Privacy Policy

Hampshire Barnes Ltd trading as CVHound.com · Version 1.0 · Effective 5 June 2026

This Privacy Policy explains how Hampshire Barnes Ltd, trading as CVHound.com, collects, uses, stores, shares, transfers, and protects personal data when you access or use CVHound.com.

This Privacy Policy applies to candidates, jobseekers, employers, hiring companies, employer representatives, HR contacts, accounts contacts, finance contacts, hiring managers, website visitors, and any other person who accesses or uses CVHound.com.

CVHound.com is operated by Hampshire Barnes Ltd, a company registered in England and Wales.

If you do not agree with this Privacy Policy, you should not use CVHound.com.

1. Who We Are

CVHound.com is operated by Hampshire Barnes Ltd, a specialist Data Centre recruitment company registered in England and Wales.

In this Privacy Policy, “CVHound.com”, “CVHound”, “we”, “us”, or “our” means Hampshire Barnes Ltd trading through the CVHound.com platform.

Hampshire Barnes Ltd is the data controller for the personal data described in this Privacy Policy, except where we explain that another party, such as an Employer, acts as an independent controller for its own processing.

Company: Hampshire Barnes Ltd
Company Number: 07363546
VAT Number: GB 103 225 570
Registered Office: Boundary House, Cricket Field Road, Uxbridge, Greater London, UB8 1QG
Email: info@cvhound.com

2. About CVHound.com

CVHound.com is an online recruitment technology platform that allows Candidates to upload CVs or resumes, build searchable Profiles, and make themselves visible to subscribed direct Employers and to Hampshire Barnes Ltd for genuine recruitment purposes.

CVHound.com helps Employers source Candidates directly and reduce reliance on traditional recruitment agencies.

Hampshire Barnes Ltd may use Candidate CVs, resumes, Profiles, AI Output, and related Candidate Data to identify suitable employment, contract, consultancy, freelance, temporary, permanent, fixed-term, project-based, or other paid work opportunities for Candidates.

Hampshire Barnes Ltd may contact Candidates about roles it is recruiting for on behalf of its own clients where the Candidate has created an account, uploaded a CV or resume, made a Profile searchable, or otherwise consented to recruitment contact.

CVHound.com is not an employer of Candidates and does not make final hiring decisions on behalf of Employers.

3. Key Definitions

In this Privacy Policy:

“Candidate” or “Jobseeker” means an individual who creates a candidate account, uploads a CV or resume, builds a Profile, makes themselves searchable, or otherwise uses CVHound.com to seek work opportunities.

“Employer” means a company, organisation, hiring entity, internal recruitment team, authorised company representative, HR contact, accounts contact, finance contact, hiring manager, or business user that uses CVHound.com to search for, review, contact, interview, shortlist, or hire Candidates.

“Platform” means the CVHound.com website, software, database, employer dashboard, candidate dashboard, candidate search tools, communication tools, AI-assisted processing tools, matching tools, profile tools, billing tools, document upload tools, email response tools, secure email links, and related services.

“Profile” means a Candidate’s CV, resume, profile information, AI-generated summary, skills, work history, qualifications, location, availability, salary expectations, preferences, role interests, work authorisation details, and other information submitted to or generated by the Platform.

“Candidate Data” means any personal data, CV information, resume information, employment history, skills, qualifications, experience, location, availability, salary expectations, profile information, communications, interview records, Offer Letters, salary information, platform activity records, or other information relating to a Candidate.

“Employer Data” means information relating to an Employer, including company details, user account details, HR contact details, accounts contact details, finance contact details, subscription information, billing information, search history, candidate views, interview requests, hiring activity, communications, Offer Letters, invoice records, secure-link responses, and Platform activity.

“AI Output” means information extracted, summarised, structured, classified, ranked, suggested, matched, parsed, or generated by artificial intelligence tools used by CVHound.com to process Candidate CVs, resumes, Candidate Profiles, employer searches, Offer Letters, salary information, or related Platform data.

“Offer Letter” means an offer letter, employment contract, contractor agreement, statement of work, written offer, salary confirmation, or other document showing the Candidate’s actual agreed starting salary, rate, remuneration, start date, or engagement terms.

“Secure Email Link” means a unique link sent by CVHound.com to an Employer-supplied contact email address that allows the recipient to confirm, reject, update, or respond to a start-confirmation request, pro-forma notice, invoice query, placement record, or other Platform workflow without logging into the Employer account.

“Applicable Data Protection Laws” means all applicable privacy and data protection laws that may apply to the relevant processing activity, including, where applicable, the UK GDPR, the Data Protection Act 2018, the EU GDPR, and any local privacy or data protection laws that apply in the relevant country or territory.

4. Personal Data We Collect

The personal data we collect depends on whether you are a Candidate, an Employer, HR contact, accounts contact, finance contact, hiring manager, or website visitor.

4.1 Candidate Data

We may collect and process the following Candidate Data:

  1. name;
  2. email address;
  3. telephone number;
  4. LinkedIn profile URL;
  5. CV content;
  6. resume content;
  7. employment history;
  8. past employer names;
  9. job titles;
  10. education history;
  11. qualifications;
  12. certifications;
  13. skills;
  14. sectors and industries worked in;
  15. salary expectations;
  16. day rate or contract rate expectations;
  17. notice period;
  18. availability;
  19. preferred work locations;
  20. remote, hybrid, or on-site preferences;
  21. work authorisation or right-to-work information;
  22. profile photo, if uploaded;
  23. account credentials, including password stored in hashed form;
  24. AI Output generated from CVs, resumes, Profiles, or related documents;
  25. interview request activity;
  26. expected start date;
  27. actual start date;
  28. hire-status information;
  29. Candidate Bonus eligibility records, where a Candidate Bonus is offered;
  30. communications with CVHound.com, Hampshire Barnes Ltd, and Employers;
  31. profile views, shortlist records, and Platform activity logs;
  32. consent, upload acknowledgement, and account status records.

Candidates should avoid uploading unnecessary sensitive or special category personal data unless it is genuinely relevant to their job search and they are comfortable sharing it.

4.2 Employer Data

We may collect and process the following Employer Data:

  1. contact name;
  2. job title;
  3. work email address;
  4. telephone number;
  5. company name;
  6. company registration number;
  7. VAT number or tax identification details;
  8. business type;
  9. website URL;
  10. LinkedIn URL;
  11. owner contact details;
  12. HR contact details;
  13. recruitment contact details;
  14. hiring manager contact details;
  15. accounts contact details;
  16. finance contact details;
  17. billing details;
  18. subscription details;
  19. payment status;
  20. account credentials, including password stored in hashed form;
  21. search history;
  22. candidate views;
  23. candidate shortlists;
  24. interview requests;
  25. accepted interview records;
  26. fee-term acceptance records;
  27. advertised maximum salary records;
  28. hiring activity;
  29. expected start dates;
  30. actual start dates;
  31. Offer Letters or salary evidence uploaded by the Employer;
  32. parsed salary data;
  33. start-confirmation records;
  34. pro-forma records;
  35. invoice and payment records;
  36. secure-link delivery and response records;
  37. communications with CVHound.com, Hampshire Barnes Ltd, and Candidates;
  38. email sent, delivery, bounce, failure, and response records;
  39. email open, click, and engagement records where such tracking is implemented;
  40. Platform usage records.

Payment card details are processed by our payment provider. We do not store full payment card details.

4.3 Offer Letter and Salary Evidence Data

Where an Employer or Candidate uploads an Offer Letter or salary evidence, we may collect and process:

  1. Candidate name;
  2. Employer name;
  3. role title;
  4. start date;
  5. salary;
  6. rate;
  7. bonus or guaranteed remuneration;
  8. contract term;
  9. working arrangement;
  10. signatures or signatory names;
  11. other terms included in the document;
  12. AI Output extracted from the document;
  13. metadata relating to upload, review, acceptance, discount, invoice, or dispute.

Offer Letters may contain personal data and may occasionally contain sensitive information. Users should avoid uploading unnecessary sensitive information.

4.4 Website Visitor Data

When you visit CVHound.com, we may collect:

  1. IP address;
  2. browser type;
  3. device information;
  4. operating system;
  5. pages visited;
  6. referral source;
  7. approximate location based on IP address;
  8. essential cookie/session data;
  9. analytics or non-essential cookie data where used and where permitted;
  10. server logs;
  11. security logs.

5. CV/Resume Upload and Pre-Account Parsing

A Candidate’s CV or resume may be processed during the sign-up or upload process before the Candidate account is fully created.

This may happen so that CVHound.com can:

  1. pre-fill registration fields;
  2. generate a draft Profile;
  3. extract structured information;
  4. identify job titles, skills, experience, qualifications, locations, salary expectations, and related profile fields;
  5. improve the sign-up process;
  6. help the Candidate review and complete their account;
  7. provide the requested Platform service.

By uploading a CV or resume during sign-up or before account creation, the Candidate requests CVHound.com to process that CV or resume for the purpose of taking steps to create the Candidate account, pre-fill registration details, generate a draft Profile, and provide the requested Platform service.

Where the Platform presents an upload notice, checkbox, consent prompt, or acknowledgement before CV/resume upload, the Candidate must read and accept it before uploading the CV or resume.

If the Candidate does not complete account creation, CVHound.com may delete, anonymise, or temporarily retain the uploaded CV/resume and related parsing records in accordance with this Privacy Policy, security requirements, fraud prevention, error recovery, and legal obligations.

