Privacy Policy

Last Updated: 25-05-2025

This Privacy Policy explains how Manha Resource Solutions Ltd (“MRS”, “we”, “us”, or “our”) collects, uses, discloses, and protects your personal data when you visit our website at https://www.manharsolutions.com (“Website”), contact us, or otherwise engage with our services.

MRS is committed to protecting your personal data and processing it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Manha Resource Solutions Ltd is a recruitment agency registered in England and Wales (Company No. 10292260), with its registered office at The Long Lodge, Kingston Road, London, SW19 3NW. For the purposes of data protection law, we are the Data Controller of personal data you provide to us via this Website.

2. What Personal Data We Collect

We may collect, store, and process the following categories of personal data, depending on how you interact with our Website, our services, or our team:

A. Contact and Identity Information

  • Full name
  • Email address
  • Telephone number (mobile and/or landline)
  • Job title or role
  • Company or employer name
  • Postal or business address

B. Candidate Information (when submitted by email)

  • Curriculum Vitae (CV)
  • Employment history
  • Educational background and qualifications
  • Professional certifications and licences
  • Skills and experience
  • LinkedIn or portfolio links
  • Availability and notice period
  • Salary expectations
  • Nationality and right-to-work status
  • References and referee contact details
  • Any additional information provided voluntarily within a CV, cover letter, or correspondence (e.g. hobbies, personal interests, photos, career objectives)

Note: We do not intentionally collect sensitive personal data (special category data such as health, ethnicity, religion, etc.). If you choose to provide this voluntarily, you consent to its processing for recruitment purposes only.

C. Client and Business Contact Information

  • Name and contact details of hiring managers or decision-makers
  • Organisation name and registered details
  • Job role descriptions and vacancy specifications
  • Communications and service history with MRS

D. Marketing and Preferences Data

  • Newsletter subscription preferences
  • Event or blog subscription information
  • Marketing communication preferences
  • Records of consent for email marketing and cookies

E. Technical and Usage Data

  • IP address
  • Browser type and version
  • Device type and operating system
  • Referring website or traffic source
  • Page views and navigation behaviour on our Website
  • Cookie preferences (see our Cookie Policy)

F. Communication and Correspondence Data

  • Records of enquiries submitted through the contact form or by email
  • Feedback, testimonials, or complaints
  • Interview scheduling and follow-up messages

G. Legal or Compliance Information (where applicable)

  • Information required for legal compliance, such as identity verification or right-to-work checks (only if a contractual relationship arises)

3. How We Use Your Data

We process personal data only where we have a lawful basis to do so under the UK GDPR and the Data Protection Act 2018. The lawful bases we rely on include your consent, performance of a contract, compliance with legal obligations, and our legitimate interests (provided these are not overridden by your rights).

We may use your personal data for the following purposes:

  • To respond to enquiriessubmitted through our Website, by phone, or by email
  • To assess your suitability for rolesand match you to relevant job opportunities
  • To forward your CV and profileto prospective employers, where appropriate and with your consent
  • To keep records of our recruitment activitiesand service history with you
  • To communicate with youabout job opportunities, interviews, and placement progress
  • To process contractual obligations, such as service agreements or placements
  • To comply with our legal or regulatory obligations, including those related to employment law, tax, anti-money laundering (AML), or right-to-work checks (where applicable)
  • To manage relationships with clients and candidates
  • To improve our website, services, and user experience, including through analytics and feedback
  • To manage subscriptionsto our newsletter, blog, or other marketing communications (with your consent)
  • To notify you of changesto our services, policies, or terms
  • To maintain security, detect and prevent fraud, and ensure appropriate use of our systems
  • To establish, exercise, or defend legal claims
  • To fulfil statutory record-keeping obligations, including data retention and reporting
  • To conduct internal audits, compliance reviews, or business operations analysis

We will never use your personal data for automated decision-making or profiling without your explicit consent.

 

4. Sharing Your Data

We treat your personal data with confidentiality and only share it when necessary and lawful. We may share your data with third parties under the following circumstances:

A. With Clients and Prospective Employers

  • If you are a Candidate, we may share your CV and relevant professional information with recruitment clients or prospective employers, but only with your prior consent or instruction.

B. With Service Providers and Suppliers

  • We may share your data with trusted third-party service providers who help us operate our business and deliver our services. These may include:
    • IT support providers
    • Cloud storage and CRM providers
    • Email marketing platforms (e.g. for newsletters)
    • Website hosting and analytics providers
    • Professional advisers (e.g. accountants or legal advisers)

All such providers are required to process your data only on our instructions and subject to appropriate confidentiality and data protection obligations.

C. With Government Bodies and Regulators

  • Where required, we may share your information with regulatory authorities, government bodies, or law enforcement agencies. This may occur for the purposes of:
    • Right-to-work or identity verification
    • Tax or employment law compliance
    • Anti-money laundering (AML) or fraud prevention
    • Responding to legal claims or lawful requests

D. With Auditors and Insurers

  • We may disclose your data to professional auditors or insurers where required for risk management, financial reporting, or compliance with our regulatory obligations.

E. With Third Parties in a Business Transfer

  • If we undergo a business restructure, merger, acquisition, or sale of assets, your data may be shared with third parties involved in the transaction. In such cases, we will ensure that appropriate safeguards are in place and that your rights remain protected.

