Legal
Privacy Policy
How White Onyx Talent Solutions collects, uses and protects personal data about our clients, candidates and website visitors.
Last updated 18 October 2026
01
Who We Are
White Onyx Talent Solutions is a trading name of White Onyx Recruitment Ltd, a company registered in Northern Ireland under company number NI738321, with its registered office at 106 Rose Cottages, Craigavon, BT62 1RY.
We are the controller of the personal data described in this policy. Where we run hiring inside a client's own systems, such as their applicant tracking system, the client is the controller and we process that data on their behalf.
If you have any questions about this policy or how we handle your data, email fahad@whiteonyx.io.
02
Who This Policy Covers
This policy applies to:
Visitors to whiteonyx.io
Clients and prospective clients, and the people we work with inside their businesses
Candidates we approach, assess or introduce for roles
Referees and other professional contacts
03
The Information We Collect
Depending on how you deal with us, we may collect:
Contact details, such as your name, job title, company, email address and phone number
Information you share in enquiries, discovery calls and meetings
Candidate information, such as your CV, career history, skills, qualifications, current and expected salary, notice period, location and right to work
Whether you hold, or could obtain, the security clearance a role requires, where this is relevant to the role
Interview notes, assessments and feedback
Billing details for clients
Basic website usage data, such as pages visited and the type of device used
We do not ask for sensitive information, such as health details, unless it is needed, for example to arrange reasonable adjustments for an interview. If we do, we handle it with extra care and only use it for that purpose.
04
Where We Get It From
Most information comes directly from you. We may also collect it from:
Our clients, when they share details of hiring managers, interviewers or candidates
Public professional sources, such as LinkedIn, company websites, conference listings, publications and code repositories
Referrals from people in your network
Job boards and advertising platforms, used only with our client's approval
05
How We Use It and Why
We only use personal data where the law allows us to. In practice, that means:
To provide our services under a contract with you, or to take steps at your request before entering into one
To find, assess and introduce candidates for our clients' roles, which is in our legitimate interests and those of our clients and candidates
To reply to enquiries and arrange discovery calls
To keep business records and meet our tax, accounting and legal obligations
To send occasional, relevant updates to business contacts, which you can opt out of at any time
Where we ask for your consent, for example for non-essential cookies
06
If You Are a Candidate
If we find your profile through a public source, we will tell you who we are and why we have your details within one month, and usually at first contact.
We will never send your CV or details to a client without first discussing the role with you and getting your agreement.
You can ask us to stop contacting you, or to delete your details, at any time.
07
Who We Share It With
We do not sell personal data. We share it only where needed, with:
Clients, when a candidate has agreed to be put forward for a role
Our service providers, including Google Workspace for email and documents, Calendly for booking calls, Xero for invoicing and accounting, DocuSeal for signing agreements, Plausible for website analytics, Framer for hosting our website and its forms, and Anthropic (Claude) for AI-assisted research and drafting. We use AI tools to support our work, but a person always reviews candidates, and no decision about you is made solely by automated means.
Clients' own recruitment systems, when we run hiring inside them
Professional advisers, such as accountants and lawyers
Regulators, courts or law enforcement, where the law requires it
Our service providers only use your data on our instructions and must keep it secure.
08
International Transfers
Some of our service providers store data outside the UK, including in the United States. We also work with clients in Europe, the United States, the UAE and Saudi Arabia.
When personal data leaves the UK, we make sure it is protected by an adequacy decision, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard. A candidate's details are only shared with an overseas client after the candidate has agreed.
09
How Long We Keep It
Client and billing records: six years after our last invoice, to meet tax and accounting rules
Candidate records: up to two years after our last meaningful contact, unless you ask us to delete them sooner
Enquiries that do not lead to work: up to 12 months
When we no longer need personal data, we delete it securely.
10
How We Protect It
We use access controls, two-factor authentication and reputable, secure providers to protect personal data. Access is limited to people who need it to do their job.
11
Your Rights
Under UK data protection law, you have the right to:
Access the personal data we hold about you
Ask us to correct anything that is wrong or incomplete
Ask us to delete your data
Ask us to limit how we use it
Object to how we use it, including an absolute right to object to direct marketing
Receive your data in a portable format
Withdraw your consent at any time, where we rely on it
To use any of these rights, email fahad@whiteonyx.io. There is no fee, and we will reply within one month.
12
Cookies
Our website uses Plausible Analytics, which measures visits in aggregate without using cookies or tracking you across other websites. If we add any non-essential cookies, such as for advertising, we will ask for your consent first.
13
Complaints
If you are unhappy with how we have handled your data, please contact us first so we can put it right. You also have the right to complain to the Information Commission, the UK data protection regulator (formerly the Information Commissioner's Office), at ico.org.uk or on 0303 123 1113.
14
Changes to This Policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.
At a Glance
Company
White Onyx Recruitment Ltd, trading as White Onyx Talent Solutions
Company Number
NI738321, registered in Northern Ireland
Contact
fahad@whiteonyx.io