6. How We Use Candidate Data

We may use Candidate Data to:

  1. create and manage Candidate accounts;
  2. allow Candidates to upload CVs or resumes;
  3. process CVs or resumes during sign-up before the account is fully created;
  4. build, display, and maintain Candidate Profiles;
  5. make Candidate Profiles searchable to subscribed direct Employers;
  6. allow Employers to search for suitable Candidates;
  7. allow Employers to send interview requests through the Platform;
  8. release restricted Candidate contact details to an Employer where the Candidate accepts an interview request or otherwise consents to disclosure;
  9. allow Hampshire Barnes Ltd to review, search, process, match, analyse, and use Candidate CVs, resumes, Profiles, AI Output, and related Candidate Data to identify suitable roles;
  10. allow Hampshire Barnes Ltd to contact Candidates about roles it is recruiting for on behalf of its own clients;
  11. process CVs, resumes, Profiles, and Offer Letters using AI-assisted tools;
  12. extract, structure, summarise, classify, match, parse, and present Candidate information;
  13. allow Candidates to review, correct, and update Profile information and AI Output where this functionality is available;
  14. send account, security, service, interview-related, hire-status, and Candidate Bonus communications where applicable;
  15. respond to Candidate enquiries;
  16. verify and investigate interview outcomes, start dates, salary information, and hire status;
  17. calculate or administer Candidate Bonus eligibility where a Candidate Bonus is offered;
  18. maintain records needed to enforce our Terms of Service, including non-circumvention and placement-fee obligations;
  19. prevent fraud, misuse, scraping, unauthorised access, and security threats;
  20. operate, maintain, troubleshoot, and improve the Platform;
  21. comply with legal, regulatory, tax, accounting, audit, dispute resolution, and enforcement obligations.

7. How We Use Employer Data

We may use Employer Data to:

  1. create and manage Employer accounts;
  2. verify Employer identity, company details, and account information;
  3. process employer-supplied owner, HR, recruitment, hiring manager, finance, billing, and accounts contact details;
  4. send account, subscription, interview, start-confirmation, pro-forma, invoice, placement-fee, service, and legal communications to Employer-supplied contacts;
  5. provide subscription-based access to Candidate search tools and Employer features;
  6. process subscriptions, billing, invoices, and payments;
  7. allow Employers to search for, view, shortlist, and contact Candidates through the Platform;
  8. manage interview requests and Candidate communications;
  9. record profile views, searches, shortlists, interview requests, accepted interviews, and hire-related activity;
  10. record acceptance of Placement Fee terms at interview request stage;
  11. record Advertised Maximum Salary details entered or confirmed by the Employer;
  12. process start-confirmation requests;
  13. send reminders, pro-forma notices, invoices, and Secure Email Links;
  14. allow Employer-supplied contacts to respond using Secure Email Links without logging in;
  15. process responses, non-responses, start-date updates, and hire-status confirmations;
  16. administer deemed-confirmation and invoice-on-silence processes described in the Terms of Service;
  17. process Offer Letters and salary evidence;
  18. calculate, evidence, dispute, adjust, or enforce Placement Fees;
  19. administer the evidence-based discount from Advertised Maximum Salary to Confirmed Start Salary;
  20. administer the 90-day service guarantee;
  21. enforce Subscription Fee, Placement Fee, and non-circumvention obligations;
  22. respond to Employer enquiries;
  23. send account, billing, security, service, Platform, pro-forma, invoice, and legal communications;
  24. prevent fraud, misuse, scraping, unauthorised access, and security threats;
  25. operate, maintain, troubleshoot, and improve the Platform;
  26. comply with legal, regulatory, tax, accounting, audit, dispute resolution, and enforcement obligations.

8. Lawful Bases for Processing

We rely on different lawful bases depending on the type of data and processing activity.

8.1 Candidate Processing

We may rely on consent where a Candidate creates an account, uploads a CV or resume, makes their Profile searchable, agrees to employer visibility, agrees to AI-assisted processing, agrees to recruitment contact, or accepts a sensitive data acknowledgement, upload notice, checkbox, consent prompt, or similar acknowledgement.

We may rely on contract where processing is necessary to provide the Candidate with Platform services under the Terms of Service.

We may rely on pre-contractual steps requested by the Candidate where a Candidate uploads a CV or resume during sign-up before the account is fully created and we process it to pre-fill registration fields, generate a draft Profile, and help create the account or provide the requested Platform service.

We may rely on legitimate interests where processing is necessary to operate, secure, improve, analyse, and protect the Platform, prevent fraud and misuse, maintain Platform activity records, enforce our Terms of Service, respond to enquiries, administer Candidate Bonuses where offered, manage disputes, and maintain records relating to Introductions, hires, and placement-fee obligations.

We may rely on legal obligation where processing is necessary to comply with legal, tax, accounting, regulatory, or law enforcement obligations.

