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Privacy Policy

Privacy Policy

Last Updated: 28 August 2025


Purpose and Scope

This Global Privacy Policy (“Policy”) applies to With Nova, a recruitment agency operating from:

With Nova
167–169 Great Portland Street
London, United Kingdom
Email: info@withnova.co.uk

The protection of your personal data is important to us.

This Policy explains how we collect, use, disclose and protect your personal data as well as the choices available to you. Please read this Policy together with any additional privacy notices we may provide when collecting your data. Those notices supplement this Policy unless stated otherwise.

References to “we”, “us” or “our” refer to With Nova.


What We Do

With Nova provides:

  • Recruitment and talent acquisition services, placing candidates on a permanent, contract and temporary basis across a range of industries (“Recruitment Services”).
  • Advisory services relating to hiring, workforce planning and candidate market insights (“Advisory Services”).


How does this Policy apply to me?

With Nova operates as a data controller when processing personal data for our Recruitment Services and Advisory Services. This means we determine why and how your data is processed.

If we share your personal data with our clients as part of these services, those clients may also act as controllers of your personal data.

If you are unsure who is the controller of your data, you may contact us using the details provided in section 17.


What personal data do we collect?

We only collect personal data that we are legally permitted to collect. Depending on your relationship with us, we may collect:

Identity Data

Name, title, date of birth, gender, right-to-work documentation, citizenship or residency information, marital status.

Contact Data

Address, telephone number, email address, emergency contact details.

Historical Data

Education history, employment history, skills, qualifications, criminal background information (where lawful), references, publicly available social media information.

Employment-Related Data

Salary expectations, current remuneration and benefits, job preferences, interview notes, client feedback, role suitability assessments.

Verification Data

Passport, driving licence, identity card, right-to-work documents, referee details.

Financial Data

Bank account details (if you work on a temporary assignment), tax information.

Diversity Data

Information such as ethnicity, health or disability information, gender identity or other special category data (collected only where lawful and with your explicit consent).

Technical Data

IP address, browser information, device identifiers, usage logs, cookies, and similar data.

Profile Data

Account logins, preferences, job alert settings, behavioural insights.

Usage Data

How you use our website, pages visited, features engaged with.

Marketing Data

Your preferences regarding marketing communications.

Video

Images captured by CCTV on our premises (if applicable), or recordings from events where you have explicitly consented.

Children’s Data

We do not knowingly collect data from individuals under 18.


How we collect personal data

We may collect data in the following ways:

a) Directly from you

When you:

  • Submit your CV
  • Apply for roles
  • Create an account on our website
  • Attend interviews
  • Communicate with us by phone, email, online or in person
  • Sign up to job alerts
  • Attend events or provide feedback

b) Automatically

When you visit our website (cookies, analytics, usage logs).

c) From third parties

Including:

  • Clients
  • Background check companies
  • Former employers and referees
  • Job boards and aggregators
  • Other recruitment agencies
  • Government authorities (e.g., HMRC right-to-work checks)
  • Analytics and marketing providers
  • Public social media platforms

d) From third-party login tools

If you choose to sign in via LinkedIn or Google.

e) Public sources

LinkedIn, job boards, Companies House, professional registers and other publicly available platforms.


How we use personal data

a) If you are a candidate

We may use your personal data to:

  • Provide recruitment and job-matching services
  • Assess suitability for roles
  • Submit you to clients for job opportunities
  • Arrange interviews and manage applications
  • Communicate job alerts, market updates and relevant opportunities
  • Verify identity and conduct background screening (where lawful)
  • Meet legal obligations
  • Provide advice relating to your job search
  • Prepare visa-related documentation (if applicable)
  • Improve our services and website functionality

b) If you are a business contact or client representative

We may use your data to:

  • Provide recruitment services to your organisation
  • Manage commercial relationships
  • Communicate market insights or service-related information
  • Manage billing and contracts
  • Comply with legal obligations
  • Conduct surveys and service improvement activities

c) Website users

We may use your information to:

  • Improve our website experience
  • Personalise content and recommendations
  • Provide newsletters, updates, and marketing communications

d) Referees

We use your data solely to obtain references for candidates.


Who your personal data is shared with

We may share your personal data with:

  • Clients for job application and placement purposes
  • Third-party service providers such as background check providers, payroll processors, IT providers, analytics tools, and job boards
  • Government agencies (e.g., HMRC, Home Office)
  • Professional bodies for verification
  • Referees and former employers
  • Other recruitment partners where appropriate
  • Third parties involved in a business transfer or acquisition
  • Any party where required by law

We require all third parties to respect the security of your data and process it only in accordance with our instructions.


Legal basis for processing personal data

Where required (such as in the UK and EU), we rely on the following legal grounds:

Consent

For example:

  • When you sign up for marketing
  • When collecting special category data
  • When required by law

Legal obligation

Such as:

  • Right-to-work checks
  • Tax and reporting obligations
  • Responding to regulators

Contractual necessity

To:

  • Provide recruitment services
  • Engage temporary workers
  • Fulfil agreements with clients and suppliers

Legitimate interests

Including:

  • Matching candidates to roles
  • Marketing our services to clients or candidates
  • Improving operations and analytics
  • Managing security, fraud prevention and legal claims

You may contact us for details of the specific legal basis used for your data.


Data retention

We keep your personal data only as long as necessary and lawful. Given the ongoing nature of recruitment, we may retain candidate information for several years to support future opportunities unless you request deletion.

Retention periods consider:

  • Type and sensitivity of data
  • Legal obligations
  • Whether we have an ongoing professional relationship
  • Potential claims or disputes

When acting as a processor for clients, we retain data according to the client’s instructions.


Your rights

Depending on your location, you may have rights including:

  • Access to your personal data
  • Correction of inaccurate or incomplete data
  • Deletion (“right to be forgotten”)
  • Restriction of processing
  • Data portability
  • Objecting to processing (including marketing)
  • Withdrawal of consent
  • Not to be subject to automated decisions
  • Lodging a complaint with the UK ICO or your local authority

We may need to verify your identity to process your request.


Your choices about marketing

You may opt out of marketing communications at any time by:

You may still receive essential non-marketing communications (e.g., service notifications).


Cookies and other technologies

We use cookies and tracking technologies to enhance website performance and analytics. For more detail, see our Cookies Policy.

If automated tools significantly influence your job application, we will inform you and offer human review.


Data security

We use appropriate technical and organisational measures to protect your data, including:

  • Secure servers
  • Access controls
  • Password protection
  • Encryption
  • Antivirus and monitoring
  • Regular audits

Only authorised personnel and service providers may access your personal data.


Personal data storage and transfer

As a UK organisation, we may store or transfer personal data to countries outside the UK or EEA.

Where we transfer data internationally, we use appropriate safeguards such as:

  • UK International Data Transfer Addendum
  • Standard Contractual Clauses (SCCs)
  • Adequacy decisions

You may contact us for information about specific safeguards.


Privacy policies of third parties

Our website may contain links to third-party websites or services. Those parties’ privacy policies apply to their use of your data. We encourage you to review them before providing personal information.


Changes to this Policy

We may update this Policy from time to time. When we do, we will amend the “Last Updated” date above and publish the latest version on our website.


How to contact us

If you have questions, concerns, or wish to exercise your rights, contact us:

With Nova
167–169 Great Portland Street
London, United Kingdom
Email: info@withnova.co.uk