Privacy Policy

Privacy Policy
Last Updated: June 2026
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Introduction
Maxwell Stephens Limited ("Maxwell Stephens", "we", "us" or "our") is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store, share and protect your personal information when you visit our website, engage with our recruitment services, apply for jobs, become a client, supplier, contractor, or otherwise interact with us.
We process personal data in accordance with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR), and other applicable data protection laws.
Please read this Privacy Policy carefully to understand how we handle your personal information.
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Who We Are
Maxwell Stephens Limited
Golden Cross House
8 Duncannon Street
London
WC2N 4JF
Email: info@maxwellstephens.com
For the purposes of UK data protection legislation, Maxwell Stephens Limited is the Data Controller responsible for your personal information.
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Information We Collect
Depending on your relationship with us, we may collect and process the following information:Candidate Information
• Name
• Contact details
• CV and employment history
• Qualifications and certifications
• Professional memberships
• Salary information and expectations
• References
• Interview notes
• Right-to-work documentation
• Identity verification information
• Career preferences
• Correspondence with us

Client Information
• Name
• Business contact details
• Job titles
• Recruitment requirements
• Communications and meeting notes
• Contractual and billing information

Supplier Information
• Contact details
• Company information
• Banking and payment details
• Contractual records

Website Information
When you visit our website we may collect:
• IP address
• Browser type
• Device information
• Website usage data
• Referral source information
• Cookie preferences
• Analytics data
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Special Category Data
Certain information may be classified as Special Category Data under UK GDPR, including information relating to:
• Health
• Disability status
• Ethnic origin
• Religious beliefs
• Trade union membership
• Criminal record information (where legally permitted)We only collect and process Special Category Data where necessary and where an appropriate lawful basis applies.
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How We Collect Information
We collect personal information:
• Directly from you
• Through job applications
• Through CV submissions
• Through interviews and conversations
• Through referrals
• From professional networking platforms such as LinkedIn
• From job boards
• From publicly available sources• From clients and referees• Through our website• Through cookies and analytics technologies
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How We Use Your Information
We may use your personal information to:
Recruitment Services
• Identify suitable opportunities
• Assess suitability for roles
• Present your profile to prospective employers
• Arrange interviews
• Conduct reference checks
• Verify qualifications and employment history
• Manage placementsClient Services
• Deliver recruitment services
• Manage assignments and searches
• Maintain client relationships
• Improve service qualityBusiness Operations
• Administer contracts
• Process payments and payroll
• Maintain records• Respond to enquiries
• Improve our services
• Prevent fraud and misuse

Marketing
Where permitted by law, we may send:
• Industry updates
• Recruitment insights
• Job opportunities
• Company news
• Service information
You may unsubscribe from marketing communications at any time.
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Legal Basis for Processing
We process personal information under one or more of the following lawful bases:
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Legitimate Interests
We process personal information where necessary for our legitimate interests, including:
• Recruitment services
• Candidate sourcing
• Business development
• Relationship management
• Internal administration
• Service improvement
We always balance our interests against your rights and freedoms.
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Contract
We process information where necessary:
• To fulfil contractual obligations
• To take steps prior to entering into a contract
• To administer employment and contractor arrangements

Legal Obligation
We may process information to comply with:
• Employment law
• Tax obligations
• Immigration requirements
• Regulatory requirements
• Court orders and legal proceedings

Consent
Where required by law, we will obtain your consent before processing personal information.You may withdraw consent at any time.
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AI and Automated Technologies
Maxwell Stephens may use artificial intelligence, automation tools and recruitment technologies to support:
• Candidate sourcing
• CV analysis
• Skills matching
• Communication management
• Recruitment administration
• Data organisation and search
These tools assist our consultants but do not make final recruitment decisions independently.
All significant recruitment decisions involve human review and oversight.
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Sharing Your Information
We may share personal information with:
• Prospective employers and clients
• Technology and software providers
• Payroll providers
• Professional advisers
• Reference checking providers
• Background screening providers
• Government agencies
• Regulators
• Law enforcement authorities
We only share information where appropriate and lawful.
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International Transfers
Some of our service providers may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we ensure appropriate safeguards are in place, including:
• UK International Data Transfer Agreements (IDTAs)
• Standard Contractual Clauses (SCCs)
• Transfers to countries benefiting from UK adequacy regulations
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Data Retention
We retain personal information only for as long as necessary.
Retention periods may vary depending on the nature of the relationship and legal obligations.
Examples include:
• Candidate records: up to 7 years after last meaningful contact
• Client records: up to 7 years
• Financial and tax records: up to 7 years
• Placement records: up to 7 years
Where retention is no longer necessary, information is securely deleted or anonymised.
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Data Security
We take appropriate technical and organisational measures to protect personal information.
These measures include:
• Access controls
• Password protection
• Encryption where appropriate
• Secure cloud-based systems
• Staff training
• Supplier due diligence
• Regular security reviewsWhile we take reasonable steps to safeguard information, no internet transmission can be guaranteed to be completely secure.
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Your Rights
Under UK GDPR, you may have the right to:
• Access your personal information
• Correct inaccurate information
• Request deletion of your information
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent
• Challenge automated processing decisions
We will respond to valid requests within the timeframes required by law.
To exercise your rights, please contact:
info@maxwellstephens.com
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Cookies and Tracking Technologies
Our website uses cookies and similar technologies to:
• Operate essential website functions
• Improve website performance
• Analyse visitor behaviour
• Measure marketing effectiveness
• Enhance user experience
Where required by law, we will request your consent before placing non-essential cookies on your device.You may manage your cookie preferences through our cookie banner or browser settings.
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Google Services and Analytics
We may use Google services including:
• Google Analytics 4
• Google Tag Manager
• Google Ads
• Google Forms
• Google MapsThese services may collect information about how visitors use our website.
For further information regarding Google's privacy practices, please visit:
https://business.safety.google/privacy/
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Third-Party Platforms
We may also use third-party platforms and technologies including:
• LinkedIn
• Microsoft
• CRM platforms
• Applicant Tracking Systems
• Marketing automation tools
• Cloud storage providersEach provider processes data under its own privacy and security obligations.
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Complaints
If you have concerns about how we process your personal information, please contact us first so we can try to resolve the matter.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AFWebsite: https://ico.org.uk
Telephone: 0303 123 1113
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Contact Us
For any questions about this Privacy Policy or your personal information, please contact:
Maxwell Stephens Limited
Golden Cross House
8 Duncannon Street
London
WC2N 4JF
Email: info@maxwellstephens.com
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Changes to This Policy
We may update this Privacy Policy from time to time.
Any changes will be published on this page and, where appropriate, notified to you by email or through our website.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.