8.2 Employer Processing

We may rely on contract where processing is necessary to provide Employer services, manage subscriptions, issue pro-formas, issue invoices, provide search tools, process interview requests, process Offer Letters, administer fee calculations, administer the 90-day service guarantee, provide Secure Email Links, and enforce the Terms of Service.

We may rely on legitimate interests where processing is necessary to secure the Platform, prevent fraud and misuse, improve services, maintain profile view logs, maintain hire-related records, maintain email sent/delivery/bounce records for important service communications, administer Secure Email Links, enforce non-circumvention obligations, evidence start-confirmation notices, administer placement fees, administer deemed-confirmation processes, and protect CVHound.com, Hampshire Barnes Ltd, Candidates, and other users.

We may rely on legal obligation where processing is necessary for tax, accounting, regulatory, or law enforcement obligations.

8.3 Website Visitor Processing

We may rely on legitimate interests for essential website operation, security, fraud prevention, server logs, essential cookies, and basic functionality.

We rely on consent for non-essential cookies, analytics cookies, marketing cookies, or similar technologies where consent is required by law.

9. Candidate Consent and Withdrawal

By creating a Candidate account and making a CV, resume, or Profile searchable, the Candidate consents to:

  1. their Profile, CV, resume, AI Output, and related Candidate Data being shown to subscribed direct Employers using CVHound.com for genuine recruitment purposes;
  2. Hampshire Barnes Ltd reviewing, searching, processing, matching, analysing, and using their Profile, CV, resume, AI Output, and related Candidate Data to identify potentially suitable employment, contract, consultancy, freelance, temporary, permanent, fixed-term, project-based, or other paid work opportunities;
  3. Hampshire Barnes Ltd contacting the Candidate about roles it is recruiting for on behalf of its own clients;
  4. their Profile, CV, resume, AI Output, and related Candidate Data being processed by CVHound.com’s AI tools for the purpose of structuring, presenting, matching, analysing, and searching their data;
  5. CVHound.com sending service emails, interview requests, account notifications, security messages, hire-status enquiries, Candidate Bonus communications where applicable, and other communications relating to their use of the Platform.

Candidates can withdraw consent at any time by requesting account deletion through their dashboard where that functionality is available, or by emailing CVHound.com.

Withdrawing consent will normally remove the Candidate’s Profile from active employer search results; remove the Candidate’s CV or resume from the searchable database; stop new employer introductions being made through the Platform; and stop Hampshire Barnes Ltd contacting the Candidate about new roles, unless another lawful basis applies.

Withdrawing consent does not affect lawful processing carried out before consent was withdrawn; communications already in progress with an Employer who has received the Candidate’s details through an accepted interview request; records that CVHound.com is required or permitted to retain under applicable law; or records retained for legal, tax, accounting, audit, fraud prevention, security, dispute resolution, regulatory, or contractual enforcement purposes.

10. AI Processing of CVs, Resumes, Offer Letters, and Profiles

CVHound.com may use artificial intelligence and automated tools to assist with extracting, structuring, summarising, classifying, matching, parsing, and presenting information from Candidate CVs, resumes, Profiles, Offer Letters, salary evidence, and related Platform data.

AI Output may include:

  1. job titles;
  2. skills;
  3. work history summaries;
  4. qualifications;
  5. locations;
  6. availability;
  7. salary expectations;
  8. sectors;
  9. keywords;
  10. role matches;
  11. experience levels;
  12. profile summaries;
  13. searchable fields;
  14. start dates;
  15. salary figures;
  16. rate figures;
  17. remuneration data;
  18. billing-related fields.

AI Output may not always be complete, accurate, current, or suitable.

Candidates may be given the opportunity to review, correct, and update AI Output before their Profile becomes searchable, where this review process is made available through the Platform.

Where AI Output is used to assist with salary extraction, fee calculation, pro-forma generation, invoicing, discount administration, Candidate Bonus calculation where applicable, or guarantee administration, CVHound.com may apply human review, manual checks, document review, or employer/candidate confirmation before relying on such information for billing or enforcement purposes.

CVHound.com does not use AI Output to make final hiring decisions on behalf of Employers.

Employers must not rely solely on AI-generated summaries, AI classifications, AI match suggestions, AI salary extraction, or AI Output when making recruitment, hiring, salary, or legal decisions.

No CV content, resume content, Offer Letter content, or Candidate Data is used by our AI providers to train AI models where we have contractual controls preventing such training use.

AI providers may process personal data outside the United Kingdom or European Economic Area. Where required by Applicable Data Protection Laws, we use appropriate safeguards for international transfers.

11. Candidate Profile Visibility and Restricted Details

To protect Candidate privacy, Employers may initially see a limited Candidate Profile.

A limited Candidate Profile may include information such as:

  1. first name or display name;
  2. general location;
  3. role title;
  4. profile summary;
  5. skills;
  6. experience overview;
  7. sector experience;
  8. availability;
  9. salary or rate expectations, where provided;
  10. AI-generated or structured Profile information.

