Privacy Policy

Reload Search Ltd is a specialist recruitment and headhunting business connecting professionals with organisations across quantitative trading, financial technology and related markets.

• Legal entity: Reload Search Ltd
• Company number: 12101027
• Registered office: 159 High Street, Barnet, Hertfordshire, United Kingdom, EN5 5SU
• Privacy contact: info@reloadsearch.com

For the purposes of UK data protection law, Reload Search Ltd is generally the controller of the personal information described in this policy.

• candidates who contact or apply through Reload
• prospective candidates whom we identify or approach about potential opportunities
• individuals referred to us by another person
• contractors and other professionals we may represent
• client and prospective client contacts
• referees and other recruitment-related contacts
• visitors to our website

You do not need to have applied for a role with Reload for this policy to apply to you. As a headhunting business, we may identify professionals who we believe could be suitable for current or future opportunities.

Candidates and prospective candidates

• name and contact details
• CV, résumé and professional profile information
• current and previous employers, job titles, responsibilities and career history
• education, qualifications and professional skills
• location, relocation preferences and career preferences
• salary, bonus, compensation and compensation expectations
• notice period and availability
• right-to-work and visa information
• information provided during calls, video calls, meetings, emails, messages and interviews
• consultant notes, call recordings and transcripts
• applications, roles discussed, introductions, interviews, progress and outcomes
• client feedback, offers and placement information
• references or background information where relevant
• other professional information relevant to assessing suitability

Clients and business contacts

• name, employer, job title and business contact details
• hiring requirements and role information
• communications, meeting notes and call notes
• information relating to recruitment processes, candidates, placements and our commercial relationship

Website visitors

• IP address
• browser and device information
• pages visited and website interactions
• approximate location derived from technical information
• cookie and analytics information

Special category and sensitive information

Reload does not ordinarily ask candidates to provide special category information such as health, disability, ethnicity, religion, sexual orientation or trade-union membership. However, a candidate may choose to provide health or disability information, for example when requesting an adjustment during a recruitment process. We will only use special category information where it is necessary, proportionate and permitted by law. This requires both a lawful basis for processing and a separate condition for processing special category information. We will apply additional safeguards and will not use this information for unrelated purposes.

We may obtain information directly from you when you send us a CV, apply for a role, speak with a consultant, communicate by email, telephone, SMS, WhatsApp or another platform, complete a website form, attend an interview or otherwise provide information.

We may also obtain professional information from LinkedIn and other professional networking platforms, job boards and recruitment databases, publicly available sources, referrals and recommendations, clients, candidates, professional contacts and previous recruitment processes with Reload.

Where we obtain information from another source, we will handle it in accordance with applicable law and provide appropriate privacy information where required.

• identify and contact professionals who may be suitable for opportunities
• understand experience, skills, preferences and career objectives
• assess suitability and match candidates with potential employers
• discuss opportunities and represent candidates in recruitment processes
• introduce candidates to clients and manage interviews and feedback
• assist with offer, compensation, onboarding and placement processes
• maintain records of conversations, applications and introductions
• prevent inappropriate or duplicate submissions
• maintain candidate and client relationships
• provide recruitment, market, insight, event and business communications where permitted
• monitor and improve our services and support our consultants
• maintain communications records
• operate, secure and improve our website and technology
• detect or prevent fraud, misuse and security incidents
• comply with legal and regulatory obligations
• establish, exercise or defend legal claims

Legitimate interests

We may process information where necessary for our legitimate business interests and those interests are not overridden by your rights. These interests include identifying and contacting suitable candidates, providing recruitment services, maintaining professional relationships and accurate records, improving our services, managing our business and protecting Reload’s legal and commercial interests. Where appropriate, we carry out and document a balancing assessment to consider the necessity and impact of the processing, what an individual would reasonably expect and the safeguards required.

Contract and pre-contract steps

We may process information where necessary to perform a contract with you or take steps at your request before entering into one.

Legal obligations

We may process information where necessary to comply with legal or regulatory requirements.

Consent

In some circumstances we may ask for consent to specific processing. You may withdraw consent at any time, without affecting processing that took place before withdrawal.

Different lawful bases may apply to different activities and categories of information.

We may share candidate information with clients and prospective employers for recruitment purposes. We aim to discuss relevant opportunities and candidate introductions with you before submitting your profile for a specific role or organisation. Information shared may include your CV, professional background, skills, compensation information, availability and other relevant information. We do not sell candidate personal information.

Our consultants may communicate through telephone, email, SMS, WhatsApp, video conferencing and other business platforms. Some calls or meetings may be recorded or transcribed for record keeping, training, service quality, accuracy and service improvement. We will tell participants that recording or transcription is taking place and why. Where the law applying to a participant or call requires consent, we will obtain the required consent before recording or transcription begins. If consent is not provided, we will use an appropriate alternative where reasonably available.