F. With Your Consent

  • In any other situation, we will only share your data with third parties where you have given us clear, informed consent to do so.

We do not sell or rent your personal data to third parties. We require all recipients of your data to respect its confidentiality and process it in accordance with applicable data protection laws.

5. International Transfers

Manha Resource Solutions Ltd is based in the United Kingdom. In the course of providing our services, your personal data is generally stored and processed within the UK or the European Economic Area (EEA). However, in limited circumstances, we may transfer personal data to trusted third-party service providers or partners located outside the UK or EEA.

Such transfers may occur, for example, if:

  • We use cloud-based service providers or platforms with servers located in other countries;
  • A recruitment client or Candidate is based in or operates from a non-UK jurisdiction;
  • Our technology or email service providers route data through international infrastructure.

Whenever we transfer your personal data internationally, we ensure that appropriate safeguards are in place to protect your rights and freedoms in accordance with the UK GDPR. These safeguards may include:

  • Ensuring the recipient country has been deemed to provide an adequate level of data protectionby the UK Government;
  • Entering into Standard Contractual Clauses (SCCs)approved by the Information Commissioner’s Office (ICO);
  • Requiring the recipient to implement binding corporate rulesor equivalent legally enforceable commitments to protect your data;
  • Obtaining your explicit consentwhere required by law.

You may request further information on international data transfers and obtain a copy of the relevant safeguards by contacting us HERE.

6. Data Retention

We will retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including to satisfy legal, regulatory, contractual, or reporting requirements.

The retention periods we apply are determined based on:

  • The nature and sensitivity of the data;
  • The purposes for which the data was collected;
  • The lawful basis for processing;
  • Applicable legal or regulatory requirements;
  • Best practice guidelines issued by the Information Commissioner’s Office (ICO).

Typical retention periods are as follows:

Data Type

Retention Period

Candidate CVs and application information

Up to 12 months from last contact or submission

Client contact and engagement records

Up to 6 years from last communication or contract end

Newsletter subscription details

Until you unsubscribe or withdraw consent

Enquiry form submissions and correspondence

Up to 2 years from date of last communication

Financial records (e.g. invoices)

6 years from the end of the financial year

Analytics and website usage data

Up to 26 months (depending on cookie settings)

Where lawful, we may retain certain records for longer where required for the establishment, exercise or defence of legal claims, or to comply with statutory obligations (e.g. tax or employment law).

When personal data is no longer required, we securely delete or anonymise it. You may request the deletion of your personal data at any time — see Section 7 (“Your Rights”) for further details.

7. Your Rights

Under the UK General Data Protection Regulation (UK GDPR), you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions under law but generally include:

  • Right to Access: You have the right to request a copy of the personal data we hold about you and information about how we process it.
  • Right to Rectification: If any of the personal data we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it.
  • Right to Erasure (“Right to be Forgotten”): You may request the deletion of your personal data where there is no compelling reason for its continued processing — for example, where the data is no longer needed, or you have withdrawn your consent.
  • Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data under certain circumstances — for example, if you contest the accuracy of the data or object to processing.
  • Right to Data Portability: Where we process your data based on consent or contract and the processing is carried out by automated means, you have the right to receive your personal data in a structured, commonly used, and machine-readable format and to have it transferred to another controller.
  • Right to Object: You may object to the processing of your personal data where we rely on legitimate interests as our lawful basis — particularly in the case of direct marketing. We will stop processing your data unless we have compelling legitimate grounds to continue.
  • Right to Withdraw Consent: If we are processing your personal data based on your consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out prior to withdrawal.
  • Rights Related to Automated Decision-Making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which has legal or similarly significant effects. MRS does not use automated decision-making on its Website.

How to Exercise Your Rights

To exercise any of these rights, please contact us at:

Contact Form
 Post: Manha Resource Solutions Ltd, The Long Lodge, Kingston Road, London, SW19 3NW

We aim to respond to all legitimate requests within one month. We may need to verify your identity before fulfilling certain requests, in line with legal obligations.

If you are dissatisfied with how we have handled your data or your rights, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
 Helpline: 0303 123 1113

8. How We Protect Your Data

We implement appropriate technical and organisational measures to safeguard personal data, including secure email practices, access controls, and data minimisation procedures. While we take all reasonable precautions, no internet transmission is completely secure, and you submit data at your own risk.

9. Third-Party Links

Our Website may contain links to third-party websites, plug-ins, applications, or content (for example, links to blog sources, external job boards, or embedded media). Clicking on those links or enabling those connections may allow third parties to collect or share data about you.

We have no control over and are not responsible for the content, privacy policies, or data processing practices of third-party websites. We do not endorse or make any representations about them. Once you leave our Website or interact with third-party elements, you are subject to their own terms and policies.

We encourage you to read the privacy policies and cookie notices of any third-party websites you visit before submitting any personal data to them.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will always be published on this page, with the revision date clearly stated. We encourage you to review it periodically.

11. Contact Us

For any questions about this Privacy Policy or how we handle your data, please contact:

Via the Contact Form on Our Website
 Post: Manha Resource Solutions Ltd, The Long Lodge, Kingston Road, London, SW19 3NW