Privacy policy

This policy explains what personal data MOOODY COW LIMITED collects, why we collect it, who we share it with and what rights you have over it. It applies to visitors to this website, to our clients and prospective clients, and to candidates and contractors who work with us.

Last updated 10 August 2026  ·  Version 1.0

1.Who we are

MOOODY COW LIMITED, trading as MooodyCow, is a company registered in England and Wales under company number 09710343. Our registered office is at Regency House, 48 Birmingham Road, Bromsgrove, Worcestershire, B61 0DD. Our trading address is 2 Devon Way, Birmingham, B31 2TS.

We are the data controller for the personal data described in this policy, which means we decide how and why it is used.

For any question about this policy or about how we handle your data, contact us at hello@mooodycow.co.uk.

2.What this policy covers

This policy covers four groups of people:

• Website visitors. Anyone browsing this site or submitting an enquiry through it.
• Clients and prospective clients. Individuals at organisations that use, or may use, our staffing, consultancy or technology services.
• Candidates, contractors and workers. Anyone we place, seek to place, or hold on file for future opportunities.
• Suppliers and partners. Individuals at organisations we buy from or work alongside.

It does not cover our own employees, who receive a separate internal privacy notice. It also does not cover third party websites we link to, which have their own policies.

3.The personal data we collect

Website visitors

• Information you give us in an enquiry form, including your name, email address, telephone number and the content of your message
• Technical data collected automatically, including IP address, browser type and version, device type, operating system, and the pages you viewed
• Cookie data, as described in section 8

Clients and prospective clients

• Name, job title, employer, business email address and business telephone number
• Records of our correspondence and meetings with you
• Details of the roles, projects or services you have discussed with us
• Billing and payment contact details

Candidates, contractors and workers

• Name, address, email address and telephone number
• Your CV, employment history, qualifications, certifications, skills and references
• Your current and expected remuneration, notice period and availability
• Records of interviews, assessments and our conversations with you and with clients about you
• Right to work documentation, including passport, visa or immigration status information, which we are required by law to check and record
• Where you are placed through us, additional information needed to engage and pay you, which may include your National Insurance number, bank details, tax status, company or umbrella details, and emergency contact
• Where relevant to a specific role, security clearance status or vetting outcomes

Suppliers and partners

• Name, job title, business contact details, and records of our dealings and contracts with you

4.Where we get your data from

Most often, directly from you, when you contact us, apply for a role, register with us, or engage us as a client.

We also obtain personal data from:

• Job boards and CV databases you have chosen to publish your details on
• Professional networking sites, including LinkedIn, where your profile is publicly visible
• Referrals from colleagues, clients or other candidates
• Publicly available sources, including company websites and public registers
• Referees you have named, and background or vetting providers where a role requires it
• Our clients, where they give us information relating to a role or an engagement

Where we obtain your data from a source other than you, we will tell you within one month of obtaining it, or at the point we first contact you, whichever is sooner, unless an exemption applies.

5.Why we use your data, and our lawful basis

We must have a lawful basis under UK GDPR for everything we do with your data. The table below sets out what we do and why.

What we do	Why	Lawful basis
Respond to enquiries made through our website	To answer your question and provide the information you asked for	Legitimate interests, being the interest in responding to people who contact us
Match candidates to roles and put candidates forward to clients	To provide our core staffing service	Legitimate interests, being the interest in operating a recruitment business, and in helping candidates find work
Verify your right to work in the UK	Because we are legally required to check and retain evidence	Legal obligation
Engage, contract with and pay placed workers	To perform our contract with you	Performance of a contract, and legal obligation for tax and payroll records
Provide consultancy and technology services to clients	To perform our contract with your organisation	Performance of a contract, or legitimate interests where our contract is with your employer rather than you
Send marketing about our services to business contacts	To tell you about services that may be relevant to your organisation	Legitimate interests, or consent where the law requires it
Keep records, manage invoicing and meet accounting duties	To run our business and meet statutory obligations	Legal obligation, and legitimate interests
Maintain the security of our systems and this website	To protect our business and the people whose data we hold	Legitimate interests, being the interest in keeping systems secure
Establish, exercise or defend legal claims	To protect our legal position	Legitimate interests, and legal obligation

Where we rely on legitimate interests, we have considered whether our interest is overridden by your rights, and concluded that it is not. You can ask us for details of that assessment at any time, and you have the right to object as described in section 13.

6.Special category and criminal offence data

Some personal data receives extra protection under UK GDPR. This includes data about health, racial or ethnic origin, religion, trade union membership and sexual orientation, along with information about criminal convictions.

We do not seek this information routinely. Where we do process it, it is limited to the following situations:

• Health information, where you tell us about a disability or condition so that we can make reasonable adjustments during a recruitment process, or so a client can do so. Our basis is your explicit consent, or the exercise of rights in employment law under the Equality Act 2010.
• Diversity information, where you choose to provide it for equal opportunities monitoring. This is always optional, is used in aggregate, and is not used to make decisions about you. Our basis is your explicit consent.
• Criminal records information, where a role requires a DBS check, security clearance or equivalent vetting. Our basis is the exercise of rights in employment law, and we only process it where the role genuinely requires it.

Right to work documents can reveal nationality and immigration status. We collect these only because the law requires us to, we retain only what the legislation requires, and we do not use them for any other purpose.

