This notice explains how we handle personal information when you visit VacancyFix, contact us about our services, purchase an advert-editing service, or receive a relevant business-to-business approach from us.
1. Who is responsible for your information?
VacancyFix is a UK recruitment advert-editing business operated by a sole trader. The sole trader operating VacancyFix is the controller of personal information handled for the service. Our general business location is Lichfield, Staffordshire, WS13; this is not a postal address or address for service. For privacy queries and requests, contact sean@smallgrid.uk.
Trading details outstanding: the operator’s full legal name and complete geographic address have not yet been provided for publication. This notice should not be treated as complete statutory disclosure until those details are resolved.
2. Information we receive
- Names, business contact details, job titles and organisation details supplied through email enquiries and commercial correspondence.
- Job advert text, vacancies, employer requirements and feedback voluntarily sent for an advert-editing service.
- Order communications and records needed to manage paid work.
- Limited business contact and publicly available vacancy information, for example from an employer website or public job advert, when evaluating a potential B2B approach.
- Limited technical information processed by our website hosting and security provider when you visit the website.
Please do not send CVs, applicant details, medical information, staff records or other sensitive personal data through the vacancy enquiry email. We only need vacancy information.
3. What we use it for, and why
| Purpose | Legal basis (where personal data is involved) |
|---|---|
| Answer enquiries and prepare quotations or samples requested by you | Steps at your request before a contract, and/or legitimate interests in responding to business enquiries. |
| Produce and deliver paid recruitment copy | Contract, and legitimate interests where the contract is with your employer. |
| Maintain payment, tax and business records | Legal obligation and/or legitimate interests. |
| Identify and approach potentially relevant business customers | Legitimate interests where a documented balancing assessment supports it and the PECR electronic-marketing rules permit the contact; consent where required. |
| Prevent abuse and maintain website security | Legitimate interests in protecting the website and service. |
For business outreach we use proportionate, relevant contact information and honour objections. You can object to direct marketing at any time by emailing sean@smallgrid.uk. We will stop marketing to you and may retain a minimal suppression record to respect your request.
4. Where we obtain information
Most information comes directly from you. For business outreach we may consult publicly accessible employer websites, vacancies and publicly listed business contact channels. If we contact you using personal data found elsewhere, we will provide privacy information at or before that first contact as required.
5. Email, hosting and AI processing
Our public site is hosted on Cloudflare Pages. Enquiries are handled through Zoho Mail (EU). We use a restricted server-side connector and a locally hosted Ollama model to help categorise messages and suggest draft replies. AI-generated replies are not automatically sent: a person must review and approve communications.
For service delivery we may use AI-assisted editing. We ask clients to provide vacancy details without candidate personal information. We do not sell personal information or use customer emails to train a public AI model.
Service providers may process technical or contact information under their own terms and safeguards. We review international transfers where relevant and use appropriate protections as required by UK data protection law.
6. How long we keep information
We retain information only while there is a reason to use it. Enquiries and prospect records are reviewed periodically and removed when they are no longer needed for follow-up or a business relationship. Project records are kept for the duration of the service and for a reasonable period to address corrections and disputes. Financial records are kept for the applicable statutory accounting and tax period. Minimal opt-out records may be retained for as long as needed to avoid contacting someone again.
Operational requirement: records stored in the local mail-monitoring database must be included in these periodic deletion reviews; the current site itself does not automate deletion.
7. Your data protection rights
Depending on the circumstances, you may request access, correction, deletion, restriction, portability, or object to processing. Where we rely on consent you may withdraw it. Contact sean@smallgrid.uk and we will respond in accordance with applicable law.
You can also complain to the Information Commissioner's Office (ICO). We'd welcome the chance to address any concern first.
8. Cookies and similar technologies
We do not currently use analytics or advertising cookies on this static website. We use limited browser storage to remember that the cookie information has been shown. Cloudflare may use necessary security cookies depending on its protection settings. See our Cookie policy.
9. Changes
We may update this notice when our services, vendors or practices change. We will update the date above and notify relevant people where a material change requires it.