Privacy
Privacy notice
How we collect, use and protect personal data.
This notice explains how EM4Y Ltd ("EM4Y", "we", "us") collects and uses personal data about candidates, the people we work with at our clients, and visitors to this website. We are committed to handling your data fairly, securely and only for the purposes described here.
1. Who we are
EM4Y Ltd is the controller of your personal data. We are a private limited company registered in England and Wales (company number 16494553).
81 Pavilion Fulham, Chester House81-83 Fulham High Street
London SW6 3JW
United Kingdom
For any question about this notice or your data, contact Emily Edwards, Founder and CEO, at emily.edwards@em4y.org.
2. Who this notice covers
- Candidates: people we approach about roles, or who contact us about their career.
- Client contacts: people at organisations we recruit for, or might recruit for.
- Referees and website visitors.
3. The data we collect
Candidates
- Name, contact details and location.
- Your CV, career history, qualifications, skills and languages.
- Current and expected salary and benefits, notice period and what you're looking for in your next role.
- Notes from our conversations, interview feedback from our clients and, with your agreement, references.
- Right-to-work information, only where it is needed for a specific role.
We do not ask for special category data (such as health, ethnicity or religion). If you choose to share it with us, for example to request adjustments for an interview, we will use it only for that purpose and with your explicit consent.
Client contacts
Your name, job title, business contact details, and information about the roles and teams we are recruiting for.
Website visitors
This website does not use cookies, analytics or tracking tools, and our fonts are served from our own server rather than a third party. Our hosting provider may keep short-term server logs (such as IP address, browser type and pages requested) to keep the site secure and working.
4. Where we get your data
- From you directly, for example when you send your CV, speak with us or book a call.
- From professional networking sites such as LinkedIn and other public professional sources.
- From people who refer or recommend you to us.
- From our clients, for example interview feedback.
If we obtain your data from someone other than you, we will tell you and point you to this notice when we first contact you, and within one month at the latest.
5. How we use your data and our legal basis
| What we do | Legal basis (UK GDPR / EU GDPR) |
|---|---|
| Identify and approach candidates for roles we are working on | Our legitimate interests in running an executive search business (Art. 6(1)(f)) |
| Assess your suitability, arrange interviews and support you through a process | Legitimate interests; steps taken at your request before entering into a contract (Art. 6(1)(b) and (f)) |
| Send your CV or profile to a client | Your consent, which we ask for before each introduction (Art. 6(1)(a)) |
| Keep in touch about future roles that match your interests | Legitimate interests; you can ask us to stop at any time (Art. 6(1)(f)) |
| Manage relationships and contracts with clients, including invoicing | Performance of a contract; legitimate interests (Art. 6(1)(b) and (f)) |
| Respond to enquiries sent to us | Legitimate interests (Art. 6(1)(f)) |
| Keep records and meet legal and regulatory obligations | Legal obligation (Art. 6(1)(c)) |
Where we rely on legitimate interests, we have balanced them against your rights. You can object at any time (see section 9). We do not make decisions about you using solely automated means.
6. Who we share your data with
- Clients considering you for a role, only with your agreement.
- Service providers who help us run our business, such as email, IT, file storage and meeting scheduling providers (for example Calendly when you book a call). They may only use your data on our instructions.
- Professional advisers such as accountants and lawyers, where necessary.
- Authorities where we are required to by law.
We never sell your personal data.
7. International transfers
We recruit across the United Kingdom, the European Economic Area and the United States, so your data may be transferred between these regions. Transfers between the UK and the EEA are covered by adequacy decisions. For transfers to the US or elsewhere we use appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum, the EU Standard Contractual Clauses, or the EU-US Data Privacy Framework and its UK Extension where the recipient is certified. Contact us for more information.
8. How long we keep your data
- Candidates: up to two years after our last meaningful contact with you, after which we delete or anonymise it, unless you ask us to delete it sooner or a placement means we must keep certain records for longer.
- Client contacts: for as long as we have a business relationship, and up to six years afterwards for legal and accounting purposes.
- Enquiries that don't lead to a relationship: up to twelve months.
9. Your rights
You have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data erased;
- restrict how we use your data;
- object to our use of your data based on legitimate interests, and to direct marketing at any time;
- receive your data in a portable format;
- withdraw your consent at any time, without affecting anything we did before.
To use any of these rights, email emily.edwards@em4y.org. We will reply within one month. There is normally no fee.
10. Complaints
Please contact us first so we can try to put things right. You also have the right to complain to a data protection authority. In the UK this is the Information Commissioner's Office (ico.org.uk, 0303 123 1113). If you live or work in the EU, you can complain to the authority in your country; in Germany, this is the data protection authority of your federal state.
11. Security
We use appropriate technical and organisational measures to protect your data, including access controls, encrypted devices and secure business email.
12. Links to other sites
This site links to LinkedIn and Calendly. When you use those services, their own privacy policies apply.
13. Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed.