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Privacy Policy

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  • Privacy Policy

Who we are

Hodfin (“we” “us” our”) is a recruitment consultancy working within the technical & engineering industry. Hodfin is the face of our company and the brand name we use for marketing and advertising our services. Our role is to source, assess and submit suitably qualified candidates to our client companies.Our services include, but are not limited to, the interviewing and submission of candidates, advertising of client vacancies, updating existing users of our services and advising of market conditions.All services are governed by human intervention and are not reliant on any totally automated assessment.

This policy

This privacy policy explains how we gather, use and protect any information that you may provide to us when using this website ( or applying for a position we are recruiting for via any external source. It applies whether we are in the process of helping you find a job, continuing our relationship with you once we have found you a role, providing you with a service, receiving a service from you or are using your data to ask for assistance in relation to one of our candidates.

As a business we are committed to ensuring that we comply with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) Act and are committed to protecting the privacy of our candidates, clients and users of our website and services. We will ensure that the information you submit to us by way of our website or through any of the third-party sites we advertise on is only used for the purposes set out in this policy. Should we ever ask you to provide additional personal information by which you could be identified, this information will only be used in accordance with this privacy policy and GDPR guidelines.

We may need to amend this Privacy Policy from time to time so please do visit this page to stay up to date as we will post any changes here.

How we collect your personal data

Any details that you may submit to us via this website or any of the job boards we advise on, will be stored by us and will be accessible by consultants directly employed by HODFIN.The information will be collated from that contained in a CV, given to us by you, or from a third party job board and stored on our secure recruitment software. It is also possible that we will store information given to us by other people about you such as references, results of testing etc

The personal data we collect will be used to assess your suitability against a job role which matches your skill set, review against all vacancies that may be of interest and submit your details to a client after we have discussed it with you and gained your verbal consent.

Our legal basis for processing personal data:

  • To maintain our business relationship, where you are the user of our website, a client, candidate or supplier

  • To answer your enquiries

  • For the performance of a contract with you or to take steps to enter into a contract to comply with our legal obligations

  • Where necessary to protect your vital interests

  • To establish suitability for the role/s being applied for on behalf of our clients

For our legitimate interests as follows, and your interests and fundamental rights do not override these interests.

To trusted third parties to provide services that you or our clients have requested such as reference, qualification or criminal records checks.

  • Where you have expressed an interest in a role that we have advertised, to establish suitability to the criteria of the role

  • Where HODFIN is the first stage of the screening process for sourcing and assessing candidates to carry out the outlined service on behalf of clients

Disclosure of Personal Information

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

The Type of Personal Data we collect

Candidate Data

Depending on the circumstances we may collect some or all of the information below. We do this to enable us to offer you employment opportunities which are tailored to your circumstances and interests.

  • Full Name

  • Contact Details

  • Employment Details

  • Referee Details

  • Right to Work details

  • Driving License Status

  • Details of Criminal Convictions if relevant for the role

  • Details on your current remuneration package & benefits

  • Relevant Qualifications

  • Extra information you choose to tell us

  • Additional information we may find from a 3rd party source such as a job board

Client Data

When working on behalf of a client the information we collect is limited. We will need to collect and use information about individual contacts within your organisation.This will include, but is not limited to name, position, contact details and relevant information to carry out services such as sourcing candidates to a brief or for notifying you of other services likely to be relevant and useful such as advertising and response management options. We will also hold information relating to your online engagement with Candidate profiles. We may on occasion ask for your bank details to perform credits to your account.

Supplier Data

If you are a supplier to us, we will require information to ensure that our process and service level standards are operating at the highest possible levels. We will need to store the names and contact details of individuals that we will be dealing with in your organisation as well as bank details so that we can pay for the goods and services you provide to us.

Other Individuals - People Whose Data we Receive from Candidates such as Referees

If you are a referee we will need confirmation about what you already know about our candidate so they can source the right position.To ask for a reference we would need the referee contact details i.e. name, email, telephone number, position within the company.

How we collect your data

There are three main ways we collect data about Candidates, Clients and Suppliers

Candidate Data

Personal details you supply us by:

Emailing details to us

Filling in details on our website

Verbally providing details to a consultant


Personal data received from other sources:

We may obtain information about you from third party sources such as job sites or LinkedIn

If you were referred to us, the person referring you many share personal information with us.

Our clients may share information about you with us.


Personal Data we collect Automatically:

If you click on our website or an email from us then we may track how you got in touch.

