This notice explains how Marsh RPF Ltd collects and uses personal data, and the rights you have over it. It applies to candidates, contractors, clients, suppliers and anyone who visits our website.
We are a specialist recruitment business working in Power Transmission & Distribution across the UK and US. We help people find permanent and contract roles, and we help organisations hire. To do that, we need to hold some information about you. We keep it to what we need for those purposes, and we do not sell personal data.
1. The short version
We use your details to match people with roles, and to manage placements and contracts.
We will only send your CV to a client once you have agreed to be put forward for that specific role.
If we have not placed you, we keep your record for three years after we were last in touch. If we have placed you, we keep it for six years after the placement ends.
Some of the systems we use are provided by companies in the US. Whenever your data leaves the UK, it is protected by safeguards recognised under UK law.
You can ask for a copy of your data, ask us to correct or delete it, or ask us to stop contacting you, at any time.
2. Who we are
Marsh RPF Ltd is the controller of your personal data, which means we decide how and why it is used.
Registered in England and Wales, company number 14356943.
Registered office at Office 38, Foundry Hove, Ellen Street, Hove BN3 3LN.
Registered with the Information Commissioner's Office (ICO), registration number ZB502399.
Our Managing Director leads on data protection. We are not required to appoint a data protection officer, so any question you raise comes directly to the people responsible for your data. You can email hello@marsh-rpf.com or write to us at the address above.
3. Candidates and contractors
3.1 What we collect
Your name and contact details, such as your phone number, email address, home town and LinkedIn profile.
Your CV, employment history, qualifications, training, skills cards and authorisations.
The kind of work you are looking for, including role type, location, pay and notice period.
Notes from our calls and messages, and feedback from interviews.
Right-to-work information, references and any checks a role requires.
If you take on contract work through us, the details needed to arrange payment, such as your limited company or umbrella company, timesheets and bank details.
Your CV or our conversations may include information about your health, or you may tell us about a condition so that we can arrange adjustments. We use this information only for that purpose, or where a role requires a medical or fitness assessment.
We handle information about criminal records only where a role legally requires a check, or where you have given your consent. We will always let you know before a check takes place, and these checks are usually carried out by the client or a specialist vetting provider.
3.2 Where we get it
From you, when you send us your CV, apply for a role, or call or message us.
From job boards, where you have posted your CV or responded to one of our adverts.
From professional networking sites such as LinkedIn, where you have made your profile visible.
From contact-finding tools that gather business contact details from public sources.
From people who recommend you, and from referees you put us in touch with.
From clients, for example interview feedback and assignment details, and from your umbrella company or limited company if you work through one.
If we receive your details from someone other than you, we will tell you where they came from and point you to this notice. We do this within one month, or the first time we contact you if that is sooner.
3.3 How we use it
Data protection law requires a lawful basis for each way we use your data. The table below sets out ours.
What we do | Our lawful basis |
|---|---|
Finding roles that match your experience and contacting you about them | Legitimate interests. Matching people with relevant roles is the core of our business, and it benefits you as long as the roles are relevant. You can ask us to stop at any time. |
Putting you forward for a role | Legitimate interests. We always agree the specific role and client with you before we share your details. We call this your right to represent. |
Arranging interviews, offers and start dates | Steps you have asked us to take before entering a contract, and the contract itself. |
Confirming your identity and any qualifications a role requires, and keeping the records recruitment law requires | Legal obligation. |
Checking your right to work | Legal obligation, where we employ you or supply you for contract work. For permanent roles, legitimate interests, because clients need to know you are able to work for them. |
Running contract assignments, including timesheets, invoices and payment | Contract, and legal obligation for tax and accounting records. |
Keeping notes of our conversations | Legitimate interests, so that our records are accurate and you are not asked the same questions twice. |
Arranging adjustments for interviews or work | Legal obligation. The Equality Act 2010 requires us to make reasonable adjustments, and our obligations under employment law allow us to handle any health information this involves. |
Sending you our newsletter, guides and market updates | Your consent. You can unsubscribe from any email. |
Handling complaints and legal claims | Legitimate interests. |
Where we rely on legitimate interests, we have weighed our interests against yours, and you can object at any time. If you ask us to stop contacting you about roles or sending you updates, we will always do so.
You are not obliged to give us your details, but without them we cannot put you forward for roles. If you take on contract work through us, we need your identity, right-to-work and payment details by law and under your contract.
3.4 Who we share it with
Clients, only for a role you have agreed to be put forward for.
Umbrella companies, payroll providers and your own limited company, for contract work.
Referees, vetting providers and training or certification bodies, where a role requires checks.
Our service providers, who run systems on our behalf. These include our recruitment database, email and file storage, phone and messaging tools, website hosting and AI tools. They may only use your data to provide their service to us.
Professional advisers, such as accountants, lawyers and insurers.
HMRC, regulators, the police or the courts, where the law requires it.
A buyer, if our business is ever sold or merged, on the same terms as this notice.
