Privacy Policy

Who we are

Ayotte Recruitment and Training Academy, company number 14543379, is the data controller for ARTA-HUB. Our registered office is 599-613 Princes Road, Dartford, England, DA2 6HH. ARTA-HUB was developed by Veritium Support Services Limited.

Contact us about privacy or data rights at admin@ayotterecruitment.com or by phone on +44 020 3343 5266. We have not appointed a formal Data Protection Officer as we are not required to do so under Article 37 UK GDPR.

What personal data we process

We process account details (name, email address, password hash), contact details, role and organisation membership information, candidate and tutor profile content (including employment history, qualifications, skills, location, availability, driving licence information, nationality, and date of birth where provided), uploaded profile documents, job applications and application answers, training enrolments, attendance and completion records, policy acceptance records, support messages, system audit logs, and security session data.

Why we use personal data and our lawful bases

We rely on contract where processing is needed to provide the ARTA-HUB service you have signed up for — including account management, recruitment workflows, job applications, profile controls, and training enrolment.

We rely on legitimate interests for secure platform operation, fraud prevention, audit logging, recruitment and training administration, and service improvement, where those interests are not overridden by your rights.

We rely on legal obligation where records must be retained or disclosed under applicable law.

We rely on consent only where a specific optional consent-based feature is introduced. You may withdraw consent for any such feature at any time without affecting processing carried out before withdrawal.

We do not carry out solely automated decision-making with legal or similarly significant effects on individuals.

Sharing and processors

We may share relevant data with employers, training administrators, tutors, platform administrators, hosting and infrastructure providers, file storage providers, email delivery providers, and professional advisers where needed. Service providers act as processors under written instructions and must keep your data confidential, apply appropriate security, and delete or return data when processing ends.

Retention

We keep personal data only for as long as needed for the purpose it was collected. Indicative periods are:

• Active account data: retained for the duration of your account.
• Closed or deactivated accounts: up to 3 years after closure unless a longer legal or contractual obligation applies.
• Job applications and recruitment records: up to 2 years from the date of the application decision.
• Training enrolment and completion records: up to 7 years to support certification, compliance, and audit needs.
• Security and audit logs: up to 2 years for security and operational investigation purposes.
• Policy acceptance records: retained for the life of the account plus a reasonable period for legal compliance.

Where no fixed period applies, we consider the type of record, applicable risk, legal requirements, and operational need to determine retention.

Your rights

Under UK GDPR you may ask us to: provide access to your personal data,correct inaccurate data, erase data where it is no longer needed or where you withdraw consent, restrict processing in certain circumstances, provide a portable copy of data you gave us, orobject to processing based on legitimate interests.

You can exercise your rights by emailing admin@ayotterecruitment.com, by phone on +44 020 3343 5266, or through the My Data & Privacy section of your account, which allows you to download a copy of your data and request account deletion.

We will respond within one calendar month. We may ask you to verify your identity before processing your request.

Data breaches

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office within 72 hours of becoming aware and will inform affected individuals without undue delay where required.

Complaints

Please contact us first so we can investigate. You may also complain to the Information Commissioner's Office at ico.org.uk or by calling 0303 123 1113.