Privacy Notice for Candidates and Workers

Katie Bard

(Kam Vara Consulting & Enterprise Consultants) 

1. Introduction

Katie Bard / Kam Vara Consulting and Katie Bard / Enterprise Consultants (“we”, “us”, “our”) are committed to protecting your privacy and personal data. This Privacy Notice explains how we collect, use, store, & protect your personal information when you use our recruitment services.

We are a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This means we are responsible for deciding how we hold and use personal information about you.

Data Controller Details:

• Company: Kam Vara Consulting Limited Trading as Katie Bard
• Registered Office: The Counting House, 3 Maryann Street, Birmingham, B3 1BG
• Contact: dpo.am@angelamortimer.com 
• ICO Registration Number: ZB921879
  
  
• Company:  Enterprise Consultants Limited Trading as Katie Bard
• Registered Office: 58 Wardour Street, London W1D 4JQ
• Contact: dpo.am@angelamortimer.com 
• ICO Registration Number: ZB921396
  
  
• Data Protection Officer: For any data protection queries, please contact: dpo.am@angelamortimer.com 

2. What Personal Data We Collect

We collect and process the following categories of personal data about you:

Basic Personal Information

• Full name, date of birth, gender
• Contact details (address, telephone, email)
• National Insurance number
• Photograph (where provided)

Right to Work Documentation

• Passport or identity documents
• Visa and work permit information
• Proof of right to work in the UK
• Share codes (for right to work checks)

Professional Information

• CV and employment history
• Educational qualifications and certifications
• Professional memberships and registrations
• References from previous employers
• Skills, experience, and competencies
• Salary expectations and requirements
• Availability and notice periods

Financial Information

• Bank account details (for payroll if applicable)
• Tax codes and P45 information
• Student loan status

Special Category Data

With your explicit consent, we may also process:

• Health information (including disability information for reasonable adjustments)
• Criminal conviction data (where relevant for specific roles)
• Diversity and equality monitoring data (processed anonymously where possible)

Technical Data

• IP address and browser information
• Website usage data via cookies
• Email engagement metrics

3. How We Collect Your Data

We collect personal data through:

• Direct interactions: Application forms, CV submissions, registration, interviews, assessments
• Third parties: Previous employers (references), qualification verification agencies, professional networking sites (e.g., LinkedIn)
• Publicly available sources: Professional networking sites, company websites
• Automated technologies: Cookies and similar tracking technologies on our website

4. Legal Basis for Processing

We process your personal data under the following legal bases:

Legitimate Interests

• Matching you with suitable employment opportunities
• Managing our relationship with you
• Maintaining our database of potential candidates
• Improving our services and business operations
• Fraud prevention and security

Legal Obligation

• Conducting right to work checks
• Complying with employment law and HMRC requirements
• Responding to requests from regulatory or law enforcement bodies

Contract Performance

• Processing your application for specific roles
• Engaging you as a worker (if applicable)
• Processing payments and benefits

Consent

• Processing special category data (health, diversity information)
• Sending you marketing communications
• Using your data in ways not covered by other legal bases

You can withdraw consent at any time by contacting us. This will not affect the lawfulness of processing before withdrawal.

5. How We Use Your Personal Data

We use your personal data for the following purposes:

Recruitment Services

• Assessing your suitability for employment opportunities
• Matching your skills and experience with client vacancies
• Submitting your details to prospective employers
• Arranging interviews and coordinating the recruitment process
• Facilitating background checks and reference requests
• Negotiating terms of employment on your behalf

Administrative Purposes

• Maintaining accurate candidate records
• Communicating with you about opportunities and updates
• Managing our business relationship with you
• Complying with legal and regulatory obligations

Business Improvement

• Analysing trends in the recruitment market
• Improving our services and website functionality
• Understanding user behaviour (in aggregate, anonymised form)

Marketing (with consent)

• Sending you information about our services
• Providing career advice and industry insights
• Inviting you to networking events

6. Who We Share Your Data With

We may share your personal data with:

Prospective Employers and Clients

• We will always seek your explicit permission before submitting your CV or details to a specific employer
• We may share anonymised or pseudonymised information to gauge interest before full disclosure

Third-Party Service Providers

• IT systems providers: For database management, email services, and cloud storage (all UK-based)
• Background check providers: For criminal record checks, right to work verification, qualification validation
• Payroll providers: If you work through us as an agency worker
• Professional advisors: Legal, accounting, insurance, and consulting services

Regulatory and Legal Bodies

• HMRC, ICO, and other regulatory authorities as required by law
• Law enforcement agencies when legally obligated

We ensure all third parties respect the security of your data and treat it in accordance with the law. We only permit them to process your data for specified purposes and in accordance with our instructions.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Access controls and authentication procedures
• Regular security assessments and updates
• Staff training on data protection
• Secure disposal of data when no longer needed

All data is stored and processed within the United Kingdom. We do not transfer your personal data outside the UK.

While we strive to protect your data, no transmission over the internet is completely secure. You acknowledge the inherent security risks of providing information online.

8. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this notice and to comply with legal obligations.

Active Candidates: While you are actively seeking employment through us and for the duration of any placement

Inactive Candidates: Up to 3 years from your last interaction with us, after which we will:

• Delete your data entirely, OR
• Contact you to seek consent to retain your data for a further period

Legal Requirements: We may retain certain data longer where required by law (e.g., tax records for 6 years, right to work documentation)

Legitimate Business Needs: In some cases, we may retain data longer where we have a legitimate business need (e.g., to defend legal claims)

You can request deletion of your data at any time, subject to our legal obligations.

9. Your Rights

Under UK GDPR, you have the following rights:

Right of Access

Request a copy of your personal data we hold

Right to Rectification

Request correction of inaccurate or incomplete data

Right to Erasure (“Right to be Forgotten”)

Request deletion of your data in certain circumstances

Right to Restriction of Processing

Request we limit how we use your data

Right to Data Portability

Receive your data in a structured, commonly used format

Right to Object

Object to processing based on legitimate interests or for direct marketing

Rights Related to Automated Decision-Making

Not to be subject to solely automated decisions with significant effects (we do not currently use automated decision-making)

Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us using the details in Section 1. We will respond within one month of your request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk
• Telephone: 0303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

10. Automated Decision-Making and Profiling

We do not use solely automated decision-making (including profiling) that produces legal effects or similarly significantly affects you.

We may use technology to assist with candidate matching and screening, but all decisions are subject to human review and oversight.

11. Cookies and Website Analytics

Our website uses cookies to improve functionality and user experience. For full details, please see our separate Cookie Policy available at available on request.

You can manage cookie preferences through your browser settings.

12. Marketing Communications

We may send you information about our services, job opportunities, and industry insights where:

• You have given us explicit consent, OR
• You are an existing candidate and we have a legitimate interest in keeping you informed

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

• Clicking the “unsubscribe” link in any email
• Contacting us directly
• Updating your preferences in your candidate account

13. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites. Please review their privacy policies before providing any personal data.

14. Children’s Privacy

Our services are not directed at children under 16. We do not knowingly collect data from children. If we become aware we have collected data from a child, we will take steps to delete it promptly.

15. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated notice on our website
• Emailing registered candidates
• Displaying a prominent notice on our website

The “Effective Date” at the top of this notice indicates when it was last updated.

16. Questions and Contact

If you have any questions about this Privacy Notice or how we handle your data, please contact:

Kam Vara Consulting Limited & Enterprise Consultants, Trading as Katie Bard

The Counting House, 3 Maryann Street, Birmingham, B3 1BG

Email: dpo.am@angelamortimer.com 

Telephone: 0121 6334443

We are committed to resolving any concerns you may have about your privacy and data protection.

17. Consent Declaration

By submitting your personal data to us, you acknowledge that you have read and understood this Privacy Notice.

Where we rely on consent as a legal basis, we will obtain your explicit, informed consent before processing your data. You can withdraw consent at any time without affecting the lawfulness of processing before withdrawal.

Last updated: January 2026

Next review date: January 2027