Wilson Brown Privacy Policy

Wilson Brown Limited is a specialist recruitment and headhunting business. We're registered in England and Wales under company number 15654957, with our registered office at 7 Downing Avenue, Guildford, GU2 7SY.

We're the data controller for the personal information described in this policy. For anything privacy related, email hello@wilsonbrown.io.

We're registered with the Information Commissioner's Office under reference ZB868851.

This policy applies to anyone whose details we handle as part of running our business, including:

• Candidates, whether we've approached you or you've contacted us
• Clients and prospective clients, and the people we deal with there
• Referees and people who refer others to us
• Visitors to our website
• Suppliers and partners

What we hold depends on how we work with you. For candidates it typically includes your name and contact details, current and previous roles, skills, education, CV, salary and package expectations, notice period, location and, where relevant, right to work. We also keep notes from our conversations and, on some calls, transcripts.

For clients and business contacts, it's usually your name, job title, company, business contact details, hiring plans and our correspondence. If you use our website, we collect what you send us through forms. Ploy's built-in analytics sets a visitor-identifier cookie and uses browser storage to measure visits and sessions. It can record pages viewed and traffic sources and may identify a visitor's company or professional details where available. This tracking currently starts before a site-level consent choice. You can block or clear cookies in your browser settings, but that may not stop every form of analytics.

We get this information:

• From you directly, by email, phone, video call, our website or in person
• From public professional sources such as LinkedIn and personal or company websites
• Through referrals from candidates, clients and our wider network
• From clients and colleagues during a hiring process

If we collect your details from somewhere other than you, we'll provide privacy information in line with the law, normally within a month.

If you give us details of referees, please make sure they're happy for us to contact them.

We use your information to run our headhunting service: finding and contacting people about roles, matching candidates with opportunities, managing hiring processes, keeping in touch, winning and serving clients, and running the business day to day.

The law requires us to have a reason, known as a lawful basis, for each use:

• Legitimate interests. Most of what we do relies on this, as finding, contacting and introducing people is the core of our business. We only rely on it where we believe you'd reasonably expect it and it doesn't unfairly affect you. You can object at any time.
• Contract. Where we're entering into or carrying out an agreement with you or your organisation.
• Legal obligation. For example, keeping financial records and meeting recruitment regulations.
• Consent. Where we've specifically asked for it. You can withdraw consent at any time.

Introducing candidates to clients is what we do, so sharing is part of the service. We may share an anonymised summary of your experience with clients to gauge interest. We usually speak to you before sharing your CV or anything that identifies you, and where we have a legitimate interest we may also share your profile with a client we believe has a relevant opportunity. If you'd rather we always check with you first, just tell us and we will.

We may also share information with:

• Service providers who help us run the business (see below)
• Professional advisers such as accountants and lawyers
• Regulators, law enforcement or other authorities where the law requires it
• A buyer or investor if our business is sold, merged or restructured

We never sell your personal information.

We use third-party services for recruitment and outreach, professional sourcing, call notes and transcription, email, accounting and website hosting. These include Sourcewhale, LinkedIn Recruiter, Paraform, Granola, Microsoft 365, Xero and Ploy.

We work with clients in the US, and some of our service providers may store or access information outside the UK. Email hello@wilsonbrown.io if you want to ask about a particular transfer and the protections that apply.

We may contact candidates and business contacts about relevant roles or hiring services by email, LinkedIn or phone. You can ask us to stop by replying to tell us, or by using an unsubscribe link where one is included.

We don't ask for information about your health, ethnicity, religion, sexual orientation or criminal record. If you choose to tell us something like this, for example to arrange an adjustment for an interview, we'll only use it for that purpose and won't share it with a client without your agreement.

We keep information for as long as it's useful for the purposes above, and review it regularly. We review candidate records two years after the last meaningful contact, then delete or anonymise them unless the candidate wants to remain on our books. We keep client contacts during an active relationship and review them two years after the last contact.

Some records, such as contracts, invoices and placement details, we keep for up to six years to meet tax, accounting and legal requirements. If you ask us to delete your details, we may keep a minimal record so we know not to contact you again.

We take steps to protect personal information. If a personal data breach occurs, we will assess it and notify affected people and the regulator where the law requires.

You can ask us to:

• Give you a copy of the information we hold about you
• Correct anything that's wrong
• Delete your information
• Limit how we use it
• Stop using it, including for marketing
• Send it to you or another organisation in a usable format

Email hello@wilsonbrown.io and we'll respond within a month. We may need to confirm your identity first. If you're outside the UK, we'll consider your request in line with the laws where you live.

If you're unhappy with how we've handled your information, please talk to us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

We may update this policy from time to time. The latest version will always be on our website, with the date it was last updated.

Last updated: September 2026