Privacy Policy

Mindful People HR & Recruitment

Last updated: September 2026

Mindful People HR & Recruitment (“Mindful People”, “we”, “us”, “our”) is committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect personal information when providing HR consultancy and permanent recruitment services, operating our website and communicating with clients, candidates and other contacts.

We process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Mindful People HR & Recruitment provides HR consultancy, people advisory and recruitment services to organisations and individuals.

Data Controller:

Mindful People Ltd

Trading as Mindful People HR & Recruitment
Company No. 15638683

Email: louise@mindfulpeoplehr.com

Website: www.mindfulpeoplehr.com

Mindful People Ltd is registered with the Information Commissioner’s Office (ICO).

2. What Personal Information We Collect

The information we collect depends on how you interact with us.

It may include:

your name, job title and organisation;
contact details, including email address and telephone number;
CVs, employment history, qualifications, skills and professional experience;
information about your career interests, salary expectations, notice period, availability and preferred working arrangements;
information provided during recruitment conversations, interviews or assessments;
information relevant to a particular vacancy or potential employment opportunity;
professional registrations, licences, certifications or other role-related requirements;
information relating to recruitment decisions, introductions, interviews, offers and employment commencement;
information provided during our New Hire & People Support process;
information you provide during HR consultancy or advisory work;
website enquiry and contact-form information; and
business, contractual and billing information.

Where necessary and lawful, we may also process special category information, such as health or equality information, or information relating to criminal convictions and offences. We only do so where there is an appropriate lawful basis and any additional condition required by data protection law.

We aim to collect only information that is relevant and reasonably necessary for the purpose for which it is being processed.

3. Where We Obtain Personal Information

We may receive information directly from you, including when you:

contact us;
submit a CV;
register with our Talent Pool;
apply for a vacancy;
speak with us about an employment opportunity;
communicate with us during a recruitment process;
use our website; or
engage us to provide HR or recruitment services.

For recruitment purposes, we may also identify or receive information about potential candidates from sources such as:

recruitment platforms and job boards;
professional networking platforms;
publicly available professional information;
referrals and recommendations;
professional networks; and
clients or other legitimate recruitment sources.

Where we identify someone who has not previously contacted Mindful People, we will use their information only where we have an appropriate lawful basis and will provide appropriate privacy information.

4. How We Use Personal Information

We may use personal information to:

provide HR consultancy and people advisory services;
respond to enquiries;
identify and contact potential candidates about relevant permanent employment opportunities;
understand candidates' experience, career interests and employment preferences;
assess potential suitability for particular opportunities;
manage our Talent Pool;
discuss vacancies and employment opportunities with candidates;
introduce candidates to clients where appropriate;
manage recruitment processes, including applications, interviews, feedback, offers and employment commencement;
support communication between clients and candidates during recruitment;
provide our 12-Week New Hire & People Support following a successful permanent introduction;
communicate with clients, candidates, suppliers and professional contacts;
maintain appropriate business and recruitment records;
meet legal, regulatory and contractual obligations;
establish, exercise or defend legal rights where necessary;
maintain and improve our services; and
protect the security and integrity of our business and systems.

We will not sell your personal information.

5. Recruitment Candidates and the Talent Pool

Mindful People provides permanent recruitment services to employers and candidates.

Registering with Mindful People or joining our Talent Pool means that we may consider your information when identifying potentially suitable employment opportunities and contact you where we believe an opportunity may be relevant.

Joining the Talent Pool does not mean that we will indiscriminately circulate your CV to employers.

Where we wish to represent you for a particular opportunity, we will normally discuss the role and organisation with you first and confirm that you wish to be considered before introducing you to that client.

For a specific recruitment process, we may share information relevant to your consideration for the vacancy, such as your CV, relevant experience, qualifications, professional requirements, availability and salary expectations.

We may also record information arising during the recruitment process, including interview arrangements and feedback, offer discussions and information necessary to support the recruitment relationship.

If you no longer wish to be considered for opportunities or remain in our Talent Pool, please contact us.

6. New Hire & People Support

Where Mindful People successfully introduces a candidate who commences employment with a client, we may remain in contact with both the new employee and the client during the first 12 weeks as part of our New Hire & People Support service.

This may include separate conversations with the employee and hiring manager about onboarding, expectations, communication, integration and how the employment relationship is developing.

