GDPR Policy

Overview

Who we are: 

FM Talent Partners Limited, a UK-registered specialist recruitment business connecting facilities management professionals with employers in the UK and the United States.

What we collect: 

Contact and career details from candidates; business details from clients; limited technical data from visitors to our website.

Why: 

Mainly to provide recruitment services, relying on legitimate interests, with your explicit consent sought for any sensitive data.

Who we share it with: 

Clients, candidates, trusted service providers and regulators where the law requires it. We do not sell personal data.

Your rights:

Access, correction, erasure, restriction, portability and objection, explained in full in section 12.

Complaints: 

Contact us first using the details in section 17. You can also contact the ICO at any time.

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1. Introduction

FM Talent Partners Limited (“FM Talent Partners”, “we”, “us”, “our”) is a specialist recruitment business connecting facilities management professionals with employers across the United Kingdom and the United States.

Trust matters to us. Whether you are a candidate sharing your career history, a client relying on us to find the right person for your team, or simply browsing our website, we want you to understand exactly how we collect, use, share and protect your personal data.

This policy explains our practices in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the reforms introduced by the Data (Use and Access) Act 2025, together with the Privacy and Electronic Communications Regulations 2003 (PECR) where relevant. We have written it in plain English wherever possible, because data protection law itself requires that privacy information be concise, transparent and easy to understand, not simply technically accurate.

This policy applies to personal data we process about:

• Candidates who register with us, apply for a role, or whose details we identify in the course of our recruitment activities

• Clients and business contacts that we work with

• Website visitors who browse fm-talentpartners.com

• Referees and other third parties who provide information in connection with our recruitment services

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2. Who we are

FM Talent Partners Limited is a company registered in England and Wales under company number 17311234, with its registered office at 15 High Street, Lydney, Gloucestershire, GL15 5DP.

We are the data controller responsible for the personal data described in this policy. This means we decide how and why your personal data is processed, rather than processing it purely on someone else's instructions.

We are registered with the UK Information Commissioner's Office (ICO), the independent regulator responsible for upholding information rights, under registration number C1974061. 

 

3. The personal date we collect

We collect different information depending on your relationship with us.

Candidates

• Contact details, such as your name, address, phone number and email address

• Your CV, career history, qualifications, and professional certifications or memberships

• Right to work information and, where relevant to a specific role, immigration status

• Current and expected salary or remuneration

• Interview notes, assessment records and feedback from us and from clients

• References provided by former employers or other referees

• Where relevant, and only with your explicit consent: health information (for example, to support reasonable adjustments), equal opportunities monitoring data, or details of unspent criminal convictions where a specific role requires this

Clients and business contacts

• Your name, job title and employer

• Business contact details

• Details of your recruitment requirements

• Records of our communications and feedback on candidates put forward to you

Website visitors

• Technical information such as IP address, browser type and device information

• Information about how you use our website

• Details you submit through any enquiry or contact form

Referees and other third parties

• Name and contact details

• Your professional relationship to the candidate

• The content of any reference you provide​

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4. How we collect your information

We collect personal data:

• Directly from you, for example when you register with us, apply for a role, submit your CV, or contact us with a query

• From clients, where you are being considered for or discussed in relation to a role

• From referees, when they provide a reference for a candidate

• From publicly available professional sources, such as LinkedIn, where it is reasonable to expect your information may be used for recruitment purposes. We do not search personal social media accounts as part of our recruitment process

• From job boards and CV databases where you have made your details available for recruitment purposes

• From other recruitment businesses or introducers, where relevant to a specific assignment

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5. How we use your information and our legal basis

Data protection law requires us to have a valid legal basis for every use of personal data. The table below sets out our main purposes and the basis we rely on for each.

Where we rely on legitimate interests, we have considered whether our interest in processing your data is outweighed by your rights and freedoms, and we keep a record of that assessment. You can ask us for more information about this using the contact details in section 17.

