UMATR Privacy Policy

Effective date 9 November 2026

This policy explains how UMATR uses personal information when you visit www.umatr.io or jobsearch.umatr.io, apply for a role, submit your CV, speak with a recruiter, or deal with us as a client, prospective client, referee or other business contact. It also covers people we identify through our own recruitment searches.

Who is responsible for your information

The data controller is the UMATR entity that decides why and how your information is used. UMATR Ltd operates www.umatr.io and jobsearch.umatr.io and controls recruitment and business contact records relating to roles and clients in the UK, Europe and the United States. UMATR Ltd is registered in England and Wales under company number 13113023. Its registered office is 133 Whitechapel High Street, London, E1 7QA, United Kingdom.

UMATR MENA Consultancy L.L.C. licensed in Dubai under license number 1115945, with its address at Office 405, Building 4 Dubai Hills Business Park, Dubai, UAE, controls recruitment and business contact records relating to roles and clients in the UAE and the wider GCC.

Our teams share recruitment systems, so both companies may use your information together.

For privacy questions or requests, email hello@umatr.io and use “Privacy request” as the subject.

What we collect and where it comes from

Candidates. We may collect your name, contact details, location, CV or portfolio, employment and education history, skills, job preferences, availability and compensation expectations. Recruitment records may include application details, correspondence, interview notes and client feedback. Where relevant to a role or placement, we may also collect references, work authorisation information or the details needed to arrange a contract placement.

Clients, prospects and referees. We may collect your name, job title, employer, work contact details and correspondence. For client contacts we may also hold hiring requirements and records of our business relationship. For referees, we may record your professional relationship with the candidate and the reference you provide.

Website visitors. We collect information you enter into forms, including the contact details and files you submit. We may also collect technical and usage information such as your IP address, browser, device and the pages you visit. See “Cookies and similar technologies” below.

We obtain information directly from you when you apply, upload a CV or portfolio, or contact us. We may also receive it from clients, referees, referrals, job boards, professional networks such as LinkedIn, publicly available professional profiles and recruitment sourcing services.

Please provide only information relevant to your enquiry or application. If you leave out details needed to contact you, assess your application or meet a legal requirement, we may be unable to progress your enquiry, application or placement.

Where sensitive information is needed, for example to arrange an interview adjustment, we use it only where the law permits and an additional legal condition is met where required. If role-specific checks are needed, we explain what is required and why before carrying them out.

Why we use your information

Where the UK GDPR or EU GDPR applies, we use the following legal bases, depending on the activity.

Recruitment and future opportunities. We identify and contact potential candidates, assess suitability, manage applications, make introductions, arrange interviews and support offers and placements. We may keep a recruitment record to match you with relevant future roles. Our legitimate interests are finding suitable candidates for clients and helping candidates find work. Where we enter into a contract with you directly, we also use information as needed to take steps you request before entering that contract or to perform it.

Client relationships and business development. We respond to enquiries, manage hiring assignments and contact relevant business contacts about our services. We rely on our legitimate interests in providing recruitment services and developing business relationships, or on contract where you are personally a party to it. We follow applicable rules for the communications channel and rely on consent where required.

Website operations. We use information to respond to enquiries and keep our websites operating securely. Our legitimate interests are providing and protecting our online services. Where the law requires consent for optional cookies or related analytics, we ask for it.

Legal and administrative purposes. We use information where needed to comply with legal duties, such as applicable recordkeeping requirements. We rely on our legitimate interests in resolving disputes and protecting our legal rights where that basis applies.

Where the UAE federal Personal Data Protection Law (Federal Decree-Law No. 45 of 2021) applies, we rely on:

• Your consent when you apply, register or send us your CV, and to keep you on file for future roles. You can withdraw it at any time.
• Information you have made public yourself, such as a public professional profile, when we first contact you about a role. We ask for your consent before keeping your details for future roles or sharing them with a client.
• Steps you request before entering a contract, or performing a contract with you, when arranging an offer or placement.
• Obligations under UAE law, such as recordkeeping.
• For business contacts: consent, which we ask for when we first contact you, or contract-related steps where you deal with us on your organisation’s behalf.

