This Privacy Notice explains how Ovaro Search (“we”, “us”, “our”) collects and uses personal information, and your rights in relation to that information.

We take privacy seriously. If anything in this notice is unclear, contact us using the details below.

1) Who we are (Data Controller)

Data Controller: Ovaro Search
Email: hello@ovarosearch.com
Website: https://www.ovarosearch.com

If you have concerns about how we use your data, please contact us first and we’ll do our best to resolve it.

You also have the right to complain to the UK regulator:
Information Commissioner’s Office (ICO) (https://ico.org.uk)

2) Who this notice applies to

This notice applies to:

Candidates (people we represent or consider for roles)

Clients and client representatives (hiring managers, HR, procurement, interviewers)

Website visitors

Suppliers/partners (where relevant)

3) The personal data we collect

A) Candidate data

We may collect and store:

Identity and contact details (name, email, phone, location)

CV/resume, work history, education, qualifications, skills

Employment preferences (role type, salary, location, notice period, right-to-work status)

Interview notes, assessment notes, feedback (from you and/or clients)

References (where provided), and verification information (where relevant)

Professional online profiles (e.g., LinkedIn) and publicly available information relevant to recruitment

Special category data (sensitive data):
We may process limited special category data if needed (e.g., to make reasonable adjustments for interviews, or for diversity/equal opportunities monitoring where you choose to provide it). We only use this where we have a lawful basis and a specific condition under data protection law (see section 5).

B) Client/prospect data

We may collect:

Name, job title, company details, work email/phone

Notes about hiring needs, role requirements, communications and meetings

Contractual and billing information (where relevant)

C) Website data

When you visit our website we may collect:

Technical data (IP address, device/browser info, approximate location, referral source)

Usage data (pages visited, actions taken)

Cookie and similar tracking data (see section 12)

4) Where we get your data from

We collect data:

Directly from you (e.g., via forms, email, phone, CV uploads)

From your public professional profiles and publicly available sources

From referrals (e.g., people recommending you)

From clients (e.g., interview feedback)

From job boards or networking platforms (where you’ve made your details available)

If we collect your personal data from a source other than you, we’ll provide privacy information within a reasonable time and at the latest when we first contact you (or before we share your data with a client).

5) How we use your data (purposes and lawful bases)

Data protection law requires us to have a “lawful basis” to use your personal data. The main reasons we use data but not exclusive to and the lawful bases we rely on are:

Candidates & Clients

We use candidate data to:

Provide recruitment services (identify suitable roles, discuss opportunities, put you forward for roles, arrange interviews)
Lawful basis: Legitimate interests (running a recruitment business and matching candidates to roles) and/or taking steps at your request prior to a contract.

Communicate with you about roles and your search
Lawful basis: Legitimate interests and/or contract steps.

Verify information you provide (where relevant) and maintain accurate records
Lawful basis: Legitimate interests; legal obligation in some cases.

Comply with legal obligations (e.g., right-to-work or regulatory requirements where applicable)
Lawful basis: Legal obligation.

Establish, exercise, or defend legal claims
Lawful basis: Legitimate interests; legal claims.

Maintain a talent network so we can contact you about future opportunities (you can opt out at any time)
Lawful basis: Legitimate interests (you can object).

Special category data (Article 9)
Where we process special category data, we do so only where necessary and where an appropriate condition applies, such as:

Explicit consent (e.g., where you choose to provide diversity information); and/or

Employment and social protection purposes (e.g., arranging reasonable adjustments); and/or

Legal claims (where needed).

You can withdraw consent at any time (this won’t affect processing already carried out before withdrawal).

Clients / client representatives

We use client data to:

Manage relationships and deliver recruitment services
Lawful basis: Legitimate interests and/or contract.

Communicate about roles, candidates, interviews, and hiring processes
Lawful basis: Legitimate interests and/or contract.

Invoicing, payments, and record-keeping
Lawful basis: Contract; legal obligation.

