Cookie Policy

 

Website Users and Cookies

When you visit our website, there is certain information that we may automatically collect. This can include your IP address, the date, time and frequency with which you access the website and the way you browse our content. We will also collect data from when you contact us via the website including our live chat function.

1. How do we use your information?

Candidate Data

The main reasons for us using and processing Candidates’ personal data is to help them find employment and assignments which may be suitable for them. Collecting Candidates’ data allows us to better respond to their individual needs and personalise their experience. We may also use Candidate information to improve our systems based on their feedback, improve customer service and to send periodic emails with information and updates.

Client Data

The main reason for us using and processing information about our Clients is to ensure that our services can be targeted in a meaningful way and agreements can be fully implemented to ensure a smooth business relationship. The more accurate information we have from our Clients, the better the service we can provide to them.

Supplier Data

The main reason for us processing Supplier information is to ensure that contract agreements between us can be fully implemented to ensure a smooth business relationship and to comply with any legal requirements.

Prospect Client and Supplier Data

The main reason for us using information about prospect Clients and Suppliers is for potential marketing and business development purposes in the future.

People whose data we receive from Candidates and VHR staff, such as referees and emergency contacts

When helping our Candidates find employment or assignment, we are required to ask for references whereby we will ask for personal data from the referees to verify employment and/or assignment details. We may also use referees’ personal data to contact them in relation to recruitment activities that be may of interest to them. We will also use the personal details of Candidate’s and Employee’s emergency contact numbers in case of an accident or emergency.

Website Users

 

2. Who do we share your personal data with?

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in conducting our business or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our Company policies, or protect ours or others rights, property, or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.

 

3. How do we protect your information?

We understand how important it is to protect your personal information and we will always use our best efforts to take necessary precautions to prevent unauthorised access to, and misuse of, your personal data.

We implement a variety of security measures to maintain the safety of your personal information when we enter, submit, hold or access your personal information. We ensure that there are appropriate technical controls in place to protect your personal data such as encryption. We will review our technical controls and constantly monitor potential risks.

We also ensure that only authorised personnel have access to your data and that they are appropriately trained to manage your personal information.

 

4. How long do we keep your information for?

We retain Candidate, Client and Employee Data securely throughout the duration of the assignment or until the end of a Contract of Services or Employment for a maximum of 6 years after completion of an Assignment or Contract to comply with our legal and audit obligations.

If we have not had an employment or assignment contract with you and we have not had any contact with you for a period of at least three years, we will delete your personal data from our systems unless we believe that the law requires us to keep this information or we believe we have legitimate interest in retaining your personal data.

Where there is no prospect of entering into a contract, we will obtain explicit consent to store the personal data on our database solely for potential marketing and business development purposes in the future.

 

5. How can you access, amend or take back the personal data that you have given us?

If we hold your personal data, you have various rights which allow you to have control of how we use your data or if you would like us to strop processing your personal data. In some circumstances, we may be legally obliged to return your personal data for audit purposes, however these can be discussed with you depending on your requirements.

Under the General Data Protection Regulation, you are granted the following rights:

• Right to be informed: You have the right to be informed on which personal data we hold about you and how we collect, process, manage and store this information. All information on this will be detailed in our Privacy Notice on our website.

• Right of access: You have the right to ask us what information we hold about you at any time which is often referred to as Subject Access Request. We may ask you to verify your identity or ask for more information about your request.

• Right to rectification: You have the right to ask for your inaccurate personal data to be rectified. We will review your request and update you as to whether we can respond to the request.

• Right to erasure: You have the right to ask for your personal data to be erased which is often also referred to as ‘the right to be forgotten’. This applies in certain circumstances which will be fully explained to you.

• Right to restrict processing: You have the right to request for your personal data to be restricted or suppressed in certain circumstances. When your personal data is restricted, we are able to store your personal data but not use it.

• Right to data portability: You are able to request for us to transfer your personal data from us to another data controller. We can respond to such requests by either transferring the data directly to you, or by providing you with a copy in a commonly used machine-readable format.

• Right to object: If we hold your personal data because we deem it necessary for our legitimate interests and you do not agree, you have the right to object.

• Rights related to automated decision making: We do not currently utilise any automated decision-making applications or systems. We will continually monitor this Right and make updates to our policy where required.

PLEASE NOTE: We may ask you to verify your identity or ask for more information about your request. Where we are legally permitted to do so, we may decline your request, but we will explain why if we do so. We will respond to all requests within one month or receipt of your request.

 

6. How do we store and transfer your data internationally?

Virtual Human Resources is a global organisation whereby we are able to deliver our services globally. In order for us to be able to continue delivering our service, we may be required to transfer or store your data internationally. Currently our data is stored in our London Head Office location but is accessible in our global offices.

 

7. Cookies, analytics and similar technologies

Cookies and similar technologies (such as local storage) are small pieces of information stored on your device. We use them to make our website work, to understand how visitors use it, and to improve it.

Except for strictly necessary cookies, we only use these technologies where you have given your consent. You can give or withdraw consent at any time via our cookie banner or the "Cookie settings" link in the footer. Withdrawing consent stops further collection and clears the identifiers already stored on your device.

Website analytics and behaviour tracking. With your consent, we use an analytics service provided by SourceFlow to understand how our website is used. It stores an anonymous, randomly generated visitor identifier on your device and collects: the pages you view, the page you arrived from, campaign parameters in the link you clicked, your screen size, where you click, how far you scroll, mouse movement, and how you interact with the fields of our forms. This tool records which form fields you interacted with and whether you completed them — it does not record what you typed into them. This data is not used to identify you personally and is retained for up to 400 days.

Session recording. With your consent, we may record your visit so we can replay it later to diagnose usability problems — this reproduces the pages you saw and your mouse, scroll and click activity. Text you type into form fields is masked and is not captured, and passwords are never captured. Recordings are retained for up to 30 days and are accessible only to authorised staff.

Chatbot. Our website chatbot stores a transcript of your conversation, the page you were on, your browser type, and any contact details you choose to provide. Responses are generated using a third-party AI service, which processes the content of your messages on our behalf and does not use it to train its models. Please do not enter sensitive personal information into the chatbot.

 

Cookies and similar technologies we use

Name	Type	Purpose	Duration
__sentinel_vid	Local storage	Anonymous visitor identifier for website analytics	Until cleared
__sentinel_sid	Session storage	Distinguishes a single browsing session	End of session
__sentinel_visits	Local storage	Counts repeat visits	Until cleared
sf_src	First-party cookie	Records how you arrived at our site, to tailor content	[N] days

 

You can also control cookies through your browser settings, and we honour "Do Not Track" and Global Privacy Control browser signals.