Who we share your information with

We share relevant candidate information, such as your CV, profile or interview feedback, with hiring clients for recruitment. A hiring client will generally act as a separate controller for its own recruitment and hiring decisions. Its own privacy notice explains how it handles your information.

We may also share information with service providers who help us operate our websites, recruitment systems, communications and IT, or support checks and placements where needed. We may disclose information to professional advisers, regulators, courts or other authorities where needed for legal purposes or where the law requires it.

Text Messages. Mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

International transfers

Recruitment can involve sharing information across borders. Your information may be accessed or processed in the United Arab Emirates, the United Kingdom, the United States and countries in the European Economic Area, depending on where the recruitment team, hiring client and service providers are located. We transfer information outside the UK, EEA or UAE only with appropriate safeguards. These include adequacy decisions (for example, for transfers between the UK and EEA, and to US providers certified under the Data Privacy Framework), standard contractual clauses (the EU SCCs and the UK International Data Transfer Addendum), or, under UAE law, transfers to countries with adequate protection or with your consent or a contract-related exception. You can contact us for details of the safeguards that apply to your information and how to obtain a copy where applicable.

How long we keep your information

We keep personal information for as long as needed for the purposes set out in this policy. For candidate records, we consider whether an application or placement is active, whether we are still in contact about future opportunities, and whether we need the record to meet legal obligations or handle a dispute. For client and business contact records, we consider how long the relationship is active and which contractual, tax or recordkeeping obligations apply. We may keep a limited record of an opt-out to make sure we respect it.

• Applications that don’t progress: 2 years from our last contact.
• Talent pool records: 2 years from our last meaningful contact, renewed if you ask us to keep you on file.
• Placement records: 6 years after the placement or contract ends, for tax, contract and legal claims.
• Client and business contacts: while the relationship is active, then 2 years. Contract and invoice records are kept for 6 years.
• Website enquiries: 12 months.
• Cookies: as listed in our cookie notice. Analytics consent is renewed at least every 13 months.
• Opt-out records: kept indefinitely, as a minimal record so we don’t contact you again.

Cookies and similar technologies

Cookies are small files that websites can store on your device. We use two types on www.umatr.io and our job portal, jobsearch.umatr.io:

• Necessary cookies, set by our website and job portal providers. They make the sites work, keep forms secure and remember your cookie choices. They last up to one year and can’t be switched off.
• Analytics cookies, set by Google Analytics, only if you agree. They help us understand how visitors use our sites, such as which pages are visited and how people arrived, and last up to 13 months. Google processes this data, including in the United States.

We do not use advertising cookies. You can block cookies at any time in your browser settings, although parts of the sites may not work without necessary cookies.

Marketing choices

You can opt out of marketing emails by using the unsubscribe link or contacting us at hello@umatr.io. You can also ask us to stop contacting you about future roles. If you have an active application or placement, we may still contact you about it.

Your privacy rights

Depending on the law that applies, you may have the right to access your information, correct it, ask us to delete it or restrict how we use it, object to certain uses, or receive certain information in a portable format. If we rely on your consent, you can withdraw it at any time. This does not affect processing carried out before you withdrew it. Where applicable, you can object to direct marketing and ask for human review of certain decisions made solely by automated means.

To exercise your rights, email hello@umatr.io. We may ask for information to confirm your identity. You may also complain to the relevant data protection authority. In the UK, this is the Information Commissioner’s Office. In the EEA, you can contact your local supervisory authority. In the UAE, you can complain to the UAE Data Office.

We use software, including AI tools, to organise and summarise recruitment records and to help our recruiters prioritise their work. Decisions about whether to put you forward for a role are always made by a person, and we do not make decisions about you based solely on automated processing. We may record or transcribe calls to ensure we keep accurate notes.

Changes to this policy

When we update this policy, we will publish the new version here and update the effective date. We will give additional notice of material changes where required.