Okumura Partners Limited Privacy Policy
Introduction
This Privacy Policy sets out the basis on which we, Okumura Partners Limited (the “Company,” “we,” “us,” or “our”), process personal data. We are committed to protecting the privacy and security of the personal data of our candidates, clients, suppliers, and website users.
We are a recruitment business operating in the UK. This policy applies to personal data processed by us in the context of our business activities, which primarily involve connecting candidates with employment opportunities with our clients who are based both in the UK and internationally.
We comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
1. Who We Are
Our full name is: Okumura Partners Limited
Contact Email: ken@okumurapartners.com
2. Information We Collect
We may collect, use, store, and transfer different kinds of personal data about you. The types of data we process depend on your relationship with us, but consists of information necessary to be able to assist candidates in finding new employment opportunities with our clients:
2.1 For Candidates
- Identity Data: Name, title, date of birth, gender, marital status, nationality.
- Contact Data: Postal address, email address, telephone numbers.
- Professional Data: CV/Resume, employment history, qualifications, skills, salary information (current and desired), references, interview notes, right-to-work status, and professional social media profile links (e.g., LinkedIn).
- Sensitive Data (Special Category Data): Health information (e.g., disability status for reasonable adjustments), racial or ethnic origin (where legally required or voluntarily provided for diversity monitoring). We only process this data with your explicit consent or where strictly necessary and permitted by law.
- Technical Data: IP address, browser type (may be collected via our website).
2.2 For Clients and Suppliers
- Identity Data: Name, title.
- Contact Data: Business email address, telephone numbers, postal address.
- Financial Data: Bank account and payment details (for billing and payment).
3. How We Collect Your Data
We use different methods to collect data from and about you, including:
- Direct Interactions: You may give us your Identity, Contact, and Professional Data by filling in forms, submitting your CV, or corresponding with us by post, phone, email, or in person. This includes data provided during registration on our website, job applications, or interviews.
- Third Parties or Publicly Available Sources: We may receive personal data from:
- Job boards and professional networking sites (e.g., LinkedIn).
- Referral agencies.
- Former employers/referees (when conducting reference checks with your permission).
- Our clients (when they provide your details for interview scheduling).
- Corporate websites
- Word of mouth or recommendations by friends, employers, colleagues etc.
- Automated Technologies or Interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns using cookies.
4. How We Use Your Data and the Lawful Basis for Processing
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
| Purpose/Activity | Type of Data | Lawful Basis for Processing (GDPR) |
|---|---|---|
| Providing recruitment services (matching candidates with roles) | Identity, Contact, Professional, Sensitive | Legitimate Interests (to run our business and find you suitable work) and/or Consent (for Special Category Data) |
| Sending job alerts and relevant information | Identity, Contact | Consent |
| Managing our relationship with clients and suppliers | Identity, Contact, Financial | Contractual Necessity and/or Legitimate Interests (to service contracts) |
| Complying with legal obligations (e.g., right-to-work checks, tax laws) | Identity, Professional, Financial | Legal Obligation |
| Dealing with legal claims, audits, and compliance checks | All data types as necessary | Legal Obligation and/or Legitimate Interests (for legal protection) |
| Improving our services and website | Technical | Legitimate Interests (to keep our website updated and relevant) |
5. Sharing Your Personal Data
We may share your personal data with the parties set out below:
- Our Clients: We share Candidate Data with prospective employers (our clients) to assess your suitability for roles. This is typically done with your knowledge and/or consent.
- Service Providers: Third-party providers who perform services for us (e.g., IT and system administration services, payroll providers).
- Regulators and other Authorities: Where we are legally required to do so (e.g., HMRC, police).
- Professional Advisers: Lawyers, bankers, auditors, and insurers.
We require all third parties to respect the security of your personal data and treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. International Transfers
We are based in the UK and have clients based in the UK, the EEA and worldwide. As a result we may transfer your personal data outside the UK (and the European Economic Area (EEA)) but will be doing so with the candidate’s consent. The privacy laws of those countries may differ from those of your own country. Where we have to transfer data to a country which may not habitually provide equivalent data protection standards, we comply with applicable privacy laws in that country and take steps to protect your personal data through contractual arrangements with our clients.
7. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.
We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
For candidates, given the nature of the recruitment sector and the possibility of future suitable roles, our relationship with you is one where we aim to support your career progress and development through potentially multiple different roles. As such, we may retain your data for a period of time which is materially longer than a single one-off placement if we reasonably believe that there will be an ongoing relationship, unless you ask us to remove it earlier.
If you are successful in gaining employment through us, the relevant client or employer will have their own privacy policy regarding the retention of your data.
9. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include:
- The right to be informed about how your data is processed.
- The right of access to your personal data.
- The right to rectification if your data is inaccurate or incomplete.
- The right to erasure (the ‘right to be forgotten’).
- The right to restrict processing of your personal data.
- The right to data portability (to transfer data to another party).
- The right to object to processing based on legitimate interests or for direct marketing.
- The right to lodge a complaint.
- The right to request not to be subject to automated decision making.
- The right to withdraw consent at any time where we are relying on consent to process your personal data.
To exercise any of these rights, please contact us using the details in Section 1. We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
- Baseless, excessive or repeated requests, or
- additional copies of the same information.
We may also be entitled to refuse to act on the request.
We will respond as soon as we can.
10. Complaints
If you have any concerns or complaints regarding the processing of your personal data, please contact us first so we can try to resolve the issue for you.
You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
11. Changes to this Privacy Policy
We review our privacy policy regularly. This version was last updated on 18 March 2026. We will post any updates on our website.