Restricted Candidate details are not normally visible to Employers until the Candidate accepts an interview request through the Platform or otherwise consents to disclosure.

Restricted details may include:

  1. full name;
  2. email address;
  3. telephone number;
  4. LinkedIn profile URL;
  5. specific past-employer company names;
  6. other identifying information.

Once a Candidate accepts an interview request, the relevant Employer may be given access to additional Candidate contact information for the purpose of progressing the recruitment process.

Candidates can choose whether to accept any interview request and are under no obligation to accept, respond to, attend an interview, continue discussions, or accept any role.

12. Sharing Candidate Data with Employers

We may share Candidate Data with subscribed direct Employers where:

  1. the Candidate has made their Profile searchable;
  2. the Employer is using the Platform for genuine recruitment purposes;
  3. the sharing is consistent with this Privacy Policy and the Terms of Service;
  4. the Candidate has accepted an interview request or otherwise consented to disclosure of restricted details, where applicable.

Employers may be located in the United Kingdom, the European Economic Area, or other countries.

Where Candidate Data is disclosed to an Employer, that Employer is responsible for its own processing of Candidate Data in accordance with applicable privacy, data protection, employment, recruitment, immigration, tax, and worker classification laws.

We do not sell Candidate Data.

We do not share Candidate Data with third-party recruitment agencies through CVHound.com unless expressly stated or authorised.

Hampshire Barnes Ltd may use Candidate Data to contact Candidates about roles it is recruiting for on behalf of its own clients.

13. Employer Controller Obligations

Where an Employer accesses, views, stores, downloads, records, receives, or otherwise processes Candidate Data through CVHound.com, the Employer acts as an independent data controller, business, or equivalent responsible party for its own recruitment processing activities, depending on the privacy laws that apply to that Employer.

Employers are responsible for:

  1. using Candidate Data only for genuine recruitment purposes;
  2. having a lawful basis, legal permission, or equivalent valid ground for their own processing;
  3. providing any privacy notices required by law;
  4. protecting Candidate Data with appropriate technical and organisational measures;
  5. restricting Candidate Data access to authorised personnel with a genuine recruitment need;
  6. deleting or anonymising Candidate Data when it is no longer required;
  7. complying with applicable data protection, privacy, employment, equality, recruitment, immigration, tax, and anti-discrimination laws;
  8. responding to Candidate rights requests where they independently control the relevant data;
  9. notifying CVHound.com promptly if Candidate Data obtained through the Platform is subject to unauthorised access, loss, misuse, disclosure, or breach.

Employers must not use Candidate Data for marketing, resale, data broking, speculative mass-mailing, unrelated job opportunities without appropriate consent, database building, data enrichment, discriminatory screening, automated decision-making without appropriate safeguards, or any non-recruitment purpose.

14. Employer-Supplied Contacts and Secure Email Links

Employers may provide owner, HR, recruitment, hiring manager, finance, billing, and accounts contact details.

We use those contact details to send account, subscription, interview, start-confirmation, pro-forma, invoice, placement-fee, service, and legal communications relating to the Employer’s use of the Platform.

Some communications may include Secure Email Links. These links allow the recipient to respond to a Platform workflow without logging into the Employer account.

Secure Email Links may be used to:

  1. confirm whether a Candidate started;
  2. confirm that a Candidate did not start;
  3. update an expected or actual start date;
  4. respond to a pro-forma notice;
  5. respond to an invoice query;
  6. confirm or provide salary information;
  7. upload or provide salary evidence;
  8. respond to a placement, guarantee, or billing workflow.

We may record Secure Email Link activity, including:

  1. recipient email address;
  2. link sent timestamp;
  3. delivery status;
  4. click or access timestamp where available;
  5. IP address;
  6. device or browser information;
  7. response submitted;
  8. start date or salary information submitted;
  9. uploaded documents;
  10. audit trail and metadata.

The Employer is responsible for ensuring that Employer-supplied contact email addresses are accurate, current, secure, and monitored by authorised personnel.

15. Offer Letters, Salary Evidence, and Placement Fee Administration

Employers or Candidates may upload Offer Letters or salary evidence to help confirm a Candidate’s actual starting salary, start date, role details, or engagement terms.

We may use Offer Letters and salary evidence to:

  1. verify the Candidate’s Confirmed Start Salary;
  2. calculate or adjust Placement Fees;
  3. administer the evidence-based discount from Advertised Maximum Salary to Confirmed Start Salary;
  4. verify start dates;
  5. confirm hire status;
  6. administer Candidate Bonus eligibility where applicable;
  7. administer the 90-day service guarantee;
  8. resolve invoice, billing, fee, salary, or placement disputes;
  9. enforce the Terms of Service.

Offer Letters may be processed using AI-assisted tools and manual review.

Users should redact unnecessary sensitive information before uploading Offer Letters where possible.

We retain Offer Letters and parsed salary data only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer period is required or permitted by law.