7.Marketing and your choices

We may send you information about our services where you are an existing client contact, where you have asked us to, or where we have a legitimate interest in contacting you in a business capacity.

Every marketing message we send includes a way to unsubscribe. You can also tell us at any time to stop, by emailing hello@mooodycow.co.uk. We will act on that request promptly and it will not affect any service we are already providing to you.

Contacting you about a specific role, or about a live enquiry or engagement, is service communication rather than marketing, and opting out of marketing does not stop those messages.

We do not sell your personal data, and we do not share it with third parties for their own marketing.

8.Cookies and similar technologies

Cookies are small files placed on your device when you visit a website.

This website uses only strictly necessary cookies, which are the cookies required to make the site function, including page navigation, security and the submission of forms. These do not require your consent under the Privacy and Electronic Communications Regulations, because the site cannot work without them.

We do not currently use analytics, advertising or tracking cookies on this website, and we do not build a profile of your browsing.

Most browsers let you block or delete cookies through their settings. Blocking strictly necessary cookies may stop parts of this site working.

If we introduce analytics or marketing cookies in future, we will ask for your consent first and update this policy before doing so.

9.Who we share your data with

We share personal data only where we need to, and only with organisations that are required to protect it.

• Clients. Where you are a candidate, we share your details with clients considering you for a role. We tell you before we do this.
• Referees and vetting providers. Where a role requires references or background checks, and with your knowledge.
• Umbrella companies, payroll providers and accountants, where needed to engage or pay you.
• Technology suppliers, including our website host, applicant tracking or CRM system, email provider and IT support. These act as processors on our instructions and cannot use your data for their own purposes. We can provide details of our current suppliers on request.
• Professional advisers, including lawyers, auditors and insurers, where necessary.
• Regulators and public authorities, where we are required by law to disclose information.
• A buyer or successor, if we sell or reorganise our business, in which case your data would continue to be protected under this policy.

10.Sending data outside the UK

We work with clients and candidates internationally, so your personal data may be transferred to, stored in, or accessed from countries outside the United Kingdom. You can ask us at any time which countries are involved in relation to your own data.

Where we transfer personal data outside the UK, we make sure one of the following applies:

• The country has UK adequacy regulations, meaning it is recognised as providing equivalent protection
• We have put in place the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses
• Another safeguard permitted under UK GDPR applies

We also carry out a transfer risk assessment where required. You can request a copy of the safeguards we rely on by contacting us.

11.How long we keep your data

We keep personal data only as long as we need it for the purpose we collected it, or as long as the law requires.

Data	Retention period
Website enquiry submissions	24 months from the date of enquiry
Candidate records where no placement is made	24 months from our last meaningful contact with you
Placed worker records	Six years from the end of the engagement, to meet tax, contractual and limitation requirements
Right to work documentation	Two years from the end of the engagement, as required by immigration legislation
Records required under the Conduct Regulations	One year from the last date of dealing, and one year from the end of a work finding service, as required by regulation 29
Client and supplier records	Six years from the end of the relationship
Accounting and tax records	Six years from the end of the relevant financial year
Marketing preferences and opt outs	Indefinitely, so that we can honour your choice

At the end of these periods we delete the data securely, or anonymise it so that it can no longer identify you.

12.How we keep your data secure

We have appropriate technical and organisational measures in place to protect personal data against loss, misuse and unauthorised access. These include access controls and role based permissions, encryption of data in transit, secure and monitored hosting, regular software updates and patching, backups, and staff training on data protection.

No system can be guaranteed completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner's Office within 72 hours of becoming aware of it, and we will tell you directly where the risk is high.

13.Your rights

Under UK data protection law you have the following rights, free of charge in almost all cases:

• Access. To be told whether we hold data about you, and to receive a copy of it.
• Rectification. To have inaccurate data corrected, and incomplete data completed.
• Erasure. To have your data deleted where we no longer have a good reason to keep it.
• Restriction. To ask us to pause our use of your data while a concern is resolved.
• Portability. To receive data you gave us in a machine readable format, or have it sent to another organisation, where processing is based on consent or contract and is automated.
• Objection. To object to processing based on legitimate interests. Where you object to direct marketing, we will always stop.
• Withdraw consent. Where we rely on consent, you can withdraw it at any time, without affecting anything done before you withdrew it.
• Not to be subject to solely automated decisions that have a legal or similarly significant effect on you.

To exercise any of these rights, email hello@mooodycow.co.uk. We may ask you to verify your identity before we act, so that we do not disclose your data to someone else. We will respond within one month, and will tell you if we need longer because the request is complex.

14.Automated decision making

We do not make decisions about you based solely on automated processing that produce legal effects or similarly significant effects.

We may use search and filtering tools to identify candidates whose skills and experience match a role. These tools support our consultants, and a person always reviews and decides whether to put a candidate forward.

15.Changes to this policy

We review this policy regularly and will update it when our practices change or the law requires. The date at the top of this page shows when it was last updated. Where a change is significant, we will bring it to your attention directly.

16.How to contact us or complain

For anything relating to this policy or your personal data, email us at hello@mooodycow.co.uk, or write to us at Regency House, 48 Birmingham Road, Bromsgrove, Worcestershire, B61 0DD.

If you are unhappy with how we have handled your data, please tell us first so that we can put it right. You also have the right to complain to the Information Commissioner's Office at any time.