Privacy Policy

BACKGROUND:

OCC Computer Personnel (Northern) Limited (“OCC”, “we”, “us”, “our”) is committed to protecting the privacy and security of your personal data. We recognise that individuals entrust us with sensitive information relating to their careers, professional profiles, and employment histories, and we take this responsibility seriously.

 

This Privacy Policy explains:

·        What personal data we collect

·        How we collect it

·        How and why we use it

·        How we safeguard it

·        Your rights under UK data protection law

·        How AI and automated tools are used within OCC

·        Who we share your data with

·        How long we keep your information

 

This Privacy Policy applies when you:

·        Visit our website: www.occgroup.co.uk

·        Apply for a role through OCC

·        Email or communicate with OCC

·        Provide your CV, contact information, or professional profile

·        Engage OCC for recruitment or consultancy services

·        By using our website or providing personal data to OCC, you acknowledge and accept the terms of this Privacy Policy.

2. Definitions

“Personal Data”

·        Any information relating to an identifiable individual.

 

“Special Category Data”

·        Sensitive data (e.g., health, ethnicity). OCC does not routinely collect this unless necessary and with explicit consent.

 

“Processing”

·        Any operation performed on personal data, including collection, storage, analysis, sharing, or deletion.

 

“Controller”

·        OCC acts as the Data Controller when determining the purposes and means of processing.

 

“Processor”

·        A third party processing personal data on OCC’s behalf under contract.

 

“AI and Automated Tools”

·        Technology that may be used to structure, summarise or analyse candidate data, but does not make any automated decisions.

 

3. Information About Us

OCC Computer Personnel (Northern) Limited

7 Alvaston Business Park

Middlewich Road

Nantwich

Cheshire

CW5 6PF

United Kingdom

 

Company Number: 01389175

VAT Number: 338281056

Data Protection Officer: Mark Rutter

Email: mark.rutter@occgroup.co.uk

General Contact: enquiries@occ-computing.co.uk

 

We are members of APSCo and ISOQAR certified, reflecting our commitment to high standards of data protection and quality.

 

4. What This Policy Covers

 

This Privacy Policy applies to:

·        Our website

·        Our recruitment operations

·        Our internal systems and processes

·        Any personal data provided to OCC by candidates, clients, contractors, or suppliers

·        It does not apply to third-party websites you may access via links on our site. We recommend checking their privacy policies before submitting data.

 

5. What Personal Data We Collect

OCC collects only the data necessary for recruitment, business operations, compliance, and security. Depending on how you interact with us, we may collect:

 

Candidate Data

 

·        Full name

·        Contact details: email, phone, address

·        CV and employment history

·        Skills, qualifications, certifications

·        Job preferences: salary, location, availability

·        LinkedIn or online profiles

·        Right-to-work documentation (when required)

·        References (when provided)

 

Client / Hiring Manager Data

 

·        Contact names

·        Email addresses and phone numbers

·        Job role and organisational details

·        Billing information (where applicable)

 

Website and Technical Data

Collected automatically through analytics tools:

·        Anonymised IP address

·        Browser type/version

·        Device identifiers

·        Operating system

·        Pages visited

·        Referral URLs

·        Session behaviour

·        Cookie data (see Section 14)

 

Financial Data

Where relevant for contractors or client billing:

·        Bank account details

·        Billing address

·        Company information

·        Payment references

 

Third‑Party Data Sources

 

We may receive your personal data through:

·        Job boards

·        Recruitment platforms

·        LinkedIn or other professional networks

·        Headhunting platforms

·        CV databases

·        Referrals

·        Publicly available sources 

 

Special Category Data

 

We do not actively collect special category or criminal records data unless:

·        You provide it voluntarily

·        It is necessary for a specific role

·        You have given explicit consent

·        We are legally required to process it

 

6. How We Collect Personal Data

 

We collect personal data in the following ways:

·        Directly from you (CV, email, phone, webforms)

·        Automatically via website cookies and analytics

·        From job boards when you apply for a role

·        From LinkedIn or professional platforms

·        From client referrals

·        Through recruitment tools (e.g., CV parsing systems)

·        From contractors during registration

 

7. How We Use Your Personal Data

 

UK GDPR requires every processing activity to have a lawful basis. OCC uses your data for:

 

Recruitment Services (Legitimate Interest)

 

·        Assessing your suitability for roles

·        Matching you to opportunities

·        Presenting your profile/CV to clients

·        Maintaining communication with you

·        Retaining your record for future opportunities

·        Managing interviews, feedback and placements

 

We retain candidate information for 5 years from last contact, unless you request deletion sooner.

 

Service Delivery and Account Management (Contract / Legitimate Interest)

 

·        Providing recruitment or consultancy services to clients

·        Managing client relationships

·        Sending agreed communications

·        Managing contractor engagements

·        Processing payroll or billing where applicable 

 

Legal and Regulatory Compliance (Legal Obligation)

 

·        Required checks or documentation

·        Tax and financial record‑keeping

·        Responding to lawful requests from authorities

 

Marketing Communications (Consent or Legitimate Interest)

 

·        We may send relevant updates, unless you opt out.