Client Data

Personal details you supply to us:

Where you contact us proactively by phone or email

Where we contact you through business development

Personal data received from other sources:

From third parties such as candidates providing you as a reference

From an event list, advertising or marketing lists

Personal Data we collect automatically;

When you click on our website or an email we send you we may automatically collect data

Supplier Data

Personal details you supply to us

When you contact us as part of a business process

As part of a supplier contract

Personal Data we collect automatically;

When you click on our website or an email we send you we may automatically collect data

How we use your information and why do we need to collect and store it


We are technical recruiters so our main aim is to match the right candidate with the right job. To this end we may use your personal data for the following purposes:

  • To collect your data from sources such as job boards and LinkedIn

  • To store your details so we can contact you about relevant recruitment opportunities

  • To check the data we have about you against vacancies we think may be suitable

  • To send your information to clients to check your suitability for vacancies

  • To facilitate the submission of your CV to companies with your permission

  • To carry out our obligations arising from any contracts entered into between us

  • To carry out our obligations arising from any contracts entered into between HODFIN and third parties in relation to your recruitment

  • To send you relevant marketing material or other communications which we think may be of interest for you.

All our recruitment involves human decision-making. We currently do not use fully automated technologies


As technical recruiters we aim to provide you with the best candidates and may use your data as follows to enable this by:

  • Storing your details so we can contact you in relation to recruitment

  • Keeping notes about our conversations and meetings so we can provide the best possible service.

  • Undertaking occasional customer satisfaction surveys

  • Occasionally using your data as part as a legal defence claim.


Any personal data collected from you will only be used for:

  • Contacting you in relation to our agreement

  • Obtaining support services from you

  • Performing certain legal obligations

  • Occasionally using your data to establish, exercise or defend legal claims.

People whose data we receive from Candidates

If we have been given your details by a candidate as a referee we will contact you to take up a reference. This is an important part of our service to our clients and may be vital for securing a new role.

If any of our Clients, Candidates, Suppliers or people whose data we receive from Candidates object to us holding your data then they are free to contact us.

Disclosure of Personal Data to Third Parties

  • Where the law or any legal obligation requires it such as HM Revenue and Customs, regulators, legal advisers and other authorities

  • Professional advisers carrying out functions on our behalf such as accountants, lawyers, bankers and insurers

  • Third party outsources IT storage solutions such as our ATS (Applicant Tracking System)

  • Candidates: potential employers to help you find suitable employment

  • Candidates: third parties to provide references, check criminal convictions, qualification confirmation.

Safeguarding your Personal Data

We take all reasonable and appropriate processes to protect personal data against misuse, loss or unauthorised access. We use a professional Applicant Tracking System to protect your data which has processes in place to deal with any suspected data breaches.

How long will we keep your Data

We will keep your personal data for three years after the last date of contact, unless there is a legal or regulatory requirement to keep it for longer

By “contact” we mean verbal, text, email or if you have submitted a CV.

Your Rights

You have a number of rights under data protection law.In order to exercise these rights we would require you to verify your identity and except in rare cases we will respond to you within one month of the date on which we have confirmed your identity.

Request Access

You are entitled to request a copy of the information we hold about you at any time.We will not charge for this unless your request is “manifestly unfounded or excessive” when we reserve the right to charge a reasonable fee to comply with your request. Data protection legislation may allow or require us to refuse your request. If this is the case we will tell you why, subject to any legal or regulatory restrictions.

Correct your personal information

If you feel the personal data we hold about you is incorrect you can ask us to amend it.To help us maintain accurate and relevant information please keep us up to date of any changes to your personal information.

Right to Withdraw

Where we rely on your consent as the legal basis for processing your personal data you have the right to withdraw consent at any time.

Right to be Removed

You may ask for your personal information to be removed from our systems at any time. There are certain circumstances where we may refuse this request such as:

  • To comply with legal obligations

  • To exercise or defend a legal case

  • For accounting purposes

Equal Opportunity

HODFIN is an equal opportunities employer and a company committed to diversity. This means that all job applicants and members of staff will receive equal treatment and that we will not discriminate on grounds of gender, marital status, race, ethnic origin, colour, nationality, origin, disability, sexual orientation, religion or age.


A cookie is a data file that a website sends to your computer via your web browser. These files are quite safe as they are unable to spread any type of virus to your computer. Cookies are usually used to provide websites with user information for such activities as the tracking of web traffic (this would be done on an aggregate basis so as to keep users anonymous). Sites that have sent cookies to your computer will appear to ‘remember’ visitor information such as logins, preferences and other viewing habits.

Most web browsers will automatically accept cookies, however if you would prefer to decline them being sent to your computer, you should be able to modify your browser settings to do this. Please bear in mind though that doing so may prevent you from taking full advantage of this website.


If you have any enquiries you can contact us on

Lesley Finnih 07977 901 333