4. Clients and business contacts
We hold your name, job title, company, work contact details, notes of our conversations, vacancy details and invoicing details. We collect these from you, your colleagues, your company's website, LinkedIn, contact-finding tools and public sources such as Companies House.
We use them to discuss your hiring needs, manage vacancies, send you candidate details, invoice you and keep proper records. Our lawful bases are legitimate interests, the contract between our businesses, and our legal obligation to keep accounting records.
We may send updates about our services and the market to your work email address. If you are a sole trader or in a partnership, we will only do this if you have agreed to it or have hired through us before. Every email includes an unsubscribe link, and you can ask us to stop at any time.
When we send you a candidate's details, we ask that you use them only for the vacancy concerned and keep them secure. Our terms of business set out the detail.
5. Calls and AI tools
We may record and transcribe calls with candidates, contractors and clients so that our notes are accurate. We will tell you at the start of a call if it is being recorded.
We use AI tools to help us review CVs, summarise calls and match people with roles. A member of our team checks the results and makes every decision about whether to put someone forward. We do not make decisions about you based solely on automated processing.
6. Using our website
Forms – Information you send through our forms, such as your name, contact details, message, CV or job specification, is emailed to our team and stored in the website's admin system. CVs and applications are then moved into our recruitment database, and copies left in the admin system are deleted every six months.
Hosting – Our website is hosted in the UK by our web developer and its hosting provider. They keep standard server logs, including IP addresses, for up to two months to keep the site secure and working.
Security – Our forms use Google reCAPTCHA to prevent spam. It sends Google information such as your IP address and how you interact with the page, so that it can tell people from automated programs. Google provides reCAPTCHA on our behalf and may use this information only to run the service for us.
Cookies and analytics – We use Google Analytics only if you accept it. Our cookie policy lists every cookie we use and explains how to change your choice.
Newsletter – If you sign up to our newsletter, we use your email address to send it until you unsubscribe.
WhatsApp chat – If you message us through the WhatsApp button, it links directly to WhatsApp (+44 1273 078225). No cookies or chat scripts are loaded on our site before you tap it. Once opened, your message and phone number are handled directly by WhatsApp under its own privacy policy, and by us so that we can reply to you.
We use form details to reply to you, and server logs and reCAPTCHA to keep the site secure, on the basis of our legitimate interests. We use Google Analytics and send our newsletter only with your consent.
7. How long we keep your data
We keep personal data only for as long as we need it, then delete it or make it anonymous.
Record | How long we keep it |
|---|---|
Candidate and contractor records, where we have not placed you | Three years after you last replied to us or we last worked together. While we remain in touch, we keep your record up to date. |
Records of candidates and contractors we have placed | Six years after the placement or assignment ends, to support references and deal with any claims. |
Placement, invoice, payment and tax records | Six years from the end of the tax year they relate to. |
Right-to-work records, where we are required to check | Two years after the work ends. |
Form submissions and CVs in the website's admin system | Deleted every six months, once moved to our recruitment database. |
Enquiries from our contact and hiring forms | Three years after our last contact, unless we start working together. |
Client and business contact records | Three years after our last contact. Contracts and terms of business are kept for six years after they end. |
Emails | The same period as the record they relate to. |
Call recordings | 12 months. Notes and summaries from calls become part of your record. |
Newsletter sign-ups | Until you unsubscribe. We then keep your email address on a suppression list so that we do not email you again. |
Backups | Deleted data can remain in backups until they are overwritten, within seven days. |
If information is needed for a live complaint, claim or investigation, we keep it until that matter is resolved.
8. Sending data outside the UK
Some of the companies that provide our systems are based in the US, including our recruitment database provider. Whenever your data leaves the UK, it is protected in one of three ways.
The UK has recognised the country's protections as adequate.
We use contract terms approved under UK law.
The company is certified under the UK-US data bridge.
You can ask us which safeguard applies and request a copy of it.
9. Your rights
You have the following rights, and using them is free of charge.
To ask for a copy of the data we hold about you.
To ask us to correct anything that is inaccurate or incomplete.
To ask us to delete your data. We will do so unless we need to keep something for a legal reason, in which case we will tell you what and why.
To object to how we use your data, including asking us to stop contacting you about roles or sending you updates.
To ask us to limit how we use your data while we look into a concern.
To ask for data you gave us in a format you can take elsewhere.
To withdraw your consent at any time, where we rely on it.
To use any of these rights, email hello@marsh-rpf.com. We will reply within one month. If a request is complex, we may need up to two further months, and we will let you know if so. We may ask for proof of identity before sharing any information, and the one-month period starts once we have it.
10. Complaints
If you are unhappy with how we have handled your data, please contact us first at hello@marsh-rpf.com so that we have the chance to put it right. We will acknowledge your complaint within 30 days, look into it and let you know the outcome.
You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
11. Keeping your data secure
We keep your data in secure, password-protected systems, limit access to the people who need it, and work only with service providers who commit to protecting it. If a security incident puts you at risk, we will tell you.
12. Changes to this notice
We will update this notice whenever the way we use personal data changes. The date at the top shows when it was last updated.