Privacy Policy
Last updated: 22 October 2026
Your career plans and hiring discussions can be sensitive. This notice explains how Dolmen Recruitment Partners Limited collects and uses personal data when you contact us, use our website or work with us as a candidate, client, referee or business contact.
1. Who is responsible for your data?
Dolmen Recruitment Partners Limited (“Dolmen”, “we” or “us”) is the data controller for the personal data we use to run our recruitment business. We are an Irish company, registration number 596603, based in Dublin 2, Ireland.
For privacy enquiries or to exercise your rights, contact Hugh Murray at info@dolmenrecruitment.ie or call + 353 01 9081860. Please use “Privacy enquiry” in your email subject where convenient; this is not a requirement for making a request.
2. What information do we collect?
Candidates: contact details, CVs, employment history, qualifications, professional experience, skills, career interests, remuneration expectations, availability, relevant interview notes and recruitment correspondence.
Clients and business contacts: names, job titles, work contact details, hiring requirements, correspondence and information needed to administer our services and invoices.
Referees: professional contact details, relationship to a candidate and information provided in a reference.
Website visitors: information submitted through forms or booking tools, and technical or usage information collected through the website and cookies, subject to applicable cookie choices.
Where necessary for a particular appointment, the process may also involve work-authorisation information, professional or regulatory checks, references or assessment results. We seek only information relevant to the purpose. Please avoid including sensitive personal information or identity documents in an initial enquiry unless requested for a specified reason.
Health information and other special-category data require an additional legal condition under data protection law. Criminal-conviction information is subject to separate restrictions. Such information must not be collected simply because it might be useful.
3. Where does the information come from?
We collect information directly through applications, CVs, forms, calls, meetings, emails and professional messages. We may also receive relevant professional information from LinkedIn, company websites, recruitment platforms, referrals, clients, referees and other publicly available professional sources.
If we obtain your details from another source, we will explain the relevant source and purpose when contacting you, or otherwise within the timescales required by law. Public availability does not remove your data protection rights.
4. Why do we use it, and on what legal basis?
We identify a lawful basis for each activity. We do not treat visiting this website or receiving this notice as consent.
Responding to enquiries and supporting a recruitment process: taking steps at your request before entering a contract, where applicable; otherwise our legitimate interests in providing recruitment services, understanding requirements and managing professional relationships.
Identifying and approaching suitable professionals: our legitimate interests, and those of hiring clients, in finding relevant talent and discussing suitable opportunities. We consider the relevance of the approach, reasonable expectations and the impact on the individual.
Maintaining relevant candidate and client relationships: our legitimate interests in providing an ongoing specialist recruitment service, subject to your rights and retention limits. Where we request consent for a particular activity, we rely on that consent for that activity.
Providing services to clients and administering the business: performance of a contract where the individual is a party to it; otherwise legitimate interests in delivering services, managing business contacts, keeping records and handling enquiries or disputes.
Legal, tax and regulatory requirements: compliance with applicable legal obligations. Records needed to establish, exercise or defend legal claims may also be retained on the basis of legitimate interests.
Optional marketing and non-essential cookies: consent where required, or another permitted basis only where the applicable conditions are met. Further details appear below.
Where we rely on legitimate interests, you can ask about the interests and balancing assessment relevant to your circumstances and exercise your right to object. Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of earlier processing.
If essential information is not provided, we may be unable to respond fully, progress an application or provide a requested service. We will explain any information specifically required by law or contract when requesting it.
5. Who receives your information?
We share information only where relevant and lawful. Recipients may include:
Prospective employers: relevant candidate information for an agreed recruitment process. We seek your permission before submitting your CV to a named client. An employer receiving it is responsible for its own processing and privacy information.
Recruitment and business-service providers: providers supporting our recruitment database, email, document storage, website, appointment booking and related administration. Our business uses services including Firefish, Microsoft 365, Squarespace and Calendly; the data involved depends on which service you use.
Referees, assessment providers and screening providers: where relevant to a particular appointment and explained as part of that process.
Professional advisers, public authorities and regulators: where necessary for advice, legal obligations or the establishment, exercise or defence of legal claims.
