Company Name: Apollon Hospitality Ltd (“the Company”)
Contact Details: Data Protection Lead – info@apollonhospitality.com
Document: Privacy Notice
Topic: Data Protection
Date: October 2025
Version: 1.0

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The Company is a recruitment business providing work-finding services to its clients and work-seekers within the hospitality industry. In doing so, the Company acts as a data controller and must process personal data (including special categories of data) to deliver its services in compliance with UK GDPR and the Data Protection Act 2018.

You may provide your details directly (for example, through our website, by email, or via a job application), or we may collect them from other sources such as job boards or professional networking sites. We will only process your personal data in accordance with this notice and applicable law.

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Contents

1. Collection and use of personal data

2. Purpose of processing and legal basis

3. Legitimate interest

4. Statutory / contractual requirement

5. Recipients of data

6. Information collected from third parties

7. Overseas transfers

8. Data retention

9. Your rights

10. Cookies

11. Log files

12. Links to external sites

13. Sale of business

14. Data security

15. Changes to this privacy statement

16. Complaints or queries

1. Collection and use of personal data

The Company collects and processes personal data (which may include special categories of data) to provide work-finding and recruitment services. This includes: contacting you about job opportunities, assessing suitability, updating our databases, forwarding your profile to clients, arranging interviews or payments, and managing our relationships with you and our clients.

If you have opted in, we may send you updates or news about job opportunities. You can opt out anytime by clicking “unsubscribe” or emailing privacy@apollonhospitality.com.

2. Purpose of processing and legal basis

We must have a lawful basis for processing your data. The bases we rely upon include:

• Consent – where you have given permission to process your data;

• Legitimate interest – where processing is necessary for our recruitment activities;

• Legal obligation – to comply with employment, tax, or immigration law;

• Contract – to fulfil our obligations to you or our clients.

3. Legitimate interest

Our legitimate interests include:

• Managing and maintaining candidate and client databases;

• Providing work-finding services to clients and candidates;

• Contacting you regarding relevant opportunities;

• Marketing similar roles or services (when permitted);

• Ensuring compliance with our regulatory obligations.

We always balance our legitimate interests against your privacy rights and will not use your data for purposes you would not reasonably expect.

4. Statutory / contractual requirement

Certain laws and regulations require us to collect and retain specific data (e.g., immigration checks, right-to-work verification, tax and payroll records, and the Conduct of Employment Agencies and Employment Businesses Regulations 2003).
Failure to provide necessary information may prevent us from delivering recruitment services.

5. Recipients of data

We may share your personal data with:

• Clients seeking hospitality staff;

• Referees and former employers for reference checks;

• Payroll or payment providers where applicable;

• Auditors or regulators assessing compliance;

• Technology providers (cloud and database systems) under data-processing agreements.

All third parties are required to maintain confidentiality and appropriate security measures.

6. Information collected from third parties

Where data is not obtained directly from you, we may collect it from:

• Job boards (e.g., Caterer.com, Hosco, Reed, Indeed, LinkedIn);

• Publicly available professional profiles;

• Former employers or referees;

• Recruitment partners or agencies within our supply chain.

This information is not taken from publicly sensitive or unrelated sources.

7. Overseas transfers

We may transfer your data to countries outside the UK or European Economic Area (EEA) for recruitment purposes (for example, placing candidates in hotels abroad).
Where we do so, we implement appropriate safeguards, such as standard contractual clauses, to protect your personal information.

8. Data retention

We retain personal data only as long as necessary to provide services and comply with legal obligations.

• Work-seeker records: minimum 1 year after creation or last provision of services.

• Right-to-work and compliance documents: 2 years after engagement ends.

• Payroll/tax records: 3–6 years as required by HMRC.

Where consent is the lawful basis, we will refresh consent periodically. If consent is withdrawn, processing will cease unless another lawful basis applies.

9. Your rights

You have the following data-protection rights:

• The right to be informed;

• The right of access;

• The right to rectification;

• The right to erasure;

• The right to restrict processing;

• The right to data portability;

• The right to object;

• The right not to be subject to automated decision-making or profiling;

• The right to withdraw consent at any time.

Requests can be sent to privacy@apollonhospitality.com.
We will respond within one month, or sooner where required by law.

10. Cookies

Our website uses cookies to improve functionality and user experience.
For details, please see our separate Cookie Policy.
You can control cookies through your browser settings.

11. Log files

We may collect technical data such as IP addresses to analyse trends and administer our site. IP addresses are not linked to identifiable information.

12. Links to external sites

Our website may include links to external websites. We are not responsible for their privacy practices or content. Please review their privacy notices before submitting personal data.

13. Sale of business

If Apollon Hospitality is sold, merged, or integrated with another business, your data may be disclosed to advisers and new owners, who will become the new data controller. You will be notified of any such transfer.

14. Data security

We use firewalls, encryption, secure servers, and password-protected systems to protect your data.
Only authorised staff have access to personal information when necessary to perform their duties.
While we take reasonable precautions, electronic transmission (e-mail/Internet) is not fully secure; please take appropriate care when sharing personal data online.

15. Changes to this privacy statement

We may update this Privacy Policy occasionally to reflect business or legal developments.
Any updates will appear on this page with a new “Last Updated” date.

16. Complaints or queries

If you have concerns about how we process your data, contact:

Data Protection Lead
Apollon Hospitality Ltd
info@apollonhospitality.com

124 City Road, London EC1V 2NX

United Kingdom

124 City Road, London EC1V 2NXUnited Kingdom