Last Updated: 17 September 2026

1. Who We Are

RGM Partners Ltd (“RGM Partners”, “we”, “our”, or “us”) is a private limited company registered in England and Wales under company number 16615779, with its registered office at Eldo House, Kempson Way, Bury St Edmunds, Suffolk, IP32 7AR, United Kingdom.

We provide recruitment and talent advisory services to companies and professionals across the United Kingdom.

We are a Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are registered with the Information Commissioner’s Office (ICO) with registration reference ZC033298.

Contact us:
hello@rgmpartners.co.uk or +44 (0)20 8135 0837

If you have any questions about this policy or how we process your data, you can contact us at the above email address. You also have the right to complain to the Information Commissioner’s Office (ICO) (www.ico.org.uk).

2. Scope of This Policy

This Privacy Policy explains how we collect, use, and protect personal data relating to:

• Candidates applying for or enquiring about roles;

• Clients, prospective clients and business contacts we identify as potential clients;

• Suppliers and partners;

• Visitors to our website.

3. What Data We Collect

A. Candidates

When you apply for a role or register with RGM Partners, we may collect:

• Full name, contact details (email, phone number, address);

• CV/resume, employment history, skills, education, and qualifications;

• Salary expectations, notice period, and career interests;

• Interview notes and communications during the recruitment process;

• References and feedback from previous employers or referees.

We may also process limited special category data (e.g. health information) only if necessary to make reasonable adjustments during interviews, and always with your explicit consent.

B. Clients and Prospects

We collect:

• Name, job title, employer, business email address, office telephone number and professional profile information (such as LinkedIn);

• Communications, job specifications, and contractual information;

• Payment, billing, and correspondence records.

C. Suppliers and Partners

We collect:

• Business contact and payment details;

• Contractual and correspondence information.

D. Website Visitors

We collect:

• IP address, browser type, device information;

• Usage and analytics data via cookies (see Section 12 below);

• Information provided via contact forms or newsletter sign-ups.

4. How We Collect Your Data

• Directly from you (CV uploads, phone calls, emails, LinkedIn, or form submissions);

• From publicly available sources such as LinkedIn or job boards;

• From business contact data providers (such as Apollo.io and Lusha);

• From referrals or recommendations;

• From clients or referees;

• Automatically through cookies and analytics tools on our website.

5. Legal Basis for Processing

We process personal data under one or more of the following lawful bases:

• To provide recruitment and placement services: Legitimate Interests (matching candidates with opportunities);

• To identify and contact prospective clients, including using business contact details obtained from data providers: Legitimate Interests (B2B business development, with an opt-out option);

• To send marketing to business contacts: Legitimate Interests (B2B marketing, with an opt-out option);

• To keep a suppression list so we do not contact people who have opted out: Legitimate Interests and Legal Obligation;

• To enter into or perform a contract: Contract;

• To comply with legal or regulatory obligations: Legal Obligation;

• To process limited special category data (such as health information needed for interview adjustments): your explicit consent;

• To maintain website functionality: Legitimate Interests (for essential cookies);

• To run website analytics: Consent (for non-essential cookies);

• To handle complaints or legal claims: Legitimate Interests or Legal Obligation.

6. How We Use Your Data

We may use your data to:

• Match you with relevant job opportunities;

• Share your CV with clients (only with your consent);

• Communicate with you about vacancies, interviews, and feedback;

• Maintain business relationships with clients and suppliers;

• Improve our website and services;

• Comply with legal or regulatory requirements;

• Describe a candidate's skills and experience to prospective employers in anonymised form, without identifying them. We will never share your name, contact details or employer details with a client without your consent.

7. Data Sharing

We may share your data with:

• Clients or prospective employers (with your prior consent);

• Technology and infrastructure providers (e.g. Zoho, Dialpad, Apollo, Lusha, Claude, ChatGPT and Microsoft OneDrive, all of which operate under data processing terms appropriate to UK GDPR);

• Professional service providers such as accountants, auditors, or legal advisers;

• Regulators or authorities where legally required.

All third parties are required to maintain data security and use your data only as instructed by us.

8. International Data Transfers

Some of our service providers, and some members of our team, are based outside the United Kingdom. This means your data may be stored in, or accessed from, other countries, including countries in the European Economic Area, the United States, South Africa and India.