16. Start Confirmation, Deemed Confirmation, Pro-Forma Notices, and Invoice Records

After a Candidate’s expected start date, CVHound.com may contact the Employer to confirm whether the Candidate started, will start on a different date, or did not start.

We may process personal data and Platform records to administer this process, including:

  1. Candidate name or identifier;
  2. Employer name;
  3. role details;
  4. expected start date;
  5. actual start date;
  6. Advertised Maximum Salary;
  7. Confirmed Start Salary where provided;
  8. start-confirmation request records;
  9. reminder records;
  10. pro-forma notice records;
  11. invoice records;
  12. non-response records;
  13. Secure Email Link records;
  14. email sent, delivery, bounce, and failure records;
  15. email open/click records where implemented;
  16. communication logs.

If the Employer does not respond within the period described in the Terms of Service, CVHound.com may treat the Hire as deemed confirmed for invoicing and Platform administration purposes.

A pro-forma notice is not a VAT invoice and is not payable unless and until a valid invoice is issued.

17. Email Delivery, Open, Click, and Engagement Tracking

CVHound.com uses or may use email sent, delivery, bounce, failure, Secure Email Link, and response records in transactional, service, account, start-confirmation, pro-forma, billing, invoice, placement-fee, guarantee, and legal communications.

At present, not all forms of tracking may be implemented.

Where implemented, CVHound.com may also use email open, click, and engagement tracking. This may include tracking pixels, tracked links, timestamps, IP address, device information, email client information, and engagement metadata.

We use this information to:

  1. operate essential Platform communications;
  2. evidence delivery or interaction with important notices;
  3. administer start-confirmation requests;
  4. administer pro-forma notices and invoices;
  5. administer deemed-confirmation workflows;
  6. support billing and dispute resolution;
  7. prevent fraud or misuse;
  8. maintain account security;
  9. improve reliability of service communications.

Where required by law, we will provide appropriate transparency and obtain consent for non-essential tracking technologies.

We do not use start-confirmation, pro-forma, invoice, or legal-notice tracking for unrelated marketing purposes.

18. Candidate Bonus Records

Where CVHound.com expressly offers a Candidate Bonus, we may process personal data to assess, administer, pay, withhold, dispute, or record that bonus.

This may include:

  1. Candidate identity details;
  2. placement records;
  3. Confirmed Start Salary;
  4. start date;
  5. 90-day continuous employment status;
  6. Employer payment status;
  7. Candidate payment details;
  8. identity, tax, or compliance details required to process payment;
  9. bonus eligibility status;
  10. bonus paid, withheld, delayed, or void status.

The Candidate Bonus is paid by CVHound.com, not by the Employer, and is conditional on the terms described in the Terms of Service.

The Candidate is responsible for any tax, reporting, social security, income tax, national insurance, or other obligations arising from receipt of a Candidate Bonus.

If the Candidate Bonus is not offered, these records may not apply.

19. 90-Day Service Guarantee Records

Where a 90-day service guarantee applies to an Employer placement, we may process personal data to administer the guarantee.

This may include:

  1. Candidate identity;
  2. Employer identity;
  3. role details;
  4. start date;
  5. departure or termination date;
  6. reason for departure or termination;
  7. payment status;
  8. replacement search records;
  9. guarantee eligibility records;
  10. communications about the guarantee.

Unless otherwise agreed in writing, the 90-day service guarantee provides replacement search support or a replacement search credit only, not an automatic cash refund, rebate, or credit note.

20. Subprocessors and Service Providers

We use trusted third-party service providers to operate, host, secure, support, process, and improve the Platform.

These may include:

  1. Vercel Inc. — hosting and content delivery;
  2. Supabase Inc. — database and file storage;
  3. Anthropic PBC — AI processing of CV/resume content, Offer Letters, salary data, and Profile information;
  4. Resend Inc. — transactional email delivery and email engagement records where implemented;
  5. Stripe Payments Europe Ltd — payment processing;
  6. analytics, security, monitoring, customer support, and operational service providers used to run and protect the Platform.

Payment card details are processed by Stripe or our relevant payment provider. We do not store full payment card details.

We require service providers to process personal data only for authorised purposes and to apply appropriate security and data protection obligations.

Some service providers may process personal data outside the United Kingdom or European Economic Area. Where required by Applicable Data Protection Laws, we use appropriate safeguards for international transfers.

21. International Transfers and Overseas Users

CVHound.com is operated from the United Kingdom.

Users may access the Platform from other countries.

Candidate Profiles may be made available to Employers located outside the United Kingdom and European Economic Area where the Candidate has made their Profile searchable and where such Employers use the Platform for genuine recruitment purposes.

Personal data may be processed, hosted, stored, accessed, or transferred in countries outside the United Kingdom or the country where a User is located.

