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Vaucluse Associates Ltd – Privacy & Data Protection Policy (2025 Edition)

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Last Updated: November 4, 2025
Review Date: November 4, 2026

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1. Introduction

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Vaucluse Associates Ltd ("Vaucluse", "we", "our", or "us") is committed to protecting and respecting your privacy.
This Privacy & Data Protection Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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2. Company Information

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Vaucluse Associates Ltd
VAT Registration No: GB 867 0399 86
Registered in England No: 05503743
Registered Office: 696 Yardley Wood Road, Billesley, Birmingham, West Midlands, United Kingdom, B13 0HY
Email: contact@vaucluseassociates.com
Website: www.vaucluseassociates.com
Data Protection Lead: Pam Branson – pam@vaucluseassociates.com

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3. What Data We Collect

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We may collect and process the following personal data:

  • Identity Data: Name, title, date of birth, gender

  • Contact Data: Address, email address, phone number

  • Professional Data: CVs, employment history, qualifications, skills, and references

  • Technical Data: IP address, browser type, device information, and time zone settings

  • Usage Data: Information about how you use our website, products, and services

  • Marketing and Communications Data: Preferences for receiving marketing and communications

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4. How We Collect Data

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We collect data through:

  • Direct Interactions: When you fill in forms on our website, apply for roles, or contact us by phone, email, or otherwise

  • Third Parties: From recruitment platforms, job boards, professional networking sites, and analytics providers

 

5. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Consent: When you provide explicit permission

  • Contractual Necessity: To perform a contract or take pre-contractual steps

  • Legal Obligation: To comply with statutory requirements

  • Legitimate Interests: To manage our business efficiently and provide quality service

  • Vital/Public Interests: In rare cases, to protect individuals’ vital interests or serve the public interest

 

6. How We Use Your Data

We use your personal data to:

  • Deliver recruitment and consultancy services

  • Match candidates with suitable job opportunities

  • Manage and improve client and candidate relationships

  • Enhance website experience, services, and marketing

  • Comply with legal obligations

We will only send marketing communications with your explicit consent, which can be withdrawn at any time.

 

7. Data Sharing

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We may share personal data with:

  • Clients, for candidate introductions and project discussions

  • Service Providers offering secure IT, hosting, and CRM systems

  • Professional Advisers such as accountants, auditors, and legal counsel

  • Regulatory Authorities, including the ICO, where required by law

All third parties act under contractual data protection commitments.

 

8. International Transfers

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If we transfer personal data outside the UK, we ensure adequate protection through:

  • UK Government adequacy regulations

  • International Data Transfer Agreements (IDTAs) or the UK Addendum to the EU Standard Contractual Clauses

  • Other ICO-approved mechanisms ensuring equivalent protection

 

9. Data Retention

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We retain personal data only as long as necessary for legitimate purposes.

  • Candidate data: up to 24 months from the last contact

  • Client and supplier data: up to 6 years to meet business and legal requirements

 

10. Your Rights

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Under the UK GDPR, you have rights to:

  • Access, correct, or delete your personal data

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent at any time

To exercise these rights, contact contact@vaucluseassociates.com. We respond to all requests within one month.

 

11. Security Measures

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We use appropriate technical and organisational measures to protect your data from loss or unauthorised access.
In case of a data breach, we will notify affected individuals and the ICO where required by law.

 

13. Changes to This Policy

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We review this policy annually and when required by legal or operational changes.
The latest version is always available at: www.vaucluseassociates.com/privacy-policy

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