Marketing (B2B)

We may send business-related updates (e.g., market insights, hiring updates, service information) to client/prospect contacts.

Lawful basis: Legitimate interests (you can opt out at any time)

We do not sell personal data.

Mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. 

If you wish to be removed from receiving future communications, you can opt out by texting STOP, END, CANCEL, UNSUBSCRIBE, or QUIT

6) Who we share your data with

We may share personal data with:

Clients (prospective employers/hiring companies) when considering you for roles
We aim to share your details in a controlled way and typically only when you’ve expressed interest in an opportunity or applied for a role.

Service providers (processors) who support our business, such as:

Website hosting and form providers

Email and communications tools

CRM / applicant tracking systems (ATS)

Cloud storage and document management

IT and security providers

Accounting / invoicing tools

Professional advisers (legal, accounting, insurance) where necessary

Regulators, law enforcement, or courts where we are legally required to do so

Where we use service providers, we require appropriate confidentiality and security obligations.

7) International data transfers

Some of our suppliers (or their servers) may be located outside the UK. If we transfer personal data outside the UK, we will ensure appropriate safeguards are in place (for example, UK adequacy regulations or standard contractual clauses/addendums).

8) How long we keep your data (retention)

We keep personal data only for as long as necessary for the purposes we collected it for, including legal, accounting, or reporting requirements.

Typical retention periods:

Candidates: up to 24 months from our last meaningful contact or activity, so we can consider you for opportunities and maintain accurate records.
You can request deletion earlier (see section 10), and we’ll comply unless we need to keep certain information for legal reasons.

Unsuccessful applicants for a specific role: typically up to 12 months, unless you ask us to keep your details for future roles (or you remain active with us).

Client/prospect contacts: for as long as we have an active business relationship, and typically up to 24 months after last contact.

Contracting, invoicing and financial records: typically 6 years (to meet legal/tax obligations).

9) Keeping your information secure

We use appropriate technical and organisational measures designed to protect personal data, including access controls, secure storage, and supplier due diligence. No system is 100% secure, but we work to protect your data and reduce risk.

10) Your rights

Under UK GDPR, you have rights including:

Right of access (ask for a copy of your data)

Right to rectification (correct inaccurate/incomplete data)

Right to erasure (request deletion in certain circumstances)

Right to restrict processing

Right to data portability (in certain circumstances)

Right to object (especially where we rely on legitimate interests or direct marketing)

Right to withdraw consent (where we rely on consent)

To exercise your rights, contact us at hello@ovarosearch.com
You can also complain to the ICO if you are unhappy with how we handle your data.

11) Automated decision-making

We do not make decisions about you using solely automated decision-making (without human involvement) that produce legal or similarly significant effects.

12) Cookies and analytics

Our website may use cookies and similar technologies to:

Make the website work properly

Understand how visitors use the site

Improve performance and content

You can manage cookies via our cookie banner/settings and your browser controls. 

13) Links to other websites

Our website may include links to third-party sites. We are not responsible for their privacy practices. Please review their privacy notices.

14) Changes to this notice

We may update this notice from time to time. The latest version will always be published on our website and we’ll update the “Last updated” date at the top.

15) Contact

For privacy questions or requests:
Email: hello@ovarosearch.com

Continued.

Ovaro Search Limited SMS Terms and Conditions
1. Introduction
Ovaro Search Limited may disclose Personal Data and other information as follows:

○ Third Parties that Help Provide the Messaging Service: We will not share
your opt-in to an SMS short code campaign with a third party for purposes
unrelated to supporting you in connection with that campaign. We may share
your Personal Data with third parties that help us provide the messaging service,
including, but not limited to, platform providers, phone companies, and other
vendors who assist us in delivering text messages.

○ Mobile information will not be shared with third parties/affiliates for
marketing/promotional purposes. All the above categories exclude text
messaging originator opt-in data and consent; this information will not be
shared with any third parties.

