Privacy Policy for Client Contacts

How we manage, process and protect your data

New State Solutions delivers Interim & Permanent recruitment solutions. At New State Solutions we are committed to building informed and enduring relationships with the decision-making representatives of our current Clients, and getting closer to representatives of Client organisations that we would like to do business with in the future. When you engage with New State Solutions you are trusting us with your data and we are passionate about creating exceptional experiences for our customers. How we manage your data is central to ethos. We may change the terms of this policy from time to time. This version is dated May 2018.

Our commitment to you

We store your contact details and written notes of the content of our conversations and meetings as we seek to better understand how to deliver an exceptional customer experience to you and your Organisation. Protecting your data is of the upmost importance and we will always ensure that our internal processes are adequate and appropriate security measures and technology is in place. Your personal data is only accessible by people that need to access it (restricted access).

Any information that may be used will be kept up to date to ensure that you are not troubled by non-relevant interaction. In order for us to maintain our records, we would very much appreciate you notifying us of any changes in circumstances that may impact our relationship as soon as they occur. We will not keep your data for longer than we need to – if we have not engaged in, or received any communication for 36 months we will anonymise and delete your data.

What data might we capture?


Provided by you

Captured by us

To identify you




To understand your professional responsibilities for the purpose of presenting applicable recruitment solutions to you

Job Title



To know what legal entity you represent in a professional capacity

Employer / Client working for



Why do we capture it?

Email Address



To enable us to communicate to you via email

Direct Line Phone Number



To enable us to contact you

Mobile Phone Number



To enable us to contact you

Functional Category (ie HR or Finance)



To ensure that we are able to present applicable recruitment solutions to you

Contemporaneous written record of content of phone calls



To enable us to capture insight and preferences from you so we are better able to build an effective working relationship and tailor appropriate solutions to you

Notes of content of face to face meetings



To enable us to capture insight and preferences from you so we are better able to build an effective working relationship and tailor appropriate solutions to you

Special categories of personal data

As standard practice, we do not capture or request special categories of data. If it is required to fulfil the successful delivery of our services we will always obtain your consent. Due to the nature of our interaction sometimes Special Category data may be shared by yourself or disclosed within a document. We will not use or record this information as part of our interaction and if identified within a specific document we may request an alternative copy.


By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used. You may withdraw consent at any time by emailing your request to 

Where else will your data go?

New State Solutions Ltd will not pass on your personal data to third parties without first obtaining your consent. The following third party suppliers may receive your personal data to help us fulfil key processing activities (further details of these third parties are available upon request): Any personal data captured may be stored within a secure cloud based CRM system and/or saved to our cloud based Office Management and document storage system.

In the event of New State Solutions placing an Interim / Contractor, in the circumstance that you are the Line Manager designated to approve timesheets, your data will be entered into a digital timesheet system. Other New State Solutions Entities controlled (directly or indirectly) by New State Solutions Ltd.

Providing access and control to your data

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you.

Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.

Right of portability – you have the right to have the data we hold about you transferred to another organisation.

Right to object – you have the right to object to certain types of processing such as direct marketing.

Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

Right to judicial review: in the event that New State Solutions Ltd refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

How you can contact us if you have any questions

Our GDPR Owner and data protection representatives can be contacted directly here: | +44 (0) 207 459 4121 | +44 (0) 207 459 4121

In the event that you wish to make a complaint about how your personal data is being processed by New State Solutions Ltd (or third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and New State Solutions Ltd’s GDPR Owner. The details for each of these contacts are: 


Supervisory authority contact details

GDPR Owner contact details


Information Commissioner’s Office

Amy Langley


Wycliffe House
Water Lane

20 Eastbourne Terrace, Paddington, London W2 6LE



0303 123 1113 (local rate)
01625 545 745 (national rate)

(0) 207 459 4121