Hirestone Ltd Privacy Policy

Last Updated: May 2026

1. INTRODUCTION

Hirestone Ltd ("Hirestone", "we", "us" or "our") is the organisation responsible for deciding how and why personal data is processed in connection with our website and our services. Hirestone Ltd acts as the data controller for the purposes of applicable data protection law.

This Privacy Policy explains how we collect, use and protect personal data when individuals:

• visit or use our website; or

engage with us in relation to workforce planning, staffing services and recruitment services provided through our Employers, Hospitality and Logistics divisions.

Please read this Privacy Policy carefully to understand how and why we process personal data and the rights available to you under data protection law.

2. DATA WE COLLECT

We collect and process personal data relating to:

• candidates who apply for roles or are considered for work opportunities;

• clients and prospective clients who enquire about or receive workforce planning, staffing, recruitment or related workforce solutions from us;

• other business contacts and workforce partners involved in the provision of our services; and

• visitors to our website.

The types of personal data we may collect include:

• contact and identification details (such as name, email address, telephone number, job title, organisation and business contact details);

• candidate information (such as CVs, work history, qualifications, skills, right-to-work information and role preferences), where relevant to work opportunities;

• client and prospective client information (such as details about workforce requirements, roles to be filled and related correspondence) including enquiries submitted through our Contact page. including enquiries submitted through our Contact page.;

• technical and usage data (such as IP address, browser type, device identifiers and information about how you use our website); and

• any other information you choose to provide to us in the course of our communications or when using our website or services.

We may collect this information directly from you, from your use of our website, from our clients and workforce partners, and from other lawful third-party sources where appropriate for our workforce planning, staffing, recruitment and related workforce solutions.

3. HOW WE USE YOUR DATA

We use personal data only where we have a lawful basis to do so and for purposes connected to our workforce planning, staffing, recruitment and related workforce solutions and our business operations. This includes:

• assessing candidates for current and future work opportunities, communicating with candidates and maintaining appropriate records of applications and placements;

• responding to enquiries from clients and prospective clients, understanding workforce requirements and providing workforce planning, staffing, recruitment and related workforce solutions;

• managing relationships with clients, prospective clients, business contacts and workforce partners, including contract management, invoicing and service delivery;

• operating, maintaining and improving our website, including monitoring usage, troubleshooting and protecting the security of our systems;

• complying with legal and regulatory obligations, including employment, immigration, tax and data protection requirements; and

• handling queries, requests and complaints, and exercising or defending legal claims.

We do not use personal data for purposes that are incompatible with those described in this policy.

4. LAWFUL BASES FOR PROCESSING

We process personal data only where we have a lawful basis to do so under applicable data protection law.

Depending on the circumstances, these lawful bases may include:

• Performance of a contract.

• Taking steps before entering into a contract.

• Compliance with legal obligations.

• Legitimate interests pursued by Hirestone or its clients, provided those interests do not override individual rights and freedoms.

• Consent, where consent is required by law.

The lawful basis we rely upon may vary on the nature of the relationship and the purpose of processing.

5. DATA SHARING

We share personal data only where it is necessary, proportionate and lawful to do so. Depending on the relationship we have with you, we may share your personal data with:

• clients and prospective clients, where this is necessary to assess and present candidates for work opportunities or to provide workforce planning, staffing, recruitment and related workforce solutions;

• workforce partners and service providers who assist in the provision of our services, where sharing is required for a specific engagement;

• our service providers who supply IT, hosting, communications, analytics, document management, background checking or other operational support services to us;

• our professional advisers (such as legal, accounting or compliance advisers) where this is necessary for advice or for the establishment, exercise or defence of legal claims; and

• regulators, public authorities or law enforcement agencies where we are required to do so by law or where sharing is necessary to protect our rights or the rights of others.

We take appropriate steps to ensure that third parties process personal data securely and only for legitimate purposes, except where they act as independent controllers under applicable law.

6. INTERNATIONAL TRANSFERS

We maintain stringent safety protocols for any data moving across borders. All international transfers rely on approved adequacy decisions or standard contractual provisions to ensure your privacy remains intact.

7. DATA RETENTION

We keep personal data only for as long as it is reasonably necessary for the purposes described in this Privacy Policy and to meet our legal, regulatory and operational requirements.

In practice, this means we may retain:

• candidate information while we consider individuals for work opportunities and for a period afterwards where this is appropriate for future opportunities, record-keeping or legal requirements;

• client, prospective client, business contact and workforce partner information while we have an ongoing relationship with them and for a period afterwards where needed for business records, contract management or legal requirements; and

• website usage and technical information for as long as is necessary to operate, secure and improve our website and to meet legal or regulatory requirements.

We regularly review the personal data we hold and delete or anonymise it when it is no longer needed for these purposes.

8. YOUR RIGHTS

You have certain rights under applicable data protection law. These may include:

• Right of Access – Request a copy of the personal data we hold about you.

• Right to Rectification – Request correction of inaccurate or incomplete personal data.

• Right to Erasure – Request deletion of your personal data where there is a lawful basis to do so.

• Right to Restrict Processing – Request that we limit how we use your personal data in certain circumstances.

• Right to Object – Object to certain types of processing where permitted by law.

• Right to Withdraw Consent – Withdraw consent at any time where processing is based on consent.

If you wish to exercise any of these rights, please contact us using the details provided in this Privacy Policy.

9. COOKIES AND TRACKING

Our website uses cookies and similar technologies to support functionality, improve performance, understand website usage and maintain security. Some cookies are necessary for the operation of the website, while others help us analyse usage and improve the user experience.

You can manage cookie preferences through your browser settings. For more information about how cookies are used, please refer to our Cookie Policy where applicable.

10. DATA SECURITY

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure or alteration.

These measures may include access controls, encryption, secure systems, staff training and other safeguards designed to protect the confidentiality, integrity and availability of personal data.

While no method of transmission or storage can be guaranteed to be completely secure, we take reasonable steps to protect the information we process.

11. CONTACT DETAILS

Registered office:

Hirestone Ltd

124 City Road

London

EC1V 2NX

Email: hello@hirestone.co

UK Contact Number: 0203 918 4288

This document may be updated to reflect new operational changes. Any modifications will be shared on this page, with the effective date adjusted at the top to keep you fully aware of our current practices.