Last updated: 6 September 2025

Privacy Policy

Introduction

Mercury Careers Limited (“Mercury Careers”, “we'', "our ","us’) are committed to protecting the privacy and security of the personal data we collect about customers and users of our services (“you/your”).

The purpose of this privacy notice is to explain what personal data we may come to hold as part of the normal course of doing business. It sets out how we will use and share that personal information.Please read this privacy notice carefully as it provides important information about how we handle your personal information and your rights. It is important that you revisit this privacy notice regularly as we may update this notice (and any supplemental privacy notice) from time to time to reflect how we deliver our services.

If you have any questions about any aspect of this privacy notice you can contact us using the information provided below or by emailing us at [email protected]

Personal data we collect

We collect, use and are responsible for certain personal data about you. When we do so, we are subject to the UK General Data Protection Regulation (“UK GDPR”). Under the terms of the regulation, we are defined as a ‘data controller’ of your personal information.

Your data may be collected directly from you, or from a company of which you are an employee, or indirectly via a third party (for example, through job boards, referees, professional networks, vendor management systems, or legal representatives)

The personal data we may collect includes (but is not limited to):

  • Recruitment and employment services (permanent, temporary and contract placements)

    • Contact details (name, organisation, email, telephone number, address)

    • Curriculum vitae (CV), employment and education history

    • Identification and right to work information (passport, visa, share code, residency status)

    • Criminal records checks (e.g. DBS where legally required)

    • References and professional memberships

    • Payroll, payment and tax information (if engaged via Mercury Careers or our payroll partners)

  • Visa and immigration services (where we facilitate or liaise with legal representatives)

    • Copies of passports, visas and supporting evidence

    • Completed Home Office or solicitor forms, certificates of sponsorship data, and related documentation

  • HR consultancy services

    • Staff or client HR records that you provide to us for advisory purposes

    • Policies, contracts, or employment documentation we prepare on your behalf

  • Business contacts and marketing

    • Newsletter subscriber details (name and email address)

    • Business details, bank and financial details, communication and correspondence

    • Information generated by the work, service or relationship we may have with you

    • Your social media username, if you interact with us through those channels

    • Information gathered by the use of cookies in your web browser and similar technologies such as your IP address and geographical location

We hold and process your information in a way which might reasonably be expected as part of running our business. This is known as a ‘legitimate interest’ and is the ‘lawful basis’ for any activities we undertake with your data.

The exceptions are:

  • Subscribers to our blog/articles, whose personal data is held based on the consent provided at sign-up.

  • Candidate onboarding checks (such as right to work, DBS) which are processed under legal obligation.

  • Contracted HR consultancy or visa support, where the lawful basis is contractual necessity.

How we use your personal data

We will only use your personal information when the law allows us to. Personal information may be used in the following ways:

  • To provide and manage recruitment services (permanent, temporary and contract placements)

  • To facilitate visa and immigration support in partnership with legal representatives

  • To deliver HR consultancy services and provide advice on employment law, payroll and workforce management

  • To manage our relationship with you either as a part of a contract or where we believe we have a legitimate interest to do so

  • To send you informative content via email

  • For internal record keeping

  • To respond to queries, complaints or engagement on social media

  • To periodically send you promotional emails about new products, special offers or other information which we think you may find interesting (where we have a legitimate interest)

  • To analyse data about web page traffic and improve our website in order to tailor it to customer needs

Where personal data is processed because it is necessary for the performance of a contract to which you are a party, we will be unable to provide our services without the required information.

Sharing your data

We may also share some of your personal information with the following third-parties:

  • Payroll and back-office providers / umbrella companies who employ and pay temporary workers on our behalf.

  • Solicitors and immigration advisors where we support visa candidates.

  • Vendor Management Systems and e-sourcing platforms such as Proactis, Matrix SCM and similar frameworks through which public sector procurement is managed. These platforms act as data processors or joint controllers for supplier and candidate information uploaded during accreditation and tendering.

  • Service providers, suppliers or freelancers that have been commissioned in order to carry out our research and to run our business.

We know how important data security is and we will treat your data with the utmost care and take all appropriate steps to protect it. Your data is handled securely and treated in accordance with law. We have policies in place with the above-mentioned third-parties to protect your privacy and keep your information safe:

  • Only the necessary information needed will be provided to perform specific services

  • Your information will only be used for the exact purposes as specified in contracts

  • Your privacy will be respected and protected at all times

Your information may be transferred and stored in countries outside the European Economic Area (EEA), including some that may not have laws that provide the same level of protection of personal information. Where this occurs, we require that appropriate safeguards are in place (such as UK/EU adequacy decisions, standard contractual clauses or equivalent).

How long we keep your data

We will retain your personal data for as long as is necessary for the purpose for which it was collected

  • Candidate recruitment records (CVs, RTW, references, training, etc.) are typically retained for up to 2 years from last contact unless you request otherwise.

  • Payroll, contract and financial records are retained for up to 7 years for legal and audit purposes.

  • Visa and immigration documentation may be retained for as long as necessary to demonstrate compliance with Home Office requirements.

  • HR consultancy files are retained in line with client instructions but generally no longer than 7 years.

At the end of the retention period, your personal data will be securely deleted or anonymised. 

Third party website

Our website may contain hyperlinks to websites owned and operated by third parties. These third party websites have privacy notices separate from our own, so we would strongly suggest that you review them separately before submitting your data. We have no control over, and are not responsible for this third party’s collection, use, and disclosure of your personal information.

Contact us

If you have any questions, or wish to exercise any of your rights, then please email us at [email protected]

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