1. Who we are

RMG Digital Ltd (“RMG Digital”, “we”, “us”) is a digital recruitment agency. We are the data controller for the personal data described in this policy.

Registered office: 4th Floor, 100 Fenchurch Street, London, England, EC3M 5JD

Company number: 11235730

VAT number: GB 232 1765 29

Data protection contact: Rupert McSheehy, Co-founder, reachable at info@rmgdigital.io

ICO registration number: ZA538341

2. The information we collect

Depending on whether you are a candidate, a client, or a website visitor, we may collect:

• Name, contact details, and address
• CV, work history, qualifications, and education history
• Salary expectations, right-to-work status, and references
• Communications between you and us (email, calls, messages)
• Technical and usage data from this website (see section 8, Cookies)

We collect this directly from you, from publicly available sources (such as LinkedIn), from referees, and from clients or candidates you are connected to.

3. How and why we use your information

We use your information to:

• Match candidates to roles and progress applications
• Share candidate information with prospective employers or clients as part of the recruitment process
• Communicate with you about roles, candidates, or our services
• Understand how visitors use this website, so we can improve it
• Meet our legal and regulatory obligations

Our legal basis for this processing is usually one of the following:

• Consent — where you have actively agreed, for example to be put forward for a role or to receive marketing
• Performance of a contract — where processing is needed to deliver a recruitment service you have asked for
• Legitimate interests — where processing is reasonably necessary to run our business and does not override your rights, for example basic website analytics
• Legal obligation — where we are required to process or retain data by law

You can withdraw consent at any time by contacting info@rmgdigital.io. This does not affect anything we have already done with your consent.

4. Use of AI tools

We use AI tools, including Claude and ChatGPT, as part of our day-to-day work. This can include summarising CVs and applications, drafting candidate and client communications, and supporting research.

AI tools support our team’s judgement; they do not make recruitment decisions on our behalf. A person always makes the final call on whether a candidate is put forward, shortlisted, or rejected.

Personal data shared with an AI tool is processed by that tool’s provider under our agreement with them. We do not permit our data to be used to train the provider’s models. We only share the minimum information needed for the task.

If this changes — for example, if we start using AI to make automated decisions with a legal or similarly significant effect on you — we will update this policy and tell you before doing so.

5. Sharing your information

We do not sell or rent your personal data. We share it only:

• With prospective employers or clients, where you are being put forward for a role with them
• With service providers who process data on our behalf, such as our CRM, IT, and AI tool providers, under contracts that require them to protect your data
• With Signal Cape, our recruitment delivery partner. Signal Cape is a UK registered company, and its staff work as outsourced members of the RMG Digital team, using RMG Digital-owned and managed devices. Your data stays within RMG Digital’s own systems and is never uploaded to separate Signal Cape systems or devices. Some of this team are based in Cape Town and, on a case-by-case basis, access our systems from there to support delivery on a specific role or client (see section 6, International transfers)
• Where required by law, regulation, or a valid request from a public authority
• Where you have given specific consent to share with a named third party

6. International transfers

Some of our AI and software providers may process data outside the UK. Where this happens, we rely on the provider’s standard contractual clauses, IDTA, or equivalent approved mechanism.

7. How long we keep your information

We keep candidate and client data for 24 months from your last interaction with us, so we can consider you for future roles and meet our legal obligations. After this, we delete or anonymise your data unless we are required to keep it longer, for example for tax or legal reasons.

You can ask us to delete your data sooner; see section 9, Your rights.

8. Cookies

This website uses cookies and similar technologies to remember your preferences, understand how the site is used, and improve performance.

On your first visit, you can choose which categories of cookies to accept through our cookie banner. You can change your choice at any time through your browser settings or the cookie control link on this website. Blocking some cookies may affect how the website works.

9. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Have inaccurate data corrected
• Ask us to delete your data, in certain circumstances
• Restrict or object to certain processing
• Receive your data in a portable format, where we process it based on consent or contract
• Withdraw consent at any time
• Complain to the Information Commissioner’s Office (ICO) at ico.org.uk, or call 0303 123 1113

To exercise any of these rights, email info@rmgdigital.co.uk. We will respond within one month.

10. Keeping your information secure

We use technical and organisational measures, including access controls and data processing agreements with our suppliers, to protect your data against unauthorised access, loss, or misuse. Only staff and third parties who need access to do their job are given it.

Our outsourced delivery team, including staff based in Cape Town, work on RMG Digital-owned and centrally managed devices, rather than their own equipment. This lets us apply our own encryption, access controls, and remote wipe capability, and prevents personal data being copied onto separate Signal Cape systems or devices.

11. Changes to this policy

We may update this policy from time to time. We will post the updated version on this page and change the “last updated” date above. Where changes are significant, we will let you know directly.

12. Contact us

Questions, requests, or complaints about how we handle your data: info@rmgdigital.io.