Information provided during these conversations is not automatically passed from one party to the other.

Where an issue would benefit from communication, we will consider the nature of the information, the individual's reasonable expectations, confidentiality and our legal obligations before deciding whether and how information should be shared.

We will only process information that is relevant to providing this support.

7. Our Lawful Bases for Processing

We only process personal information where we have an appropriate lawful basis.

Depending on the circumstances, this may include:

Contract or steps before entering into a contract – where processing is necessary to provide a requested service or take steps at your request.

Legal obligation – where we need to process information to comply with a legal requirement.

Legitimate interests – where processing is reasonably necessary for a legitimate business or recruitment purpose and those interests are not overridden by your rights and interests. This may include appropriate candidate sourcing, recruitment administration, client relationship management, business administration and maintaining appropriate records.

Consent – where we specifically ask for and rely upon your permission for a particular use of your information.

The appropriate lawful basis depends on the particular purpose and circumstances. We do not treat consent as the default lawful basis for every aspect of recruitment.

Where we process special category information or criminal offence information, we will also identify and apply any additional condition required under the UK GDPR and Data Protection Act 2018.

8. Sharing Personal Information

We only share personal information where it is necessary, appropriate and lawful.

Depending on the circumstances, this may include:

recruitment clients where a candidate is being considered for an opportunity;
service providers that support our website, email, IT, recruitment or business systems;
professional advisers such as accountants, insurers or legal advisers;
regulators, courts, law-enforcement bodies or other authorities where required or permitted by law; and
other organisations where necessary to provide a service you have requested or where you have authorised us to do so.

When we use organisations to process personal information on our behalf, we take appropriate steps to ensure that information is handled securely and in accordance with applicable data protection requirements.

We do not sell candidate or client information to third parties.

9. International Transfers

Some service providers or technology platforms we use may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required by UK data protection law.

Further information about applicable safeguards can be requested by contacting us.

10. Data Storage and Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

These measures include, where appropriate:

secure systems and password protection;
access limited according to business need;
secure handling of electronic and paper records;
appropriate security arrangements with service providers; and
appropriate procedures for handling personal information.

No system can provide absolute security, but we take reasonable and proportionate measures appropriate to the information we process.

11. How Long We Keep Personal Information

We do not retain personal information indefinitely or simply because it might be useful in future.

Retention depends on the type of information, why we hold it and any applicable legal, regulatory, contractual or legitimate business requirements.

As a general approach:

Talent Pool information is normally retained for up to 12 months from our most recent meaningful interaction with you. At that point, we may contact you to confirm whether you would like us to continue holding your information. Where there is no continuing reason to retain it, we will delete or anonymise it as appropriate.

Information relating to an unsuccessful application or recruitment process, where the candidate is not remaining in our Talent Pool, will normally be retained for up to six months after the recruitment process closes, unless there is a lawful reason to retain particular information for longer.

Information relating to successful introductions, client assignments and business transactions may be retained for longer where necessary to meet legal, regulatory, contractual, accounting, insurance or legitimate business record-keeping requirements.

Information obtained for verification or vetting purposes will not be retained for longer than reasonably necessary for the purpose for which it was obtained. Where appropriate, we may retain a record of the outcome rather than the underlying documentation.

When information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.

12. Your Data Protection Rights

Depending on the circumstances, UK data protection law gives you rights including the right to:

ask for access to your personal information;
ask us to correct inaccurate or incomplete information;
ask us to erase your personal information in certain circumstances;
ask us to restrict processing in certain circumstances;
object to certain processing, including processing based on legitimate interests;
receive certain personal information in a portable format where applicable; and
withdraw consent where we are relying on consent.

These rights are not absolute and may depend on the circumstances and the lawful basis on which information is being processed.

To exercise your rights or ask a question about how your information is being used, please contact:

louise@mindfulpeoplehr.com

13. Cookies and Website Use

Our website uses cookies and similar technologies to support website functionality and, where applicable, understand and improve website use.

Where required, you can manage your cookie preferences through the controls provided on our website.

Further information about the cookies used on our website is available through our cookie settings.

14. Complaints

If you have concerns about how Mindful People has handled your personal information, please contact us first so that we have an opportunity to investigate and respond.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time, including where our services, technology or legal obligations change.

The current version will always be published on our website.