·        You can withdraw consent at any time.

 

8. AI & Automated Tools — How OCC Uses Personal Data

 

OCC uses AI and automated systems to assist, not replace, human decision-making.

 

Purposes of AI Use

 

AI tools may be used for:

·        CV parsing and formatting

·        Identifying skills, keywords, or experience

·        Summarising or categorising candidate data

·        Improving efficiency and data accuracy

·        Matching candidates to roles at a high level

·        These tools help our consultants work more effectively but do not determine outcomes.

 

Key Safeguards

 

OCC ensures:

·        No solely automated decision‑making occurs

·        Meaningful human oversight is always in place

·        AI is used only for recruitment‑related purposes

·        Only approved and contracted AI vendors process data

·        Personal data is not used to train external AI models

·        Data is minimised and anonymised wherever possible

·        International transfers comply with UK GDPR

·        Regular reviews ensure fairness and accuracy

 

Legal Basis for AI Processing

 

·        Legitimate Interest — recruitment efficiency, CV organisation, role matching

·        Contract — where processing supports delivering services to clients

·        Consent — not required for AI supporting administrative tasks, but we will inform candidates transparently 

 

9. Our Lawful Bases for Processing

 

We rely on:

·        Legitimate Interests

·        Recruitment operations, internal administration, CRM use, AI‑assisted CV handling, and communications.

·        Contract

·        Managing client engagements or contractor assignments.

·        Consent

·        Marketing or optional communications.

·        Legal Obligation

·        Financial, tax, employment or regulatory duties.

·        You may object to legitimate‑interest processing at any time.

 

10. How Long We Keep Your Personal Data

 

We store data only as long as necessary:

·        Candidate data: 5 years from last contact

·        Client and contractor records: 6 years (legal)

·        Analytics and website data: up to 60 months

·        Financial records: 6 years (legal requirement)

·        Marketing preferences: until consent withdrawn

 

You may request deletion at any point.

 

11. How We Share Your Personal Data

 

We may share personal data with:

 

Clients

·        Where appropriate for a role, and usually with your knowledge.

 

Third‑Party Processors

 

Including:

·        CRM and recruitment systems

·        CV parsing and AI-supported tools

·        Payroll/accountancy partners

·        Cloud hosting providers

·        IT support and cybersecurity partners

·        Analytics and website service providers

 

All processors are bound by:

·        Confidentiality

·        Data protection obligations

·        UK GDPR-compliant Data Processing Agreements

·        Proper security controls

 

International Transfers

 

Where data leaves the UK, OCC uses:

·        UK Standard Contractual Clauses (SCCs)

·        Transfer Risk Assessments (TRAs)

·        Additional safeguards where required

·        We ensure equivalent levels of protection.

 

Legal Requirements

 

We may share data where required by:

·        Law enforcement

·        Regulators

·        Court orders

·        Auditors

 

Only when legally necessary.

 

12. Data Security

 

OCC implements strong security measures:

·        Role-based access controls

·        Multi-factor authentication

·        Secure cloud infrastructure

·        Encryption in transit and at rest

·        Regular data audits

·        Staff training and confidentiality obligations

·        Breach detection and reporting procedures

 

If a data breach occurs, we will notify the ICO and affected individuals when required.

 

13. Your Rights Under UK GDPR

 

You have the right to:

·        Access your data

·        Rectification of inaccurate data

·        Erasure (“right to be forgotten”)

·        Restriction of processing

·        Object to processing based on legitimate interests

·        Withdraw consent

·        Data portability

·        Not be subject to automated decision-making
(OCC does not use automated decision-making)

 

To exercise your rights, contact: enquiries@occ-computing.co.uk

If unresolved, you may contact the ICO at www.ico.org.uk.

 

14. Cookies

 

Our website uses:

·        Essential cookies

·        Analytics cookies

·        Live chat cookies

·        Performance and usage trackers

You can control cookies via your browser or our cookie preference tool.
Full details are provided in our Cookie Policy.

 

15. Third‑Party Websites

 

Our website may link to external sites. We are not responsible for their content, privacy practices or security.

 

16. How to Contact Us

 

For data protection queries or rights requests:

 

Email:   enquiries@occ-computing.co.uk
DPO:   mark.rutter@occgroup.co.uk
Post: OCC Computer Personnel, Alvaston Business Park, Nantwich, CW5 6PF

 

17. Changes to This Policy

 

We may update this Privacy Policy:

·        To reflect legal changes

·        To improve clarity

·        As our technology or processes evolve

·        To expand AI or security practices

 

 

Updates will be published on our website. Continued use of our website constitutes acceptance of updated terms.