 

6. Special category data

Occasionally, our recruitment process may involve special category data, such as information about your health, racial or ethnic origin, or criminal convictions. We only collect and use this information with your explicit consent, or where the law otherwise permits, and only where it is genuinely relevant to a specific role or requirement. We will not make assumptions about your suitability for a role based on special category data, even where you have made it publicly available yourself. Where such data is significantly relevant to a role, we will give you the opportunity to comment on it before it is used.​

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7. Automated decision-making

We do not currently use automated decision-making or profiling to make decisions about candidates that produce legal effects or similarly significant effects. All recruitment decisions currently involve meaningful human review. If this changes, we will update this policy, tell you before it applies to you, and put in place the safeguards required by law, including your right to request human intervention and to contest any such decision.​

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8. Who we share your information with

We may share your personal data with:

• Clients, where you are a candidate being put forward for a role

• Candidates, where you are a client contact involved in a recruitment process

• Other recruitment businesses or introducers, where relevant to a specific assignment

• Service providers who support our business, such as IT and data storage providers, our accountants, and payroll or invoicing providers, each bound by contractual obligations to protect your data

• Regulatory and government bodies, such as HM Revenue & Customs or UK Visas and Immigration, where we are legally required to do so

• Professional advisers, including our lawyers and accountants

• A prospective buyer, in the unlikely event we sell or restructure our business

We do not sell personal data to third parties.​

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9. International transfers

Because we recruit for clients based in the United States, transferring personal data outside the UK is a necessary part of what we do. Where we transfer personal data to the United States, we rely on one of the following safeguards:

• The UK Extension to the EU-US Data Privacy Framework (commonly known as the “UK-US Data Bridge”), where the receiving US organisation is certified and appears with active status on the Data Privacy Framework List; or

• Other legally recognised safeguards, such as the UK International Data Transfer Agreement, where the recipient is not covered by the UK-US Data Bridge

International transfer law continues to evolve on both sides of the Atlantic, and we keep our approach under review. ​

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10. How long we keep your information

We only keep personal data for as long as necessary for the purposes set out in this policy, and in line with our legal obligations.

For UK-based engagements, the Conduct of Employment Agencies and Employment Businesses Regulations 2003 requires us to keep certain work-seeker and hirer records for a minimum of one year from the date they were created, and for at least one year after we last provided our services to you.

Where no specific legal minimum applies, we retain information for as long as reasonably necessary to provide our services, and, where relevant, for a further period afterwards to allow us to respond to queries or claims and meet our accounting and tax obligations.​

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11. Keeping your information secure

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse or disclosure. This includes restricting access to personal data to those who need it, using secure systems to store and transmit data, and requiring anyone who processes personal data on our behalf to enter into appropriate contractual protections. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO, and you where required, in line with our legal obligations.​

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12. Your rights

Under data protection law, you have the right to:

• Access the personal data we hold about you

• Rectification, asking us to correct inaccurate or incomplete data

• Erasure, asking us to delete your data in certain circumstances

• Restriction, asking us to limit how we use your data

• Portability, receiving your data in a portable format, or asking us to transfer it to another organisation where this is technically feasible

• Objection, to processing based on our legitimate interests, or to direct marketing at any time

• Withdrawing consent at any time, where we rely on consent, without affecting the lawfulness of processing before you withdrew it

• Human intervention, to request human review, express your view, and contest any decision made about you that is based solely on automated processing

If you make a request, we will normally respond within one calendar month. Where a request is complex, or you have made a number of requests, we may extend this by a further two months, and we will tell you if this applies. Where we reasonably need further information from you to identify the scope of your request, the clock stops until we receive it.​

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13. How to complain

We hope we never give you cause to complain, but if we do, please tell us first using the details in section 17 We will acknowledge your complaint within 30 days and keep you updated on our progress toward a resolution.

If you remain unhappy with our response, or wish to complain directly, you also have the right to complain to the Information Commissioner's Office at any time:

 

Information Commissioner's Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Website: ico.org.uk​

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14. Cookies and website analytics

Where our website uses cookies or similar technologies, for example to understand how visitors use our site, we provide a separate cookie notice explaining what these are, why we use them, and how you can manage your preferences, in line with the Privacy and Electronic Communications Regulations.​

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15. Children

Our services are directed at working professionals, and we do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will take appropriate steps to remove it.​

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16. Changes to this policy

We may update this policy from time to time, for example to reflect changes in the law or in how we operate. We will post any changes on this page and update the “last updated” date at the top of this document. We encourage you to check back periodically.​

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17. Contact us

If you have any questions about this policy or how we handle your personal data, please contact us:

FM Talent Partners Limited

15 High Street, Lydney, Gloucestershire, GL15 5DP

Email: privacy@fm-talentpartners.com

Company number: 17311234

 

Designated privacy contact: Nick Barker, Managing Director.

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Last Updated 3rd July 2026