Access is limited to what is needed for the relevant purpose. Service providers processing information on our behalf must be subject to appropriate data protection arrangements. Where a service acts as an independent controller, its own privacy notice also applies.
6. International processing and transfers
Recruitment processes and cloud services can involve recipients, support access or processing outside the European Economic Area (EEA). We do not promise that every service or recipient processes information exclusively within the EEA.
Where we transfer personal data outside the EEA, the transfer must meet the requirements of data protection law. Depending on the destination and recipient, this may involve a European Commission adequacy decision or appropriate safeguards such as standard contractual clauses, together with any additional measures required. Candidate permission to progress an application does not replace these requirements.
Contact us for information about the destinations and safeguards relevant to your data, including how to obtain a copy of applicable safeguards, subject to appropriate redactions.
7. How long do we keep it?
We keep personal data only for as long as necessary for its purpose. The following criteria guide retention:
Inactive candidate records: our standard retention period is two years from the last meaningful recruitment contact. At that point records should be deleted or anonymised unless a continuing, documented purpose justifies retaining relevant information.
Active recruitment relationships: relevant information may be kept while we are discussing opportunities or supporting a live process. Continued retention must remain necessary; website activity alone does not justify keeping a complete CV indefinitely.
Placement, client and contractual records: we retain what is necessary to administer services, satisfy applicable legal and accounting requirements, and deal with potential claims. The period depends on the record, relevant statutory requirements and applicable limitation periods.
Marketing preferences: we retain a minimal suppression record where necessary to respect an unsubscribe request or objection.
Retention does not mean keeping every document for the same period. We consider relevance, accuracy, sensitivity, legal requirements and whether a smaller record would meet the purpose. You may ask about the period applicable to your records or request deletion, subject to lawful exceptions.
8. Recruitment messages and marketing choices
Messages about an application, an agreed search or a relevant career discussion are handled as recruitment communications. Promotional newsletters and general marketing are considered separately, under both data protection and applicable electronic-marketing rules.
Where consent is required for electronic marketing, we must obtain it. Any permitted exception is used only where its conditions are met. You can unsubscribe using the option in a marketing message or contact us directly. You have the right to object to the use of your data for direct marketing at any time.
9. Cookies, forms and external services
See our Cookies Policy for information about cookies. Non-essential cookies require consent where applicable; a reference in this notice does not itself provide that consent.
Job applications may take you to our Firefish recruitment portal, and booking links may take you to Calendly. Social links and other external websites have their own privacy information. Please review the notice relevant to the service you use. Forms should provide access to privacy information when collecting your details.
10. Security and recruitment decisions
We use appropriate organisational and technical measures to protect personal data, including access controls and secure business systems. No online service can promise absolute security. If you believe information has been sent to the wrong person or otherwise compromised, contact us promptly.
Our service involves Hugh’s professional assessment and discussion with candidates and clients. Employers make their own appointment decisions. You can ask how your information has been used in an assessment and whether any automated tools have been involved. If we introduce solely automated decisions producing legal or similarly significant effects, we must provide the required information and safeguards before that processing takes place.
11. Your rights
Depending on the circumstances and the lawful basis, you may have the right to:
Access your personal data and information about its use.
Correct inaccurate or incomplete information.
Request erasure or restriction of processing.
Object to processing based on legitimate interests.
Object at any time to direct marketing.
Receive certain data in a portable format.
Withdraw consent where processing relies on it.
Benefit from safeguards concerning solely automated decisions with legal or similarly significant effects.
Contact info@dolmenrecruitment.ie or call + 353 01 9081860. You do not need to use a particular form or contact us from an old email account. We may request proportionate information where needed to verify identity.
We normally respond within one month of receiving a request. Where legally permitted because of complexity or the number of requests, this may be extended by up to two further months; we will explain the extension within the initial month. If a right is limited or an exception applies, we will explain our response and your complaint options. Requests are normally free of charge.
12. Complaints and updates
Please contact us if you have a concern about your data. You may also complain directly to Ireland’s Data Protection Commission, or another competent supervisory authority. You do not have to raise a concern with us first.
We will update this notice when our practices or relevant requirements change. The date above identifies the current version. Where required, we will bring material changes to your attention and provide additional information before using data for a new purpose.