Privacy notice.
Website, candidates and business contacts
1. Who we are
Rua Search Ltd (“Rua Search”, “we”, “us”) is an independent recruitment consultancy providing procurement, supply chain and commercial recruitment services. We are the controller of personal data described in this notice. Registered company number: 17486088. Registered office: 4 Sycamore Avenue, Chandlers Ford, Eastleigh, SO53 5RH. Contact: jack.dawkins@ruasearch.com. Website: www.ruasearch.com. For data protection enquiries, contact us at that email address.
2. Who this notice covers
This notice applies to job candidates and prospective candidates, applicants, referees, client and prospective client contacts, suppliers and people contacting us through our website. Where we process personal information solely on behalf of another controller, that organisation’s notice may also apply.
3. Information we collect
Depending on our relationship, this may include your name, contact details, location, CV, career history, qualifications, skills, employment preferences, salary expectations, availability, interview notes, communications, right-to-work information and references. For business contacts we may hold job title, employer, business contact information, recruitment requirements and correspondence. Our website may also collect enquiry details and limited technical information; any cookies or analytics used are explained in our cookie notice.
4. Where information comes from
We obtain information directly from you (including applications, email, telephone and website enquiries); from publicly accessible professional profiles such as LinkedIn; from job boards and CV databases where access and use are permitted; from referrals; and, where relevant and lawful, from clients, referees and other professional contacts. Where information is collected indirectly, we will provide required privacy information within the applicable timeframe, generally no later than one month, or earlier where required.
5. Why we use your information and lawful bases
We use candidate information to assess suitability, discuss vacancies, arrange interviews, manage recruitment processes, maintain candidate records and provide recruitment services. We generally rely on legitimate interests in operating a recruitment business and matching suitable people with opportunities, subject to balancing your rights and expectations. Where you ask us to take steps towards a contract, contract-related lawful bases may also apply. We process information to meet legal obligations where required, for example certain compliance and record-keeping duties. We use business contact information to communicate about relevant recruitment services and manage commercial relationships, typically relying on legitimate interests, subject to applicable electronic marketing rules and your right to object. We will identify and apply an appropriate additional condition before processing special-category data, if genuinely necessary; please avoid sending sensitive information unless requested and relevant.
6. Sharing your information
We may share relevant information with prospective employers and hiring organisations, interview and assessment providers where applicable, our recruitment CRM (Vincere), Microsoft 365 and other vetted service providers supporting our operations, professional advisers, and authorities where legally required. Our normal practice is to discuss an opportunity with you before sending an identifiable CV to a prospective employer. We may share anonymised candidate summaries for business development where individuals are not reasonably identifiable. We do not sell candidate personal data.
7. International processing
Our work includes the UK and Ireland, and some clients or technology providers may be located outside the UK. If personal data is transferred internationally, we will assess the destination and use a lawful transfer mechanism where required, such as applicable adequacy regulations or approved contractual safeguards.
8. How long we keep information
For candidates, our proposed standard retention period is 24 months from the last meaningful interaction with Rua Search (such as a substantive recruitment conversation, application or confirmation of continued interest). We may contact you to refresh your details. We will review, delete or anonymise information when it is no longer needed, unless a longer period is justified by legal, contractual or dispute-related requirements. Business contact and other records are kept only for as long as reasonably necessary for the relevant purpose, with periodic review.
9. Your rights
Subject to applicable law and exceptions, you may request access to your personal data, correction, erasure, restriction, portability (where applicable), or object to processing based on legitimate interests. You may withdraw consent where consent is the basis used. You can object to direct marketing at any time. Contact jack.dawkins@ruasearch.com to exercise your rights; we may need to verify your identity. You can complain to the UK Information Commissioner’s Office (www.ico.org.uk). Where Irish or EU data protection law applies, you may also have the right to complain to the relevant supervisory authority, including Ireland’s Data Protection Commission (www.dataprotection.ie).
10. Security and automated decisions
We take appropriate organisational and technical measures to protect personal information, including controlled access to recruitment systems. We do not intend to make solely automated decisions producing legal or similarly significant effects about candidates.
11. Communications and website cookies
We may contact you about opportunities relevant to your professional background. You can ask us to stop recruitment outreach at any time by replying to an email or contacting us directly. Details of the cookies and analytics this website uses are set out in our cookie notice.
12. Changes to this notice
We may update this notice as our services or legal obligations change. The latest version will be available on our website with its effective date.