This may occur where:

  1. we use hosting providers;
  2. we use cloud infrastructure;
  3. we use AI providers;
  4. we use email providers;
  5. we use analytics providers, where applicable;
  6. we use security tools;
  7. we use customer support tools;
  8. we use payment providers;
  9. Candidate Data is made available to Employers located in other countries;
  10. Hampshire Barnes Ltd uses Candidate Data to identify suitable roles with clients or employers in other countries.

Where required by Applicable Data Protection Laws, we use appropriate safeguards for international transfers. These may include:

  1. adequacy regulations;
  2. Standard Contractual Clauses;
  3. the UK International Data Transfer Agreement;
  4. the UK Addendum to the EU Standard Contractual Clauses;
  5. transfer risk assessments;
  6. contractual controls;
  7. technical and organisational security measures.

Where Candidate Data is disclosed to an overseas Employer, that Employer is responsible for complying with applicable local privacy, data protection, employment, recruitment, immigration, tax, and worker classification laws.

CVHound.com does not represent that the Platform is appropriate, lawful, or available for use in every country or territory.

We may restrict access to the Platform, Candidate Profiles, Employer features, or particular services in any country or territory where we believe this is necessary for legal, regulatory, security, operational, or commercial reasons.

22. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer period is required or permitted by law.

22.1 Candidate Accounts

We keep Candidate Profiles, CVs, resumes, AI Output, and related Candidate Data for as long as the Candidate account remains active.

If a Candidate has not logged in for 24 months, we may email the Candidate to confirm whether they wish to remain on the Platform. If we do not receive a response, we may deactivate the Profile and delete or anonymise it after a reasonable period.

22.2 Incomplete Candidate Sign-Ups

Where a Candidate uploads a CV or resume during sign-up but does not complete account creation, we may temporarily retain the uploaded CV/resume, AI Output, upload logs, and parsing records for error recovery, fraud prevention, security, audit, or service-continuity purposes.

We will delete or anonymise incomplete sign-up data when it is no longer reasonably required, unless retention is required or permitted for legal, security, fraud prevention, dispute, or regulatory reasons.

22.3 Deleted Candidate Accounts

When a Candidate deletes or requests deletion of their account:

  1. their Profile will be removed from active employer search results;
  2. their CV or resume will be removed from the searchable database;
  3. Hampshire Barnes Ltd will stop contacting them about new roles, unless another lawful basis applies;
  4. backup copies may persist for a limited period before deletion;
  5. Employers who have already received their details through an accepted interview request remain responsible for their own compliance with applicable data protection law in relation to that data.

22.4 Historic Platform Records

We may retain limited records where necessary for legal, tax, accounting, audit, fraud prevention, security, dispute resolution, regulatory, or contractual enforcement purposes.

This may include:

  1. consent audit records;
  2. upload acknowledgement records;
  3. sensitive-data acknowledgement records, where implemented;
  4. profile view logs;
  5. search records;
  6. shortlist records;
  7. interview request records;
  8. fee-term acceptance records;
  9. accepted interview records;
  10. message metadata;
  11. start-confirmation records;
  12. email sent/delivery/bounce/failure records;
  13. email open/click records where implemented;
  14. Secure Email Link records;
  15. pro-forma records;
  16. invoice records;
  17. payment records;
  18. Offer Letters;
  19. parsed salary records;
  20. hire confirmation records;
  21. Candidate Bonus records where applicable;
  22. 90-day guarantee records;
  23. non-circumvention and placement-fee evidence;
  24. account status records;
  25. platform activity logs;
  26. security logs.

Such records will normally be retained for up to 24 months from the relevant Platform activity unless a longer period is required for legal, accounting, tax, dispute, regulatory, or enforcement purposes.

Where deletion is not automated, CVHound.com may handle deletion, anonymisation, or retention operationally in accordance with its internal procedures.

22.5 Offer Letters and Salary Data

Offer Letters and parsed salary data may be retained for up to 24 months from the relevant placement activity where needed for fee calculation, evidence-based discount administration, invoicing, dispute handling, Candidate Bonus calculation where applicable, 90-day guarantee administration, audit, legal, or enforcement purposes.

Where Offer Letters are required for tax, accounting, legal, litigation, or regulatory reasons, they may be retained for longer.

22.6 Employer Accounts and Billing Records

We retain Employer account records for as long as the Employer account remains active and for a reasonable period afterwards for legal, contractual, audit, and enforcement purposes.

Billing, invoice, and financial records may be retained for 7 years or such other period as required by applicable tax and accounting laws.

22.7 Anonymised Data

We may retain aggregated or anonymised data indefinitely where it no longer identifies an individual.

23. Account Deletion

Candidates may request deletion of their account through their dashboard where that functionality is available, or by emailing info@cvhound.com.

Employers may request account closure by emailing info@cvhound.com, subject to any ongoing payment, contractual, legal, enforcement, audit, dispute, or record-keeping obligations.

