Data Protection and Privacy Policy Statement

We have recently updated our Privacy Policy to ensure it falls in line with the GDPR requirements, and provide you with more detail on how we use and store your data, as well as how to access it.

Our goal is to provide you with the best service, whether you are looking for your next opportunity or exceptional talent to join your organisation. We are committed to keeping your personal data safe and secure; rest assured that we will never share your data with third parties without your permission.

Russam Ltd is a company registered in England and Wales. Registered number: 1865337. Registered Office: AW House, 6-8 Stuart Street, Luton, LU1 2SJ. You can contact us by email at hq@russam.co.uk or by phone on 01582 666 970.

This privacy policy explains how we use personal information we collect about you when you use any of our websites listed below:

Our legal obligations apply across all Russam entities and joint venture initiatives. These include WIL Group, Trustees Unlimited, and Step on Board. They also apply across any of our key partnerships and sponsorships; these include: Winmark and Devonshire House Network.

Information collection and use

If you are a job applicant / registered candidate:

1. What information do we collect about you?

When you apply for a job or register with us on either the Russam (www.russam.co.uk) or Trustees Unlimited websites (www.trustees-unlimited.co.uk), we may keep your Personal data for up to 7 years in case we want to contact you in the future about new and potential job opportunities.

This includes the storage and use of your contact details, including:

  • Your full name
  • Your job preferences (e.g. location, salary, etc)
  • Your email address
  • Your phone number
  • Your job application
  • Documents submitted including your CV and covering letter
  • Any information you submit in verbal or written form
  • Any references provided or collected
  • Psychometrics if completed
  • National Insurance Number if supplied
  • Passport if supplied
  • Visa if supplied
  • Interests (e.g. hobbies)
  • Health information only where needed to make appropriate adjustments for meetings or interviews, and only collected with your consent.

These are used for the purposes of processing your application and throughout the selection process.

2. How do we collect candidate data?

We may receive your data through several different sources:

  • Where you have contacted us in writing, verbally, or through interaction with our website
  • Where we have contacted you in writing, verbally, or through business development activities carried out by one or more of our consultants
  • From third party market research, including publicly available information on social media (i.e. LinkedIn), in-person events and references given by others.
3. How do we store your data?

The information will be stored on Russam's internal computer system accessible to Russam and Trustees Unlimited staff. This is held on a serve located within the UK/EEA.  Only information considered relevant is stored for the purposes described in the next section. 

4. How do we use candidate data?

We may store and use your data with your consent for the following purposes:

  1. Assessing your suitability for a role
  2. Carrying out reference checks
  3. Communicating with you about the recruitment process and potential vacancies
  4. Assessing your eligibility to work in the UK
  5. Where a job opportunity is based overseas, your information may be passed outside the European Economic Area (EEA). This may occur, for example, if we share your CV and covering letter with a fellow member firm of the WIL Group.

If you wish to withdraw consent, you can do so easily by emailing us at data@russam.co.uk or by phone on 01582 666 970.

We may store and use your data where there is a contractual necessity to do so for the following purposes:

  1. Keeping records related to the recruitment process
  2. Complying with a legal or regulatory requirement

In some circumstances, with your express permission, this may result in your information being passed outside the European Economic Area. This may occur, for example, if we share your CV and covering letter with a fellow member firm of the WIL Group.

If you are placed on an Interim assignment through us, we collect information throughout your employment regarding you and your work. Any information collected will be used only for purposes directly relating to your assignment. Once your assignment ends, we will keep your information for seven years to comply with The Conduct of Employment Agencies and Employment Business Regulations 2003.

We may also provide information to third party suppliers who access information on our behalf when our operating processes require us to do so. Such suppliers may include IT services, time sheet managers, and email services, and we have put into place appropriate security measures so that this data may be used only in the way we have instructed.

5. When providing information about others:

If you provide us with information about other individuals, the responsibility to ensure you have permission to do so lies with you. This includes sharing contact details for someone who is to act as your referee.

If you wish for your personal data to be removed from our database, please contact us at data@russam.co.uk.

If you are a client:

1. What information do we collect about you?

As a client we may collect, store and use your professional and/or professional contact details so that we are able to contact and correspond with you regarding our services. This may extend also to the organisation you represent. We operate under legitimate interest and deem these uses of your data to be necessary to provide you the best recruitment services.

2. How do we collect client data?

We may receive your data through several different sources:

  • Where you have contacted us in writing, verbally, or through interaction with our website
  • Where we have contacted you in writing, verbally, or through business development activities carried out by one or more of our consultants
  • From third party market research, including publicly available information on social media (i.e. LinkedIn), in-person events and references given by othersHow do we store your data?

The information will be stored on Russam's internal computer system accessible to Russam and Trustees Unlimited staff. This is held on a serve located within the UK/EEA. Only information considered relevant is stored. 

3. How do we use client data?

We may collect, store and use your data for recruitment activities, in our notes regarding conversations and meetings, and/or in marketing our services to you. If we have worked with you to fill any assignments, permanent roles, or other projects, we will retain corresponding information related to those services for seven years to comply with statutory obligations.

