1. Who we are
Charles Griffiths Executive Search Ltd is the data controller responsible for the personal data described in this notice.
Company: Charles Griffiths Executive Search Ltd
Company number: 17311783
Registered office: 71–75 Shelton Street, Covent Garden, London, WC2H 0JQ
Email: sacha@charlesgriffithssearch.com
ICO registration number: ZC192244
2. Who this notice covers
- Candidates and potential candidates – including people we approach directly, people who contact us, people introduced to us, and people whose professional details we identify while carrying out executive search or market-mapping work.
- Client and prospective client contacts – including hiring managers, HR and talent leaders, board members, executives and other business contacts.
- Referees and professional contacts – where relevant to a search, reference or introduction.
3. What personal data we collect
For candidates and potential candidates this may include:
- Name, business and personal contact details
- Current role, employer, location and professional profile
- Career history, qualifications, skills and professional experience
- CVs, biographies and supporting documents you provide
- Publicly available professional information, including information from LinkedIn, company websites, conference biographies and other professional sources
- Information discussed with us about career interests, mobility, compensation, notice period and availability
- Our notes from conversations, interviews and assessments
- References, where appropriate and where you know we are taking them
- Right-to-work information where relevant to a specific appointment
- Other information you choose to provide
For client and prospective client contacts this may include name, job title, company, business contact details, correspondence, meeting notes and information relevant to a potential or active search assignment.
We do not routinely seek special category data such as health information, disability, religion or ethnicity. If you voluntarily provide such information – for example to request a reasonable adjustment – we will only use it where necessary and where UK data protection law permits us to do so.
4. Where your information comes from
- Directly from you, including during calls, meetings, emails and documents you send us
- Publicly available professional sources, such as LinkedIn, company websites, conference materials and professional publications
- Introductions and referrals from our professional network
- Clients and prospective clients, where relevant to a particular search or market-mapping exercise
- Service providers used in the course of legitimate executive-search research
Where we obtain your details from another source rather than directly from you, we will process them in accordance with this notice and, where required, provide privacy information within the period required by law.
5. Why we use personal data and our legal basis
| Purpose | Legal basis |
|---|---|
| Identifying, researching and approaching potential candidates for current or future executive-search assignments | Legitimate interests – operating an executive-search business and identifying relevant professional talent |
| Assessing candidates and discussing suitability for potential or live assignments | Legitimate interests and, where relevant, steps taken at your request before entering into a contract |
| Introducing or presenting a candidate to a client | Legitimate interests and our contractual obligations to the client; we do not ordinarily disclose a candidate's identity to a client without the candidate's knowledge |
| Managing interviews, offers, references and appointment processes | Legitimate interests, contract and legal obligations where applicable |
| Maintaining a professional network and keeping in touch about relevant future opportunities or market developments | Legitimate interests, subject to your right to object |
| Managing client and prospective client relationships, including business development | Legitimate interests – developing and operating our business |
| Complying with legal, regulatory, tax or accounting obligations | Legal obligation |
| Using special category data where you have voluntarily provided it for a specific purpose | Explicit consent or another condition permitted by law |
Where we rely on legitimate interests, we consider whether our use of your information is necessary, proportionate and balanced against your rights. You can object to processing based on legitimate interests at any time by contacting us.
6. Direct marketing and business development
We may contact relevant business professionals about our executive-search, market-mapping or related services where we believe the contact is relevant to their professional role. Where electronic marketing rules apply, we will comply with the Privacy and Electronic Communications Regulations (PECR) and provide an easy way to opt out.
If you ask us not to contact you for marketing or business-development purposes, we will respect that request and may keep a minimal suppression record so that we do not contact you again inadvertently.
7. Who we share personal data with
- Clients and prospective clients where relevant to an executive-search assignment or market-mapping exercise. We do not ordinarily disclose a candidate's identity or CV to a client without the candidate's knowledge.
- Service providers that support our business, which may include Recruit CRM, LinkedIn, Microsoft 365, Calendly, Netlify and other secure business software providers.
- Professional advisers, regulators or authorities where disclosure is required by law or reasonably necessary to protect our legal interests.
We do not sell personal data.
8. International transfers
Some service providers may store or process personal data outside the UK. Where personal data is transferred internationally, we use an appropriate lawful safeguard recognised under UK data protection law, such as adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to standard contractual clauses, or another lawful transfer mechanism.
9. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purposes described in this notice, taking account of the nature of the information, our relationship with you, legal requirements and the continuing relevance of the information.
- Candidate and professional-network information may be retained while it remains reasonably relevant to current or future executive-search work. We review and update records periodically and remove or anonymise information that is no longer reasonably required.
- Information relating to a specific assignment may be kept for a reasonable period after the assignment ends for record-keeping, dispute-resolution, legal and regulatory purposes.
- Client and prospective client records may be retained while the relationship remains active and for a reasonable period afterwards.
You may ask us to delete your information at any time. We will comply where we are legally required to do so, subject to any lawful reason we may need to retain limited information.
10. Automated decision-making
We do not make solely automated decisions about candidates that produce legal or similarly significant effects. Technology may assist with research, organisation or matching, but material assessments and decisions are made by a person.
11. Cookies and website technologies
Our website is currently designed as a simple informational site and does not intentionally use non-essential advertising or analytics cookies on our own pages.
Our website may link to third-party services, including Calendly and LinkedIn. If you follow those links or use those services, the third party may use its own cookies or similar technologies under its own privacy and cookie policies.
If we introduce analytics, advertising pixels or other non-essential tracking technologies in future, we will update this notice and, where required, implement an appropriate consent mechanism before those technologies are used.
12. Your rights
Depending on the circumstances, UK data protection law may give you the right to:
- Ask for access to the personal data we hold about you
- Ask us to correct inaccurate or incomplete data
- Ask us to erase your personal data in certain circumstances
- Object to processing based on legitimate interests
- Object to direct marketing at any time
- Ask us to restrict certain processing
- Request data portability where the legal conditions apply
- Withdraw consent at any time where we rely on consent
To exercise any of these rights, email sacha@charlesgriffithssearch.com.
You also have the right to complain to the Information Commissioner's Office. Our ICO registration number is ZC192244.
13. Security
We use appropriate technical and organisational measures designed to protect personal data against accidental loss, unauthorised access, misuse, alteration or disclosure.
14. Changes to this notice
We may update this notice from time to time to reflect changes to our business, technology or legal obligations.
15. Contact
Charles Griffiths Executive Search Ltd
Company number 17311783
71–75 Shelton Street, Covent Garden, London, WC2H 0JQ
sacha@charlesgriffithssearch.com
ICO registration number ZC192244