Whenever your data is transferred outside the UK, we make sure it is protected to the standard required by the UK GDPR, using one or more of the following safeguards:

• Adequacy regulations: transfers to countries the UK Government has approved as providing adequate protection, such as countries in the European Economic Area;

• The UK–US Data Bridge: transfers to US organisations certified under the UK Extension to the EU–US Data Privacy Framework;

• Contracts approved by the Information Commissioner's Office: where neither of the above applies, we put in place a data transfer agreement in the form approved by the ICO.

You can ask us for more information about the safeguards we use by emailing hello@rgmpartners.co.uk.

9. Data Retention

We keep personal data only for as long as we need it for the purposes set out in this policy, or for as long as the law requires. Our retention periods are:

• Candidate data (CVs, interview notes and communications): up to 3 years from our last contact with you;

• Client and supplier records (contracts and correspondence): up to 6 years after the contract ends;

• Financial and invoicing records: 6 years from the end of the financial year they relate to;

• Referee and reference data: for as long as the related candidate record is kept;

• Marketing contacts (business contact details): until you opt out, or 2 years after our last interaction with you, whichever comes first;

• Opt-out (suppression) records: kept indefinitely (see "If you opt out" below);

• Website analytics and cookies: see Section 12.

If you opt out
If you ask us to stop contacting you, we will stop all marketing to you. We will keep a minimal record of your name, business email address and company on a suppression list. We keep it only to make sure we do not contact you again, including if your details reach us again from another source, such as a business contact data provider. We will not use this record for any other purpose.

When a retention period ends, we securely delete or anonymise the data.

You can ask us to delete your data sooner (see Section 11).

10. AI and Automated Decisions
We use AI tools to help us research prospective clients, draft communications and review applications. People at RGM Partners make all decisions about candidates and clients. We do not make decisions based solely on automated processing that have legal or similarly significant effects on you.

11. Your Rights

You have the following rights under UK GDPR:

• Access – Request a copy of your data;

• Rectification – Request correction of inaccurate data;

• Erasure – Request deletion (“right to be forgotten”);

• Restriction – Request limited processing;

• Data portability – Request transfer to another controller;

• Object – Object to processing based on our legitimate interests;

• Object to direct marketing – you can ask us to stop marketing to you at any time, and we will;

• Withdraw consent – Where processing is based on consent.

To exercise these rights, contact us at hello@rgmpartners.co.uk.
We will respond within one month.

You also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

12. Cookies

Our website uses cookies to improve performance, enhance your experience and understand how the site is used. Some cookies are essential for the website to work. Others are optional and are only set with your consent.

• Essential cookies: enable core website functionality, such as forms and security. Provider: our website platform. Duration: session. Consent required: no;

• Performance cookies: improve speed and responsiveness. Provider: our hosting and content delivery provider. Duration: session. Consent required: no;

• Analytics cookies: measure traffic and usage patterns. Provider: Google Analytics. Duration: 6 to 24 months. Consent required: yes;

• Preference cookies: remember your choices, such as your cookie banner settings. Provider: CookieConsent. Duration: 6 to 12 months. Consent required: yes.
  
  

You can change your cookie preferences or delete cookies through your browser settings at any time.

13. Security

We use organisational and technical measures to keep your data secure, including encryption, access controls, and secure storage via Zoho CRM and Microsoft OneDrive (both of which provide security and data processing terms appropriate to UK GDPR).

14. Links to Other Websites

Our website may include links to third-party sites (e.g., LinkedIn, client websites). We are not responsible for their privacy practices and recommend reviewing their respective policies.

15. Children

We do not knowingly collect or process data from individuals under 16 years of age. If you believe we have received such data, please contact us and we will delete it.

16. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will always be posted on our website with the “Last Updated” date above.

17. Contact

If you have any questions or wish to exercise your rights, contact:

RGM Partners Ltd
Eldo House, Kempson Way, Bury St Edmunds, Suffolk, IP32 7AR
hello@rgmpartners.co.uk or +44 (0)20 8135 0837

You may also contact the Information Commissioner’s Office (ICO) via www.ico.org.uk or by phone at 0303 123 1113.