This Data Protection Policy describes how RecruitmentXperts Limited ("we," "us," "our" or "the Agency") collects, uses, shares, and protects the information of the businesses and institutions ("you," "Clients") that engage our recruitment and payroll services, in accordance with the Data Protection Act Chap 22:20 Part IV. RecruitmentXperts Limited is a "data controller" in respect of the information we hold by virtue of your engagement with our recruitment and payroll services. This Policy is provided for transparency and does not form part of any contract for the provision of services.

1. Information We Collect

We may collect and process the following types of information when you engage our services:

Business details – registration numbers, company addresses, and industry details.
Contact information – names, job titles, email addresses, and telephone numbers of your representatives.
Contractual and financial information – contracts, terms and conditions, payment details, and invoices.
Operational data – feedback, preferences, and communication records.
Record of emails, if you contact us.
Any other information you voluntarily provide to us.

2. How We Collect Your Information

We mostly collect Client information through:

Direct interactions – via email, phone calls, contracts, and meetings.
Referrals – from third-party introductions or recommendations.
Online – through forms submitted on our website or other digital channels.

3. How We Use Your Information

We will only use your information when the law allows us to, and only in alignment with the Data Protection Act. We may use your information to:

• Deliver recruitment and payroll services as agreed in our contracts.
• Communicate with you regarding services, updates, and billing.
• Maintain accurate records for operational and legal purposes.
• Improve our services based on your feedback.
• Comply with our legal and regulatory obligations.

We rely on one or more lawful bases for this processing, including the performance of pre-contract steps taken at your request, our legitimate interests (or those of a third party), compliance with legal obligations, the protection of vital interests, and, in limited circumstances, your consent. Some of these grounds may overlap.

4. Sharing Your Information

We may share Client information with:

• Recruitment candidates for specific assignments, as agreed with you.
• Third-party service providers assisting with IT systems, audits, or legal matters.
• Legal or regulatory authorities, as required by law.
• All third-party partners are contractually required to comply with our data protection standards. We only permit them to process your information for specified purposes and in accordance with our instructions, we do not allow them to use it for their own purposes, and we do not sell your data to third parties.

5. Security of Data

We have put in place appropriate security measures to prevent your information from being accidentally lost, used, altered, disclosed, or accessed in an unauthorized way. We limit access to those employees, agents, contractors, candidates and other third parties who have a business need to know, and who are subject to a duty of confidentiality. We also maintain procedures to deal with any suspected data security breach and will notify you and any applicable regulator where we are legally required to do so.

6. Where We Store Your Data

Your information may be stored physically or electronically on the Agency's secure servers or those of trusted third-party providers, protected by secure servers and access controls.

7. Data Retention

Client information is retained for the duration of our contract. Upon termination, we will hold your information for a maximum period of seven (7) years, after which we reserve the right to securely destroy it — by shredding for hard-copy data and deletion for soft-copy data. You may request that your data be removed from our system at any time by making a formal request using the contact details below.

8. Your Data Protection Rights

You have the right to:

• Access the information we hold about you.
• Request correction of any inaccurate information.
• Object to the processing of your information under certain conditions.
• Request erasure of information no longer needed for its original purpose.

You will not have to pay a fee to exercise these rights. As a security measure, we will require an official letter from an approved signatory of the Client before disclosing information, to ensure it is not released to any person who has no right to receive it. To exercise any of these rights, please contact us using the details below.

9. Withdrawing Your Consent

Where you have provided consent for a specific purpose, you have the right to withdraw it at any time by contacting us. Once we receive your notice, we will stop processing your information for that purpose, unless we have another lawful basis to continue. We will also advise you of any impact the withdrawal may have on your contractual arrangement with the Agency; where a negative impact or dispute arises, the Agency reserves the right to decline the request and engage in further discussion with you to resolve the matter.

10. Changes to This Policy

We reserve the right to update or modify this Data Protection Policy at any time. We will notify you of any changes by posting the updated policy on this page.

11. Contact Us

If you have any questions about this Data Protection Policy, or wish to exercise any of your rights, please contact us:

Phone: 868-622-9779
Email: jobs@recruitmentxperts.com
Post: PO Bag 1033, St. James, Trinidad and Tobago, West Indies