How we handle your details.

Who we are

Romwood Search Associates Ltd (company number 17502574) is the data controller for the details described on this page. We are a recruitment firm working in the construction industry in the United Kingdom and the United States.

• Romwood Search Associates Ltd. Registered in England and Wales, company number 17502574. Registered office: 7 Princes Square, Harrogate, HG1 1ND.
• jonas@romwoodsearch.com

Cookies and analytics

The site sets no cookies until you choose. If you accept the cookie banner, Google Analytics runs and sets its own cookies (named _ga and _ga followed by our property ID) for up to two years, so that we can see which pages are read, roughly where visitors come from and which links bring them here. Google processes that data on our behalf, may transfer it to the United States under the safeguards described below, and does not receive your name or email address from this site. We use no advertising cookies and no cookies that follow you to other sites.

One small cookie, named romwood_consent, remembers your answer for twelve months so we do not ask again. It is set whichever way you answer. If you say no, nothing else is set. You can change your answer at any time with the button below.

Change your cookie choice

What we collect on this site

Beyond the cookies above, we collect only what you type into a form.

• Contact form: your name, email address, and, if you give them, your company, phone number, the market you are in and your message.
• CV upload: your name, email address, and, if you give them, your phone number, current role, discipline and the market you want to work in, plus the CV or resume file and anything else you write.
• Salary guide: your first name, last name and email address.
• Hosting logs: our hosting provider records the address your device connects from and the pages it requests, for security and to keep the site running. These logs are kept for a short time and are not used to identify you.

Why we use it and our lawful basis

• To reply to you and to talk about hiring or about your next move. Lawful basis: our legitimate interest in running a recruitment firm, and taking steps at your request before any contract.
• To send you the salary guide you asked for, and occasional emails about the market. Lawful basis: your consent, which you can withdraw at any time using the link in any email or by contacting us.
• To keep the site secure. Lawful basis: our legitimate interest in protecting the site and the people who use it.
• To meet legal obligations, for example if a court or regulator requires it.

Who we share it with

We do not sell your details and we do not share them for marketing. The services that handle them on our behalf are Formspree, which processes the contact and salary guide forms and passes them to our email; Resend, which delivers CVs sent through the upload form to our mailbox and sends you a confirmation; Vercel, which hosts the site; Google Analytics, only if you accepted cookies; and Microsoft 365, where our email and records live. Each is bound by a contract to protect your details and use them only for us.

Transfers outside the UK

Formspree, Resend, Vercel and Google are based in the United States, and we work with clients there. Where your details leave the United Kingdom we rely on safeguards recognised under UK data protection law, such as the UK International Data Transfer Agreement or the UK extension to the EU-US Data Privacy Framework.

How long we keep it

• Contact enquiries: 12 months after our last contact with you, unless we go on to work together, in which case the recruitment privacy notice below applies.
• Salary guide and market emails: until you unsubscribe, or 24 months after you last opened one of our emails.
• Hosting logs: as set by the hosting provider, normally a matter of days.
• Google Analytics: up to fourteen months for reports, only if you accepted cookies.

Your rights

Under UK GDPR you can ask us for a copy of what we hold about you, ask us to correct it, ask us to delete it, ask us to restrict how we use it, object to our using it, ask for it in a form you can take elsewhere, and withdraw any consent you have given. Ask us through the contact form and we will reply within one month, and normally much sooner.

How to complain

We would rather hear about a problem first, so please tell us. You also have the right to complain to the Information Commissioner's Office, the UK regulator, at ico.org.uk, by phone on 0303 123 1113, or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Who this covers

• Candidates: anyone who sends us a CV or resume, applies for a role, takes the career diagnostic, or whom we contact about a move.
• Client contacts: people at the firms we recruit for, or hope to.
• Referees: people a candidate asks us to speak to about their work.

What we collect about candidates

• Your name and contact details.
• Your CV or resume, career history, projects delivered, qualifications and chartership.
• Your current salary and package, what you would move for, and your notice period.
• Your right to work in the UK or the US, where a role requires us to check it.
• What you want next, and our notes from conversations and interviews.
• Feedback from clients and referees.

Where it comes from

Mostly from you. We also use public professional profiles such as LinkedIn to find and approach people, introductions from people who know you, referees you name, and feedback from clients you have interviewed with.

Sensitive information

We do not ask for information about your health, ethnicity, religion, politics, sexuality or trade union membership. If you choose to tell us something in that category, for example an adjustment you need at interview, we use it only for that purpose and only with your explicit consent. We ask about criminal records only where a role legally requires it, and we tell you first.

Why we use it and our lawful basis

• To find roles that fit and to put you forward for them. Lawful basis: our legitimate interest in running a recruitment firm, and taking steps at your request before a contract.
• To send your CV to a client. Lawful basis: your consent, given for that specific firm. We never send a CV without it.
• To check your right to work where a role requires it. Lawful basis: legal obligation.
• To keep in touch about the market and roles that may suit you. Lawful basis: legitimate interest. Tell us to stop and we will.
• To keep records of placements and terms. Lawful basis: performance of a contract and legal obligation.

Who we share it with

• Clients, only with your clear yes for that firm, and only what is needed for the role.
• Referees you have named, to arrange a reference.
• The services that hold our records, which are Microsoft 365, Formspree, Resend and Vercel, each bound by contract to protect your details.
• Professional advisers, insurers or authorities, where the law requires it.

Transfers to the United States

If you ask us to put you forward to a firm in the United States, your details go to that firm there. Our own systems may also hold records with providers based in the United States. In each case we rely on safeguards recognised under UK data protection law, such as the UK International Data Transfer Agreement or the UK extension to the EU-US Data Privacy Framework.

How long we keep it

• Candidate records: 2 years from our last meaningful contact with you, so that we can come back to you when the right role appears. Ask and we delete sooner.
• Placement and contract records: 6 years after the placement, which is what tax and contract law expect of us.
• Client contact records: for as long as we work together, and 6 years after for contractual records.

Decisions made by computers

None. Every judgement about a candidate or a role is made by a person. We do not profile you and we do not use automated screening.

Your rights

You can ask for a copy of what we hold, ask us to correct or delete it, restrict or object to how we use it, ask for it in a portable form, and withdraw consent at any time. Withdrawing consent for a firm to see your CV does not undo anything already sent, but it stops anything further. We reply within one month, and normally within one working day.

Complaints and contact

Tell us first and we will put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. To exercise any right, use the contact form on this site or write to the registered office below.

• Romwood Search Associates Ltd. Registered in England and Wales, company number 17502574. Registered office: 7 Princes Square, Harrogate, HG1 1ND.
• jonas@romwoodsearch.com