If we have worked with you or have discussed the possibility of working with you, we assume a soft opt-in for marketing communications under the Privacy and Electronic Communication Regulations. However, you can opt-out of these at any time.

In some circumstances, with your express permission, the recruitment activities being carried out may result in your information being passed outside the European Economic Area. This may occur, for example, if we share your personal or professional contact details with a fellow member firm of the WIL Group in order to correspond on an international assignment.

4. When providing information about others:

If you provide us with information about other individuals, the responsibility to ensure you have permission to do so lies with you. This includes sharing personal details for someone when acting as their referee.

If you wish for your personal data to be removed from our database, please contact us at data@russam.co.uk.

If you are a website visitor:

  1. We automatically collect tracking information for every visitor to our website. This includes IP addresses for administration purposes and to improve user experience on the website. Where we have a lawful basis or permission to contact you we may use all of the above information to help us send you relevant and timely information. We also use this information to help us develop and improve services you need.
  2. We also collect cookies, which are text files placed on your computer to collect standard internet log information and visitor behaviour information. We use this information is to track visitor use of our websites, to compile statistical reports on website activity and, where we have permission to contact you, to send you relevant and timely information. For further information visit www.aboutcookies.org  or www.allaboutcookies.org .  You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
  3. Russam will not pass on information about visitors to third parties without written consent except where legally required.
  4. The collection and processing of personal data necessarily involves transmitting data on an international basis. By using our website, you therefore acknowledge and agree to our processing of personal data in this way.
  5. Our websites contain links to other websites not run by Russam. This privacy policy only applies to Russam websites so when you link to other websites you should read their own privacy policies.

Marketing (Candidates and Clients)

If you’ve signed up / consented to the following via data capture or pop-up:

  1. You may receive a monthly Russam e-communique with latest news, events and other interesting and relevant information.
  2. You may receive a weekly Russam Ind-Ex newsletter with latest role opportunities.
  3. You may unsubscribe at any time by clicking on the “unsubscribe” button in the email.
  4. If you require assistance or have any questions, please don’t hesitate to contact us at data@russam.co.uk.
  5. We may use your contact details to send you updates, event invitations, insights, or any other information regarding us and the services we provide. We will only contact you in accordance to our privacy policy.
  6. We want to make sure that your personal information is accurate and up to date. If you believe your data is not correct or you are receiving communication you’re no longer interested in, Russam will do everything possible within reason to adhere to your preferences.

 If you are a supplier:

  1. We may collect, store and use your personal and or/professional contact details so that we can contact and correspond with you and the organisation you represent.
  2. This may include confidential details about the services you provide, your bank account, and/or other payment details in order to pay your fees and adhere to statutory obligations.

Rights of data subjects

Data protection regulations give you clear rights over how your data is used by us, including the right to request: (i) correction of their personal data that we hold; (ii) erasure where there is no good reason for us to continue to process the data; (iii) restriction/suspension of processing of their personal data; and (iv) the transfer of their personal data to another party. You can find out more detail about your rights here. https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.  You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. https://ico.org.uk/concerns

Access to your information

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email us at hq@russam.co.uk, or write to us at the following address: Russam, AW House, 6-8 Stuart Street, Luton, LU1 2SJ. We will not make a charge for this service unless the request is ‘manifestly unfounded or excessive or repetitive’.

If you contact us for this purpose, we will take all necessary steps to confirm your identity before allowing access or otherwise taking action, which we view as an important step in safeguarding your data.

If you wish for your personal data to be removed from our database, please contact us at data@russam.co.uk.

You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. https://ico.org.uk/concerns

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 24 May 2018.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you via data@russamco.uk, by phone on 01582 666 970 or by post at: Russam, AW House, 6-8 Stuart Street, Luton, LU1 2SJ.

Terminology used in this privacy policy

  • Candidates
    Includes individuals that have registered with Russam having supplied personal information including their CV and applicants for all roles advertised or promoted by Russam, Trustees Unlimited, or WIL Group.
  • Clients
    Customers that Russam, Trustees Unlimited, and/or WIL Group provide services to. 
  • Legitimate Interest
    As per Article 6(1)(f): Russam can process your data where it is “necessary for the purposes of the legitimate interest by [us] or by a third party, except where such interests or fundamental rights or freedoms of [you] which require protection of personal data”.
  • Personal data 
    Data relating to an individual who can be identified from such data and from information which is collated by Russam 
  • Suppliers
    An organisation or individual that provides a service to Russam. This includes but is not limited to partnerships and companies such as sole traders, independent contractors and freelance workers.
  • Trustees Unlimited
    A joint venture between Russam, NCVO and Bates Wells Braithwaite established to help not for profit organisations recruit high quality trustees in a rigorous and cost effective way
  •  Website visitor
    Any individual who accesses any of the Russam websites including www.russam.co.uk and trustees-unlimited.co.uk.
  • WIL Group
    The Worldwide Interim Executive Leadership Group, a network of 37 firms operating globally to source talented Interim Managers for international clients


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