Legal information
Privacy Policy
This policy explains how Brown Oak Recruitment uses personal data when you browse this website, apply for a role, join the talent network, request role alerts, submit a hiring brief or otherwise contact us.
1. Who is responsible for your data?
Brown Oak Recruitment is the controller of personal data handled through this website and its recruitment activity.
Contact: aurimas@brownoak.ie, 01 223 8473, Staybarr House, Kylemore Park North, Dublin 10.
2. What we collect
- Identification and contact details such as your name, email address and phone number.
- Recruitment information such as your CV, work history, role interests, location preferences, interview or screening notes and application status.
- An explicit work-authorisation status where relevant to a role. Brown Oak does not infer nationality, residence or permission to work from your IP address.
- Employer-enquiry information such as company, role title, location, package, hiring timeline and brief details.
- Communication records and preferences, including a request to receive matching-role alerts.
- Limited technical and security information produced by the host, such as server logs, where necessary to operate and protect the site.
Please do not send age, date of birth, photographs, nationality, marital or family details, health information or other sensitive information unless it is genuinely necessary and Brown Oak has asked for it through an appropriate process.
3. How we receive information
Most information comes directly from you. Recruitment information may also come from employers, professional networking or job platforms, referees you authorise, and public professional sources where use is appropriate and lawful. Brown Oak uses Loxo as its recruitment system of record and may use contracted hosting, email and form-delivery providers.
4. Why we use personal data
- To respond to an enquiry or take steps you request in relation to a role or hiring brief.
- To assess role relevance, manage applications and recruitment processes, and maintain accurate relationship history.
- To pursue Brown Oak’s legitimate interests in operating a specialist recruitment service, where those interests are not overridden by your rights and interests.
- To send requested matching-role alerts. You can withdraw this request at any time.
- To comply with legal obligations and establish, exercise or defend legal claims.
- To operate, secure and improve the website.
Brown Oak does not use solely automated decision-making to determine whether you should be hired or introduced.
5. Who may receive your data?
Relevant Brown Oak personnel and contracted service providers may process data for the purposes above. Candidate information may be shared with a prospective employer only as part of an appropriate recruitment process and with the necessary candidate knowledge or permission. Brown Oak may also disclose information where required by law.
Service providers are expected to process data under appropriate contractual, confidentiality and security requirements. If a provider processes data outside the EEA, Brown Oak should use a lawful transfer mechanism and assess the protection available.
6. How long we keep it
Brown Oak keeps personal data only for as long as needed for the recruitment relationship, the purpose it was collected for, and applicable legal, accounting or dispute requirements. Retention depends on the type of record, whether you remain interested in relevant roles, ongoing client or candidate relationships, legal obligations and any request or objection you make. Records that are no longer needed should be deleted or anonymised under Brown Oak’s documented retention process.
7. Your choices and rights
Depending on the circumstances, you may have rights to access, correct, erase or restrict personal data, receive certain data in a portable form, object to processing based on legitimate interests, and withdraw consent where consent is the basis used. Withdrawing consent does not affect earlier lawful processing.
Contact aurimas@brownoak.ie to make a request. Brown Oak may need enough information to verify your identity and protect data from unauthorised disclosure.
8. Concerns and complaints
Please contact Brown Oak first so the concern can be understood and addressed. You also have the right to raise a concern with Ireland’s Data Protection Commission. See the DPC guidance on raising a concern.
9. Cookies and analytics
The current website is designed without advertising trackers or non-essential analytics. See the Cookie Policy. If this changes, Brown Oak will update the information and introduce consent controls where required before non-essential technologies run.
10. Changes to this policy
Brown Oak may update this policy when the website, providers or recruitment processes change. The current version and date will appear on this page.