Deleting or closing an account does not automatically delete:

  1. records we are required or permitted to retain;
  2. historic Platform activity logs;
  3. invoice and payment records;
  4. records needed for dispute resolution or legal enforcement;
  5. Candidate Data already lawfully disclosed to an Employer;
  6. Offer Letters or salary evidence required for fee, bonus, guarantee, legal, or audit purposes;
  7. messages or records held by another independent controller.

24. Cookies and Similar Technologies

CVHound.com may use cookies and similar technologies that are necessary for login, authentication, session security, account management, fraud prevention, and essential Platform operation.

Where CVHound.com uses only essential cookies, those cookies are required for the Platform to work and may not require a cookie consent banner.

Where CVHound.com uses non-essential cookies, analytics cookies, advertising cookies, or similar technologies that require consent, CVHound.com will provide appropriate notice and obtain consent where required by law.

CVHound.com may also use email tracking technologies where implemented, as described in the Email Delivery, Open, Click, and Engagement Tracking section above.

You can manage cookie preferences through the cookie banner, cookie notice, or your browser settings, where available.

25. Security

We take security seriously and use appropriate technical and organisational measures designed to protect personal data.

These measures may include:

  1. encrypted connections using HTTPS;
  2. password hashing;
  3. access controls;
  4. role-based permissions;
  5. internal access restrictions;
  6. unique Secure Email Links;
  7. service provider security controls;
  8. monitoring and logging;
  9. backup controls;
  10. regular security review of our codebase and infrastructure.

No system is completely secure. We cannot guarantee that unauthorised access, loss, misuse, disclosure, or breach will never occur.

If we become aware of a personal data breach affecting your information, we will investigate and, where required by law, notify affected users, the Information Commissioner’s Office, or another relevant regulator.

26. Your Privacy Rights

Depending on where you are located and which laws apply, you may have rights in relation to your personal data.

These may include:

  1. the right to access personal data we hold about you;
  2. the right to correct inaccurate or incomplete personal data;
  3. the right to request deletion of personal data;
  4. the right to restrict processing;
  5. the right to object to processing;
  6. the right to data portability;
  7. the right to withdraw consent where processing is based on consent;
  8. the right to complain to a data protection regulator;
  9. the right to object to or request information about certain automated processing, where applicable;
  10. rights relating to sale, sharing, targeted advertising, profiling, or use of personal data where local law provides such rights.

To exercise your rights, contact us at info@cvhound.com.

We may need to verify your identity before responding to a rights request.

We will respond within the timeframe required by applicable law. Under UK GDPR, this is usually within one month.

Some rights are subject to limitations. For example, we may be required or permitted to retain certain records for legal, tax, accounting, audit, fraud prevention, security, dispute resolution, regulatory, or contractual enforcement purposes.

Candidates can also withdraw consent by requesting deletion of their Profile through their dashboard where available, or by emailing us.

27. Marketing Communications

We may send optional marketing communications where permitted by law or where you have consented to receive them.

You may opt out of optional marketing communications at any time by using the unsubscribe link in the message or by contacting us at info@cvhound.com.

You cannot opt out of essential service communications while you have an active account or while contractual, billing, legal, enforcement, placement, guarantee, or Candidate Bonus matters remain outstanding.

Essential service communications may include account security messages, interview requests, start-confirmation requests, secure-link emails, pro-forma notices, invoices, billing communications, Candidate Bonus communications where applicable, legal notices, and important Platform updates.

28. Children

CVHound.com is not intended for use by individuals under the age of 18.

We do not knowingly collect personal data from anyone under 18.

If we become aware that an individual under 18 has created an account or provided personal data, we may delete the account and associated data, subject to any legal or security retention requirements.

29. Third-Party Links

CVHound.com may contain links to third-party websites, services, or platforms.

We are not responsible for the privacy practices, content, security, or policies of third-party websites or services.

You should review the privacy policy of any third-party website or service before providing personal data to them.

30. Complaints

If you have a complaint about how we handle your personal data, please contact us first at info@cvhound.com.

We will do our best to resolve the issue promptly.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF, United Kingdom
Telephone: 0303 123 1113
Website: ico.org.uk

If you are located outside the United Kingdom, you may also have the right to complain to your local data protection regulator.

31. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

If we make material changes, we may notify users by email, dashboard notice, website notice, or other reasonable means.

The latest version will be posted on CVHound.com with the effective date shown at the top.

Continued use of CVHound.com after an updated Privacy Policy takes effect means that personal data will be processed in accordance with the updated Privacy Policy from that date.

32. Contact

For questions about this Privacy Policy or how we process personal data, please contact:

Hampshire Barnes Ltd trading as CVHound.com
Boundary House, Cricket Field Road
Uxbridge, Greater London, UB8 1QG, United Kingdom
Email: info@cvhound.com
Company Number: 07363546
VAT Number: GB 103 225 570

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