Root Search Group – Privacy Policy

Last updated: 7th March 2026

1. About Root Search Group

Root Search Group Ltd (“Root Search Group”, “we”, “our”, or “us”) is a recruitment and talent advisory firm operating in the United Kingdom.

We take the protection of personal information seriously and are committed to handling personal data responsibly and transparently. This Privacy Policy explains how we collect, use, store, and protect personal information when you interact with us.

This includes information provided through:

our website
email communications
conversations with our consultants
social media or professional networks
meetings, events, or other business interactions.

Our aim is to ensure that anyone who engages with Root Search Group understands how their data is handled and what rights they have under data protection law.

2. Who This Policy Applies To

This Privacy Policy applies to individuals whose personal information we may process, including:

Candidates who apply for roles or engage with our recruitment services
Potential candidates who may be suitable for future opportunities
Clients and business contacts at organisations we work with
Suppliers or professional partners
Visitors and users of our website

For simplicity, we refer to all such individuals as “you” throughout this policy.

3. Personal Information We Collect

The type of personal data we collect depends on the nature of your interaction with Root Search Group.

Candidates

If you apply for a role or register with us as a candidate, we may collect information such as:

your name and contact details
CV or professional profile
employment history and qualifications
salary expectations or career preferences
notes from interviews or discussions with our consultants.

Where relevant and permitted by law, we may also process additional information such as:

diversity information used for equal opportunity monitoring
information related to accessibility requirements or workplace adjustments
background or reference information obtained during recruitment checks.

Some of this information may come directly from you, while other information may be obtained from referees, employers, educational institutions, or publicly available sources.

Prospective Candidates

Our consultants may occasionally identify individuals who could be suitable for future roles.

In these cases we may collect professional details such as:

name
job title
employer
publicly available career information.

This information is typically obtained from professional networking platforms, business directories, or referrals.

Clients and Business Contacts

When working with organisations seeking recruitment support, we may collect details about relevant employees or contacts, including:

name and job title
business contact details
communication history relating to recruitment activity.

This information helps us maintain professional relationships and deliver recruitment services effectively.

Suppliers and Professional Advisors

If your organisation provides services to Root Search Group, we may process contact details for individuals involved in managing that relationship.

Website Visitors

When you use our website, certain technical data may be collected automatically, including:

your IP address
browser and device type
pages visited
interaction with website features.

This information helps us maintain site security and improve the user experience.

Further information about these technologies is provided in our Cookie Policy.

4. Why We Use Personal Data

We process personal data for a number of purposes connected with our recruitment activities.

For candidates, this may include:

identifying suitable job opportunities
presenting candidates to prospective employers
organising interviews and managing recruitment processes
providing advice on salaries, career progression, and market trends.

For clients, we may process personal data in order to:

deliver recruitment and talent advisory services
communicate about vacancies and candidate searches
gather feedback to improve our services.

For website users, information may be used to:

maintain and improve the performance of our website
analyse usage patterns
enhance the overall user experience.

From time to time we may also send relevant updates, such as job opportunities or industry insights, where permitted under marketing regulations.

5. Legal Basis for Processing Data

Data protection laws require organisations to have a valid reason for processing personal information.

Depending on the situation, Root Search Group may rely on one or more of the following legal bases:

Contractual necessity – where processing is required to deliver recruitment services or respond to a request.

Legal obligations – where we must process data to comply with regulatory or legal requirements.

Legitimate interests – where processing supports the operation of our business, provided those interests do not override your rights.

Consent – where we ask for permission before processing data for specific purposes, such as certain marketing communications.

You may withdraw consent at any time if we rely on it as the basis for processing.

6. Technology and Automated Tools

Recruitment technology may be used to help organise and search candidate information more efficiently.

For example, systems may analyse CVs or professional profiles to help recruiters identify individuals whose experience matches a role.

These tools assist our consultants but do not make final recruitment decisions. All hiring recommendations and candidate selections are reviewed by a recruiter.

7. Sharing Personal Data

Root Search Group may share personal data in certain circumstances where it is necessary to provide our services.

For example:

candidate information may be shared with organisations recruiting for relevant roles
service providers may process information on our behalf to support our IT systems, communications, or compliance requirements
professional advisers may receive information where necessary for legal or regulatory purposes.

Where third parties process personal data for us, they are required to maintain appropriate confidentiality and data protection safeguards.

8. Data Security

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

Access to personal data is limited to individuals who require it to perform their duties.

9. Data Retention

Personal data will only be kept for as long as necessary for the purposes for which it was collected.

For example, candidate records may be retained to support future employment opportunities, while business records may be kept for regulatory or accounting purposes.

Retention periods are reviewed regularly to ensure they remain appropriate.

10. Your Data Protection Rights

Under UK data protection law, individuals have several rights relating to their personal data.

These include the right to:

request access to the information we hold about you
request corrections to inaccurate information
request deletion of personal data in certain circumstances
object to certain types of processing
request restriction of processing
request transfer of your data to another organisation.

Requests can be made using the contact details below.

11. Contacting Us

If you have questions about this Privacy Policy or how your personal data is handled, please contact:

Root Search Group Ltd

United Kingdom

Email: info@rootsearchgroup.com

12. Complaints

If you are unhappy with how we process your personal data, you may contact us directly.

You also have the right to lodge a complaint with the UK data protection regulator:

Information Commissioner’s Office (ICO)
https://ico.org.uk/concerns

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation or our business practices.

The latest version will always be available on our website.