We use technology, including tools that may incorporate artificial intelligence, to support sourcing, searching professional information, organising recruitment data, identifying potentially relevant profiles, matching experience against role requirements and administration. Technology may assist our consultants, but Reload does not intend to make decisions with legal or similarly significant effects solely by automated means without appropriate human involvement. Consultants and clients remain responsible for assessment and hiring decisions.

We may contact candidates about potentially relevant opportunities and communicate with clients and professional contacts about our recruitment services. We may separately send market insights, events, salary information, newsletters and company updates. The legal rules and lawful basis may differ depending on the recipient, communication channel, context and whether a message is a recruitment communication or direct marketing. Where consent is required, we will obtain it. You can stop direct marketing at any time using an unsubscribe facility or by emailing info@reloadsearch.com. This will not necessarily prevent contact about an active recruitment process, a specifically relevant opportunity, a placement, a contract or another non-marketing matter, where that contact is otherwise lawful.

• clients and prospective employers
• CRM, recruitment technology, email, cloud hosting and communications providers
• professional networking and recruitment platforms
• website hosting, security and analytics providers
• reference or background-check providers where relevant
• lawyers, accountants, auditors and insurers
• regulators, government authorities or law enforcement where required
• other service providers acting on our behalf

We require service providers handling information for us to protect it appropriately and use it only for authorised purposes. We do not sell personal information.

Reload works internationally, including across the United Kingdom, United States, European Economic Area, Singapore, Hong Kong, United Arab Emirates and Australia. Information may be accessed, transferred or processed outside the UK when candidates or clients are overseas, we make overseas introductions, consultants work on international assignments, or technology providers process information internationally.

Where UK law treats a transfer as restricted, we will use an applicable transfer mechanism. Depending on the recipient and destination, this may include UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework for eligible and certified US recipients, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another legally permitted mechanism. Where required, we will also complete the relevant transfer risk assessment or data protection test and apply supplementary safeguards. The mechanism depends on the actual recipient and transfer. Contact info@reloadsearch.com for information about safeguards applying to a particular transfer.

We retain information only for as long as reasonably necessary for recruitment services, business records and legal, accounting or regulatory requirements. Periods differ according to the category of information, the purpose for which it is held and our relationship with you. We consider its nature and sensitivity, whether the relationship or recruitment process remains active, relevance to future opportunities, applicable limitation periods, legal, tax and accounting requirements, potential claims and whether continued retention remains necessary and proportionate. We maintain an internal retention schedule covering relevant record categories. Information no longer required will be deleted, anonymised or securely disposed of under our retention procedures. You may contact info@reloadsearch.com for further information about the retention criteria applying to your information.

We use appropriate technical and organisational measures designed to protect information against unauthorised access, loss, misuse, alteration or disclosure. Access is limited to people and providers who reasonably require it for legitimate purposes. No internet-based system can be guaranteed completely secure.

• request access to information we hold about you
• ask us to correct inaccurate or incomplete information
• request deletion of your information
• ask us to restrict processing
• object to certain processing
• receive certain information in a portable format
• withdraw consent where we rely on consent
• complain about our use of your information

You have the right to object to processing based on legitimate interests in certain circumstances. You may object at any time to the use of your information for direct marketing.

Rights are not absolute and depend on the circumstances and applicable law. To exercise a right, email info@reloadsearch.com. We may need to verify your identity. UK individuals may complain to the Information Commissioner’s Office. Individuals elsewhere may have the right to complain to their relevant regulator.

Rights outside the United Kingdom

Privacy laws in other countries or states may give eligible individuals additional rights. Depending on where you live and whether the relevant law applies to Reload, these may include rights to know about or access information, correct or delete information, obtain a copy of information, restrict or object to certain uses, or opt out of certain sales, sharing or targeted advertising. Reload does not sell candidate personal information for money. Some laws use terms such as “sell” or “share” more broadly than their ordinary meaning. Where an applicable law requires a specific notice or additional rights information, we will provide it. Contact info@reloadsearch.com to make a request. We may verify your identity and may decline or limit a request where the law permits.

Our website uses cookies and similar technologies, including technologies that may be provided by Cloudflare, Vimeo and Google Analytics. See our Cookie Policy for more information and preference controls.

Our website may link to third-party websites. Reload is not responsible for their privacy practices. Review the information provided by those organisations before providing personal information.

We may update this policy to reflect changes to our business, technology, legal obligations or processing. The latest version and updated date will appear on our website. Where a material change affects individuals, we will take appropriate steps to bring it to their attention where required.

Reload Search Ltd, 159 High Street, Barnet, Hertfordshire, United Kingdom, EN5 5SU. Email: info@reloadsearch.com Company number: 12101027