Privacy Policy
Last updated: 9 July 2026
Reggie & Cole ("we", "us", "our") is a specialist recruitment agency working across software, AI and infrastructure. We take your privacy seriously, and this policy explains what personal data we collect, why, what we do with it, and the rights you have over it.
This policy covers candidates, clients and their contacts, and visitors to our website.
1. Who we are
Reggie & Cole is the "data controller" for the personal data described in this policy. That means we're responsible for how it's collected and used.
Company: Reggie & Cole Limited, company number 15759567
Address: 167–169 Great Portland Street, 5th Floor, London, England, W1W 5PF
Email: hello@reggiecole.io
ICO registration number: ZB696311
Data protection contact: Shaun Taylor, Co-Founder — shaun@reggiecole.io
2. The personal data we collect
If you're a candidate, we may collect:
Name, email address, phone number and location
Your CV, work history, qualifications, skills and references
Right-to-work / eligibility information
Salary expectations, notice period and job preferences
Records of our communications with you and feedback from interviews
If you're a client or a client contact, we may collect:
Name, job title, work email, phone number and company details
Records of our communications, role briefs and hiring requirements
If you visit our website, we may collect:
Usage data (IP address, browser type, pages visited, time and date) via cookies and similar technologies (see section 10)
Any information you enter into our contact form
We do not knowingly collect data from anyone under 18 (see section 11).
3. How we collect your data
We collect personal data when you:
Contact us, apply for a role, or send us your CV
Register your details or interest with us
Are put forward to us by a referral or a mutual contact
We also source candidate data from public professional sources such as LinkedIn, job boards and CV databases, where people have made their details available for recruitment purposes. If we contact you this way, we'll always tell you where we found your details and give you the chance to opt out.
4. How we use your data, and our lawful bases
Under UK GDPR we must have a "lawful basis" for using your data. Ours are:
Legitimate interests — to run our recruitment business: sourcing candidates, matching people to roles, contacting candidates about relevant opportunities, and managing client relationships. We've balanced this against your rights and believe our use is reasonable and expected. You can object at any time (see section 9).
Consent — where you've agreed, for example to us keeping your details on file for future roles, or to marketing emails. You can withdraw consent at any time.
Performance of a contract — to deliver our services to clients and, where applicable, to you.
Legal obligation — to meet legal and regulatory requirements (for example, right-to-work checks and tax/record-keeping duties).
Specifically, we use your data to:
Match candidates to suitable roles and put candidates forward to clients
Arrange interviews, pass on feedback and support people through the hiring process
Manage our relationships with clients and fulfil role briefs
Send relevant updates or opportunities (where you haven't opted out)
Improve our website and services
Meet our legal and regulatory obligations
5. Who we share your data with
Recruitment only works by connecting people, so we share data in specific, limited ways:
With clients (employers): if you're a candidate we're representing, we share relevant details (such as your CV and suitability for a role) with the client hiring for that role. We will always make you aware before we put you forward, and we act on your instructions.
With service providers: trusted third parties who help us run the business — for example our CRM, IT, email and website providers — who process data on our behalf under contract and only on our instructions.
Where legally required: to comply with the law, respond to valid requests from authorities, or protect our legal rights.
In a business sale or transfer: if the business is sold or restructured, data may transfer to the new owner, who would be bound to protect it.
We do not sell your personal data.
6. International transfers
We're based in the UK and also work with clients and candidates in the United States. This means your data may be transferred to, or accessed from, outside the UK.
Where we transfer personal data outside the UK, we make sure appropriate safeguards are in place, such as transfers to countries the UK deems "adequate", or using the UK's International Data Transfer Agreement (IDTA) or equivalent contractual protections.
7. How long we keep your data
We only keep personal data for as long as we need it:
Candidate data: we typically keep candidate details for 24 months from our last meaningful contact with you, after which we review and either delete it or, with your consent, keep it on file for future roles.
Client data: kept for the duration of our relationship and for a reasonable period afterwards for legitimate business and legal reasons.
Legal/financial records: kept for as long as the law requires (for example, tax records).
Website usage data: kept for a shorter period, used for analytics and security.
You can ask us to delete your data at any time (see section 9), and we will unless we have a legal reason to keep it.
8. Data security
We take reasonable technical and organisational measures to keep your data secure and prevent unauthorised access, loss or misuse. No system is ever 100% secure, but we work hard to protect your information and to keep our systems and suppliers up to standard.
9. Your rights
Under UK data protection law you have the right to:
Be informed about how we use your data (this policy)
Access the personal data we hold about you (a "subject access request")
Rectify inaccurate or incomplete data
Erase your data ("right to be forgotten"), where there's no overriding reason to keep it
Restrict how we use your data in certain circumstances
Object to us using your data for our legitimate interests or for marketing
Data portability — to receive your data in a portable format
Withdraw consent at any time, where we rely on consent
Rights in relation to automated decision-making — we don't make decisions about you by automated means without human involvement
To exercise any of these, contact us at hello@reggiecole.io. We'll respond within one month. There's normally no charge.
10. Cookies
Our website uses cookies and similar technologies to make it work and to help us understand how it's used.
Essential cookies keep the site working and secure.
Analytics/functional cookies help us improve the site.
Non-essential cookies are only used with your consent, which you can manage through our cookie banner or your browser settings.
11. Children
Our services are aimed at working professionals and are not intended for anyone under 18. We don't knowingly collect data from anyone under 18. If you believe we hold data about a minor, please contact us and we'll remove it.
12. Changes to this policy
We may update this policy from time to time. We'll post any changes on this page and update the "Last updated" date at the top. For significant changes we'll take reasonable steps to let affected people know.
13. Contact us & how to complain
If you have any questions about this policy or your data, contact us:
Email: hello@reggiecole.io
Phone: 07307 291693
Post: Reggie & Cole, 167–169 Great Portland Street, 5th Floor, London, England, W1W 5PF
Contact form: https://www.reggiecole.io/contact-us
If you're unhappy with how we've handled your data, please tell us first so we can put it right. You also have the right to complain to the UK's data protection regulator:
Information Commissioner's Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline: 0303 123 1113 Website: ico.org.uk
Email: hello@reggiecole.io
Phone: 07307 291693
Post: Reggie & Cole, 167–169 Great Portland Street, 5th Floor, London, England, W1W 5PF
Contact form: https://www.reggiecole.io/contact-us