Headhunters Confidentiality Policy

Confidentiality Policy – Headhunters Recruitment

1. Purpose
At Headhunters Recruitment, the confidentiality of our clients is of the utmost importance. This policy outlines how we manage, protect, and ensure the non-disclosure of sensitive client information during the recruitment and headhunting process. Our aim is to maintain the trust of our clients and uphold the highest standards of professional conduct.
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2. Scope
This policy applies to:
• All employees, consultants, contractors, and associates of Headhunters Recruitment
• All clients, including companies, hiring managers, and decision-makers
• All information obtained during or in relation to the recruitment process
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3. Definition of Confidential Information
Confidential Information refers to any non-public, proprietary, sensitive, or private information provided by the client or discovered during the course of business, including but not limited to:
• Organisational structure and strategy
• Business plans, operational insights, and internal processes
• Vacancy details not publicly advertised
• Salary structures and budgets
• Identity of candidates under consideration
• Information about past, current, or future hiring needs
• Personal or professional data shared by clients during meetings or correspondence
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4. Obligations of Confidentiality
All representatives of Headhunters Recruitment agree to:
• Treat all client information as strictly confidential unless express, written consent has been obtained to disclose it.
• Only use confidential information for the purposes of fulfilling recruitment and headhunting obligations.
• Restrict access to confidential information only to employees or contractors who require it for service delivery.
• Not disclose client information to any third party, including candidates, without prior written consent from the client.
• Avoid discussing client information in public or unsecured environments (e.g., email chains, shared documents, etc.).
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5. Information Security Measures
To ensure the protection of confidential client data, Headhunters Recruitment:
• Uses secure, password-protected systems for storing and accessing client-related documents.
• Employs email encryption and secure file transfer protocols for communication.
• Ensures that hardcopy documents are stored in locked, access-controlled storage.
• Requires all employees and contractors to sign Non-Disclosure Agreements (NDAs) upon onboarding.
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6. Disclosure with Consent
Information may only be disclosed to external parties (e.g., candidates, service providers, or legal authorities) if:
• The client has provided explicit written consent; or
• Disclosure is required by law, regulation, or court order.
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7. Breach of Confidentiality
Any suspected or actual breach of confidentiality must be reported immediately to senior management or the designated Data Protection Officer.
Disciplinary action, up to and including termination of employment or legal action, may be taken in the event of a breach.________________________________________
8. Client Responsibility
Clients are also encouraged to treat all information shared by Headhunters Recruitment (e.g., candidate CVs, interview notes, salary discussions) with equal confidentiality and in accordance with applicable data protection laws.
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9. Duration of Confidentiality
The obligation of confidentiality continues indefinitely, even after the termination of a business relationship or contract, unless otherwise stated in a formal agreement.
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10. Policy Review
This policy will be reviewed annually or as needed to remain aligned with legal and industry standards.
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11. Contact
For questions or concerns regarding this policy or to report a breach, please contact:
Headhunters Recruitment
📧 michael@headhunt.co.za
📞 +27 41 581 3564
📍 83 Prospect Road, Walmer, Port Elizabeth, South Africa
🌐 www.headhunt.co.za

Effective Date: 01st March 2021
Last Updated: 08th October 2024 – LE

Signed : MC Tuohy
Michael Tuohy
Managing Director
01st March 2021