Terms & Conditions

Astrantia Talent Limited

Astrantia Talent Limited (“the Recruitment Agency”) provides recruitment services in accordance with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, UK employment law, and applicable EU standards.

1. Definitions and Scope

1.1 These Terms govern every introduction and engagement of candidates introduced by the Recruitment Agency to the Client or any associated company.

1.2 “Engagement” includes any employment or contractual relationship, whether direct or indirect, including via intermediaries, personal service companies or other arrangements.

2. Acceptance of Terms

2.1 These Terms are deemed accepted upon candidate introduction or engagement.

2.2 The Recruitment Agency is authorised to source candidates through databases, job boards, advertising, and agreed recruitment channels.

3. Information Required from the Client

In compliance with Regulation 18 of the Conduct Regulations, the Client shall provide:

• Identity of the engaging entity

• Role description and duties

• Start date and duration

• Location, hours, and remuneration

• Health and safety risks and controls

• Required qualifications, experience, and authorisations

4. Candidate Suitability & Compliance

4.1 The Recruitment Agency shall take reasonable steps to assess suitability and verify:

• Identity

• Right to work

• Qualifications where legally required

4.2 Reference checking is undertaken where agreed. The Client retains responsibility for final hiring decisions.

5. Communication Obligations

5.1 The Client agrees to maintain timely communication.
5.2 Failure to respond for 14 days may result in assignment closure or additional fees where applicable.

6. Fees and Invoicing

6.1 Placement fees are payable upon confirmation of candidate acceptance.
6.2 Invoices are payable within 14 days by electronic transfer.
6.3 Fees are calculated based on agreed remuneration and are non-refundable unless stated otherwise in writing.

7. Cancellation

The Recruitment Agency may charge a cancellation fee if:

• The role is materially altered

• The assignment is cancelled or suspended

• Communication ceases following written notice

8. Guarantee

8.1 A 6-month replacement guarantee applies subject to full payment of all fees.
8.2 Replacement applies only where role requirements remain materially unchanged.

9. Confidentiality & Introductions

9.1 Candidate introductions are confidential and exclusive to the Client.
9.2 Passing candidate details to third parties is prohibited.
9.3 Breach renders the Client liable for full placement fees.

10. Liability

10.1 The Recruitment Agency shall not be liable for indirect or consequential losses, including loss of profit or business.
10.2 Nothing limits liability for fraud, or death or personal injury caused by negligence.

11. Indemnity

The Client shall indemnify the Recruitment Agency against claims arising from:

• Breach of these Terms

• Breach of statutory obligations

• Discriminatory or unlawful conduct

12. Governing Law

These Terms are governed by the laws of England and Wales, and the parties submit to the jurisdiction of the English and Welsh courts.
 

GDPR:

1. Regulatory Framework

Astrantia Talent Limited complies with all applicable data protection laws, including:

• UK General Data Protection Regulation (UK GDPR)

• EU General Data Protection Regulation (EU GDPR)

• UK Data Protection Act 2018

Where Astrantia recruits candidates located within the European Union but outside the United Kingdom, Astrantia complies with EU GDPR requirements applicable to cross-border processing.

2. Roles Under GDPR

For the purposes of data protection legislation:

• Astrantia acts as Data Controller in respect of candidate personal data;

• Astrantia acts as Data Controller in respect of client contact and business data;

• In limited circumstances, Astrantia may act as a Data Processor where expressly agreed in writing.

3. Categories of Personal Data

3.1 Candidate Data

We may process the following categories of candidate personal data:

• Identification and contact details

• CVs, employment history, education and qualifications

• Skills, experience, references and interview notes

• Right-to-work documentation and legal eligibility information

• Salary expectations and role preferences

3.2 Client Data

We may process:

• Names and contact details of client representatives

• Business and billing information

• Recruitment instructions and role specifications

4. Lawful Bases for Processing

Personal data is processed only where permitted by law, including:

• Performance of a contract or pre-contractual steps

• Legitimate interests (recruitment, placement, business operations)

• Compliance with legal obligations

• Consent, where required (which may be withdrawn at any time)

5. Purpose Limitation

Personal data is processed solely for legitimate recruitment-related purposes, including:

• Identifying, assessing, and placing candidates

• Managing recruitment campaigns

• Compliance with employment and immigration laws

• Client relationship management and invoicing

Data shall not be processed for purposes incompatible with these objectives.

6. Data Sharing

6.1 Personal data may be shared with:

• Clients for the purpose of recruitment and engagement decisions

• Third-party service providers acting on Astrantia’s behalf (e.g. IT systems, background checks)

• Regulatory or legal authorities where required by law

6.2 Astrantia does not sell personal data.

All recipients are required to apply appropriate security and confidentiality measures.

7. International Data Transfers (EU Candidates)

7.1 Where personal data of EU-based candidates is transferred to the United Kingdom or to third countries, Astrantia ensures that such transfers are lawful and protected by appropriate safeguards, including:

• UK adequacy regulations

• EU adequacy decisions

• Standard Contractual Clauses (SCCs) approved by the European Commission

• Other lawful transfer mechanisms permitted under GDPR

7.2 Astrantia ensures that equivalent levels of data protection apply to international transfers.

8. Data Retention

8.1 Personal data is retained only for as long as necessary for recruitment purposes, legal compliance, and legitimate business needs.

8.2 Typically:

• Candidate data is retained to facilitate current and future recruitment opportunities

• Client data is retained for the duration of the business relationship and thereafter in accordance with legal requirements

Where appropriate, data may be anonymised rather than deleted.

9. Data Security

Astrantia implements appropriate technical and organisational measures to safeguard personal data, including:

• Access controls and secure systems

• Confidentiality obligations

• Data minimisation and integrity controls

10. Data Subject Rights

Individuals located in the UK or EU have the right to:

• Access their personal data

• Rectify inaccurate or incomplete data

• Request erasure (subject to legal limitations)

• Restrict or object to processing

• Data portability

• Withdraw consent where applicable

• Lodge a complaint with the UK Information Commissioner’s Office (ICO) or the relevant EU supervisory authority

Requests should be made using the contact details below.

11. Client Responsibilities

The Client agrees to:

• Process candidate personal data lawfully and confidentially

• Use candidate data solely for recruitment purposes

• Comply with UK GDPR, EU GDPR, and applicable local data protection laws

• Securely delete or return candidate data when no longer required

12. Personal Data Breaches

Astrantia maintains internal procedures to identify, assess, and respond to personal data breaches. Where legally required, Astrantia shall notify the relevant supervisory authority and affected individuals without undue delay.

13. Contact Details

For all data protection enquiries or rights requests:

Astrantia Talent Limited
Email: jenny@astrantiatalent.com

14. Priority and Interpretation

In the event of any inconsistency between this Add-On and the Terms & Conditions, this GDPR & Privacy Add-On shall prevail in respect of data protection matters.