retention period.

We may retain limited information for longer where necessary to:

• comply with a legal or accounting obligation;

• deal with a complaint or information-rights request;

• establish, exercise or defend a legal claim; or

• maintain a suppression record.

Information in system backups may remain until the relevant backup is securely overwritten or deleted through the normal backup cycle.

Your data-protection rights

Depending on the circumstances, you may have the right to:

• ask whether we hold personal information about you and request a copy;

• ask us to correct inaccurate or incomplete information;

• ask us to delete information in certain circumstances;

• ask us to restrict how information is used;

• object to processing based on legitimate interests;

• object to direct marketing;

• receive information you provided in a portable format where the legal conditions apply; and

• withdraw consent where we rely on it.

Withdrawal of consent does not affect processing that took place before consent was withdrawn.

You do not normally have to pay to exercise these rights. We will normally respond within one month, although the law allows additional time in some circumstances.

We may ask for proportionate evidence of identity where reasonably necessary to protect your information.

To exercise a right, contact aidan.pearce@ellew.co.uk.

Deletion requests

You may ask us to delete your information at any time.

The right to deletion is not absolute. We may need to retain limited information for a legal obligation, legal claim or suppression record. If we cannot delete everything, we will explain what has been retained and why.

How to make a data-protection complaint

You can complain to us if you are concerned about how we have collected, used, shared, retained or protected your information.

You may complain by:

• emailing aidan.pearce@ellew.co.uk;

• writing to our postal address; or

• calling 07779 269439.

We will:

• acknowledge your complaint within 30 days;

• investigate it fairly and without undue delay;

• make appropriate enquiries;

• keep you informed if the investigation takes time; and

• explain the outcome and any action we have taken.

You may also complain to the Information Commissioner’s Office at any time. You do not have to complete our complaints process first.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: https://ico.org.uk/make-a-complaint/

If the EU GDPR applies to our processing, you may also have the right to complain to the relevant data-protection authority in the country where you live or work, or where you believe an infringement occurred.

Changes to this notice

We may update this notice when our services, suppliers or legal obligations change.

We will update the date at the top when changes are made. If a change would materially affect how we use existing information, we will take reasonable steps to bring it to the attention of affected individuals.

Ellew MedTech Talent

Specialising in medical imaging recruitment

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