VAIRO LTD (“VAIRO”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store and protect personal data when providing our permanent recruitment services and operating our website.

1. Who We Are

VAIRO LTD
Company No. 17432293
3rd Floor, 45 Albemarle Street
Mayfair, London
W1S 4JL
United Kingdom

Email: privacy@vairorecruitment.com

VAIRO is a permanent recruitment agency. We identify, assess and introduce candidates to organisations seeking to make permanent hires.

2. People Whose Information We May Process

We may process personal data relating to:

  • Prospective and active candidates
  • Candidates we have placed
  • Clients and prospective client contacts
  • Referees
  • Professional contacts
  • Other individuals where relevant to our recruitment services or business operations

3. Information We Collect

Depending on how you interact with us, we may collect:

  • Name, contact details and professional contact information.
  • CV, employment history, skills, qualifications, professional experience and career preferences.
  • Salary expectations, notice period, availability and information relevant to a permanent vacancy.
  • Information provided through application, contact or registration forms, email, telephone or other communications.
  • Information from professional or public sources, such as LinkedIn, employer websites, job boards, CV databases and professional referrals, where lawful.
  • Recruitment information, including interview notes, feedback, references and right-to-work or qualification information where relevant and lawful.
  • Technical information relating to website use, such as IP address, browser/device information and usage information where collected.
  • Cookie and similar technology information, as described in our Cookie Policy.

4. How We Obtain Information

We may collect personal information:

  • Directly from you.
  • From clients and prospective clients.
  • From referees and professional contacts.
  • From professional networking platforms.
  • From job boards and CV databases.
  • From public professional profiles.
  • Through professional referrals.
  • From other recruitment sources where lawful and appropriate.

Where applicable law requires us to provide privacy information when personal data is obtained indirectly, we will do so.

5. Why We Use Personal Data

We may use personal data to:

  • Identify and assess candidates for permanent employment opportunities.
  • Match candidates with suitable permanent vacancies.
  • Establish an appropriate lawful basis before making candidate introductions where required.
  • Share relevant candidate information with prospective employers for recruitment purposes.
  • Arrange interviews and communicate feedback.
  • Assist candidates and clients throughout recruitment processes.
  • Communicate with clients and prospective clients about permanent recruitment requirements.
  • Maintain accurate recruitment records.
  • Manage candidate and client relationships.
  • Verify qualifications, references and eligibility where relevant and lawful.
  • Comply with legal and regulatory obligations.
  • Operate, secure and improve our website, recruitment systems and business operations.

6. Lawful Bases for Processing

Depending on the circumstances, VAIRO may rely on one or more of the following lawful bases for processing personal data:

  • Legitimate interests
  • Steps taken at your request before entering into a contract
  • Performance of a contract
  • Compliance with a legal obligation
  • Consent, where consent is required

Where we rely on consent, you may withdraw your consent at any time.

7. Our Legitimate Interests

Our legitimate interests may include:

  • Operating our permanent recruitment business.
  • Maintaining a professional recruitment database.
  • Identifying suitable candidates and clients.
  • Matching candidates with suitable vacancies.
  • Maintaining professional and business relationships.
  • Improving our recruitment services.
  • Preventing misuse, fraud or other unlawful activity.
  • Managing our business operations and records.

Where we rely on legitimate interests, we will consider the impact of the processing on individuals and their rights and interests.

8. Candidate Introductions and Sharing

Where appropriate and lawful, we may share relevant candidate information with a prospective employer in connection with a permanent vacancy.

We may also share information with service providers supporting our:

  • Website
  • Recruitment systems
  • Communications
  • Hosting
  • IT infrastructure
  • Business administration

We do not sell candidate personal data.

9. Special Category and Criminal-Offence Data

We will only process special category data or criminal-offence information where permitted by applicable data-protection law and where an appropriate legal condition applies.

Please do not provide information of this nature unless it is relevant to a recruitment process or specifically requested for a lawful purpose.

10. Automated Decision-Making

VAIRO does not intend to make recruitment decisions solely through automated decision-making.

Human involvement will be used in candidate assessment and recruitment decisions.

If our approach changes, we will update this Privacy Notice and provide any information required by applicable law.

11. Data Retention

We retain personal data only for as long as reasonably necessary for recruitment, business, legal, regulatory and dispute-resolution purposes.

Retention periods may vary depending on:

  • The type of information.
  • Whether you are involved in an active recruitment process.
  • Our legal and regulatory obligations.
  • Our legitimate business requirements.

We periodically review the information we hold and will securely delete or anonymise personal data when it is no longer required, subject to applicable legal requirements.

12. International Transfers

Where a service provider or other recipient processes personal data outside the UK, VAIRO will use a lawful transfer mechanism and appropriate safeguards where required by applicable data-protection law.

13. Your Rights

Subject to applicable law and any relevant exemptions, you may have rights including the right to:

  • Request access to your personal data.
  • Request correction of inaccurate or incomplete information.
  • Request erasure of your personal data.
  • Request restriction of processing.
  • Request data portability.
  • Object to certain processing.
  • Object to direct marketing.
  • Withdraw consent where processing is based on consent.

To exercise your rights, please contact us using the details provided below.

14. Marketing and Recruitment Communications

We may contact candidates about permanent vacancies and recruitment opportunities that may be relevant to their professional profile where we have an appropriate lawful basis.

You can ask us to stop receiving such communications at any time.

15. Security

We use reasonable technical and organisational measures designed to protect personal data against:

  • Unauthorised access
  • Loss
  • Misuse
  • Alteration
  • Unauthorised disclosure

However, no method of transmitting or storing information over the internet can be guaranteed to be completely secure.

16. Cookies

Our website may use cookies and similar technologies.

Please see our Cookie Policy for information about the cookies and similar technologies we use and how you can manage non-essential cookies.

17. Complaints

If you have concerns about how VAIRO uses your personal data, we encourage you to contact us first so that we can investigate and respond to your concerns.

You also have the right to complain to the UK Information Commissioner’s Office (ICO) where applicable.

18. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our business, services, technology or applicable legal requirements.

The latest version will always be published on this website with the relevant Last Updated date.

19. Contact Us

For privacy questions or data-rights requests, please contact:

VAIRO LTD
Company No. 17432293
3rd Floor, 45 Albemarle Street
Mayfair, London
W1S 4JL
United Kingdom

Email: privacy@vairorecruitment.com