○ Additional Disclosures:

■ Affiliates: We may disclose Personal Data to our affiliates or
subsidiaries; however, their use and disclosure of your Personal Data will
be subject to this Policy.

All the above categories exclude text messaging originator opt-in data
and consent; this information will not be shared with any third parties.

2. Purpose of SMS Notifications

Our SMS notifications are designed to:

○ Remind you of your job opportunities.
○ Inform you of interview scheduling and confirmations, and other essential
updates regarding your employment related to Ovaro Search Limited.

3. Opt-In and Consent

By providing your phone number and opting into our SMS notifications, you confirm that
you are the owner or authorized user of the phone number provided. You consent to
receive recurring automated text messages (SMS, MMS) from us regarding your job
opportunities and other important notifications. Consent is not required to make any
purchase from us. Message frequency may vary, but you can generally expect to receive
between 1-5 messages per week.

4. Opt-Out Instructions
Your consent to receive automated texts is entirely voluntary. You may opt-out at any
time:

○ To stop receiving messages, reply “STOP”, to any SMS message from us.
○ You may also email us at hello@ovaroseach.com with your opt-out request.

After you opt out, you will receive a final confirmation message, and no further
messages will be sent to your number unless you re-enroll.

5. Help and Support
If you are experiencing issues with our SMS notifications or need assistance, you can:

○ Reply with the keyword “HELP” to any message.
○ Email us directly at hello@ovarosearch.com.

6. Message and Data Rates
Standard message and data rates may apply for any messages sent to you from us and
from you to us. Please consult your mobile service provider for details regarding your
text plan or data rates.

7. Privacy and Data Security
We value your privacy and are committed to protecting your personal information. Your
data will be used solely for the purposes described in this policy, such as managing your
service appointments, processing payments, and ensuring proper communication
regarding your services.

We do not sell, rent, or share your personal information with third parties for marketing
purposes. We may share your information with third parties only as required by law, for
billing and payment processing, or to fulfill our contractual obligations.

8. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes
for which it was collected, including legal, accounting, or reporting requirements. After
this period, your data will be securely deleted or anonymized.

9. Compliance with Regulations
We comply with all relevant laws and regulations, including the Telephone Consumer
Protection Act (TCPA) and CTIA guidelines. Our practices ensure that you can easily
manage your preferences, and we provide clear instructions for opting in or out of our
SMS notifications.

10. Indemnification
You agree to indemnify, defend, and hold us harmless from any privacy, tort, or other
claims, including claims under the TCPA or any state law equivalents, arising from your
voluntary provision of a telephone number that is not owned by you and/or your failure to
notify us of any changes to your mobile telephone number.

11. Participation Requirements

To participate in our SMS notifications service, you must:
● Be 18 years of age or older.
● Own a wireless device capable of two-way messaging.
● Be a subscriber to a wireless service with text messaging capabilities. Please note that
not all mobile carriers support this service.

12. Dispute Resolution and Arbitration
By using our SMS notifications service, you agree to resolve any disputes with us on an
individual basis and not as part of any class or representative action. You waive your
right to a trial by jury and agree that any claims will be resolved through final and binding
arbitration. If you do not agree to these terms, please do not participate in the service.

13. Miscellaneous
You warrant and represent that you have the necessary rights, power, and authority to
agree to these Terms and Conditions and that your participation in this service does not
violate any other contract or obligation. If any provision of this Agreement is found to be
unenforceable or invalid, the remaining provisions will remain in full force and effect.

We reserve the right to modify these Terms and Conditions at any time. Any updates will
be communicated to you via SMS or email, and your continued participation in the
service constitutes acceptance of the modified terms.

14. Contact Information
If you have any questions or concerns about these Terms and Conditions or our privacy
practices, please contact us at:
● Email: hello@ovarosearch.com
● Phone: 01977 358011
● Mailing Address: 33 Longdale Drive, South Elmsall, West Yorkshire WF9 2AZ