UK GDPR Privacy Policy

Effective Date: April 15th, 2023

Last Reviewed: April 25, 2025

1.Introduction

At Vizva Consultancy Services UK ("Vizva", "we", "our", or "us"), we are committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, share, and protect your personal data when you engage with us, either by using our website https://vizvaconsultancy.co.uk, contacting us directly, or using our recruitment, payroll, VMS, outsourcing, or bookkeeping services.

We process your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2.Who We Are

Vizva Consultancy Services UK is a UK-based recruitment and outsourcing solutions provider. We act as both a data controller and a data processor, depending on the context in which your data is provided to us.

Company Name: Vizva Consultancy Services UK

Address: 16th floor, Wing A, WESTGATE BUSINESS BAY, Makarba, Ahmedabad, Gujarat- 380051

Email: info@vizvaconsultancy.co.uk

Website: https://vizvaconsultancy.co.uk

3.What Personal Data We Collect

We may collect, store, and use the following categories of personal data, depending on your relationship with us:

1.Candidate Data

• Full name, date of birth, gender
• Contact details (email, phone, address)
• Nationality, immigration status, and right-to-work documentation
• Employment history and educational background
• References and referees
• Criminal background (if required for certain roles)
• CV/resume and cover letters
• Payroll information: bank account details, national insurance number, UTR
• Any additional information you voluntarily provide (e.g., through interviews or assessments)

2.Client Data

• Business name and contact details
• Staff member names, positions, and contact information
• Billing and payment data
• Communication logs and signed agreements

3.Website Users

• IP address
• Device type and browser
• Pages visited, session duration, and referral source
• Cookies and tracking data (see Cookie Policy)

4.How We Collect Your Data

We collect data through the following means:

• Direct submissions via our website contact or job application forms
• Communications through email, phone, or social platforms
• Third-party job boards and recruitment platforms
• References, background checks, or employer verification
• Publicly available information (e.g., LinkedIn, Companies House)
• Automatically via cookies and tracking tools on our website

5.Why We Collect and Use Your Data

We process your personal data for the following purposes:

For Candidates:

• To register you as a job seeker and create a candidate profile
• To match your profile to relevant job vacancies
• To communicate about job opportunities, interviews, and feedback
• To carry out necessary background, identity, and reference checks
• To process payments if engaged on a temporary basis
• To maintain accurate compliance records

For Clients:

• To manage contractual relationships and service delivery
• To source, place, and onboard suitable candidates
• To issue invoices and process payments
• To provide support through VMS platforms or outsourced services

For Website Visitors:

• To analyze website traffic and optimize user experience
• To remember preferences and facilitate navigation
• To carry out digital marketing campaigns and remarketing (with consent)

6.Lawful Bases for Processing

We only process your data when we have a valid legal basis to do so under UK GDPR:

Lawful Basis	Description
Consent	You have given us clear permission to process your data (e.g., subscribing to newsletters).
Contractual necessity	Data is required to enter into or perform a contract (e.g., candidate placements or payroll services).
Legal obligation	We are legally required to retain certain data (e.g., HMRC compliance).
Legitimate interests	We have a business reason to use your data, which does not override your rights (e.g., service optimization).

7.Data Sharing and Disclosure

We may share your data with trusted third parties, including:

• Employers and hiring managers (with your permission)
• Background check providers
• Payroll processors and financial institutions
• Software platforms and CRMs are used to deliver our services
• Legal authorities, when required (e.g., tax or immigration compliance)
• External IT or cloud service providers (e.g., email and database hosting)

All third parties are contractually obligated to protect your data and comply with data protection laws.

8.International Data Transfers

Where your data is transferred outside the UK (e.g., cloud services with overseas servers), we ensure appropriate safeguards are in place:

• Data processing agreements
• Standard Contractual Clauses (SCCs) approved by the UK Government
• UK adequacy decisions

9.Data Retention

We retain your personal data only for as long as necessary, based on the following criteria:

• Candidate records: 24 months after last contact (unless placed or consent renewed)
• Client data: 6 years post-contract to comply with tax and audit requirements
• Payroll data: Minimum 6 years (HMRC regulation)
• Website analytics: Up to 26 months

After the retention period, data is securely deleted or anonymized.

10.Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right to access – Request a copy of your data
• Right to rectification – Correct inaccurate or incomplete data
• Right to erasure – Request deletion of your data (“right to be forgotten”)
• Right to restriction – Limit processing of your data
• Right to data portability – Transfer data to another service provider
• Right to object – Object to processing for direct marketing or legitimate interest
• Right to withdraw consent – At any time, where processing is based on consent
• Right to lodge a complaint – With the ICO if you feel your rights were violated

To exercise your rights, email: info@vizvaconsultancy.co.uk

11.Security Measures

We apply strong security measures to keep your personal data safe:

• Encrypted communications (HTTPS/SSL)
• Firewalls and intrusion detection systems
• Access restrictions for data processors
• Regular audits and system updates
• Staff data protection training

12.Contact & Complaints

If you have any questions or complaints regarding this policy:

Data Protection Officer

Email: info@vizvaconsultancy.co.uk

Or you may contact the UK Information Commissioner’s Office (ICO):

https://ico.org.uk/make-a-complaint/