Privacy notice
Candidates and contacts.
If we hold your details because we may talk to you about a role, or because you work with firms that hire, this notice is for you. It says what we keep, where it comes from, how we use it and what you can ask of us.
Last updated 21 October 2026
Who we are
Vateri Ltd is the controller of the details described here. We are a company registered in England and Wales, company number 17395468, with our registered office at Pyes Cottage, Barnston, Dunmow, England, CM6 3PR. We are registered with the Information Commissioner’s Office, registration number ZC261354.
For anything to do with your details, write to info@vateri.ai. The founders answer these questions themselves.
This notice covers our own records. Search firms also use our software to run their desks. If one of them holds your details, that firm is the controller and its own privacy notice applies. We handle what it holds only on its instructions. Write to the firm, or to us and we will pass your request on.
How we handle visitors to our website and the firms we sell to is in our main privacy notice.
What we keep
- your name, the email addresses and telephone numbers you use for work and any you give us;
- a link to your professional profile, such as LinkedIn;
- where you work now and have worked before, your title, your area of the markets and where you are based;
- your education, qualifications and languages;
- your pay, bonus, notice period, garden leave and restrictions, as far as you choose to tell us;
- what you are looking for next;
- notes of our conversations, emails and meetings with you;
- your CV and anything else you send us;
- the roles we have discussed with you, how far each went and whether you agreed to be put forward;
- whether you have asked us not to contact you.
We do not want details of your health, religion or beliefs, ethnicity, sexuality, politics, trade union membership or any criminal record. We do not record them. Our software is built to leave such details out of anything it drafts.
Where it comes from
Mostly from you: what you tell us and what you send us. Also from your public professional profile, from people who recommend you, from your firm’s own website and from public registers such as the Financial Conduct Authority’s.
When your details come from somewhere other than you, we tell you within a month of first holding them. That is usually in the first message we send you, which links to this notice.
What we use it for and why
To find people for the roles our clients need to fill, to approach you about roles that may suit you and to stay in touch over your career. Our basis for this is legitimate interests. People in your field expect a search firm to know their professional background, we keep only what is relevant to finding you the right role and you can object at any time. If you do, we stop.
Before we put your name forward to a client for any role, we ask you and record your agreement. You can withdraw it at any time, though that cannot undo an introduction already made.
We also keep the records the rules for recruitment businesses require of us. Our basis for those is legal obligation.
How we use AI
Our software uses AI from Anthropic to help us with the paperwork: summarising notes of a conversation, drafting a write-up or an email, suggesting who already in our records might suit a role and reminding us when to get back in touch.
A person reads and approves everything it drafts before it is saved or sent. No decision about you is made by a machine alone. Whether to approach you or put you forward is always a person’s decision.
Anthropic handles what we send it on our behalf under a written agreement. It does not use it to train its models.
Who we share it with
A client sees your details only once you have agreed to be put forward for its role. Even then it sees only what that role needs. We do not sell your details and we do not share them for advertising.
A small number of companies handle them on our behalf, each under a written agreement that limits what they may do:
- Supabase, which runs the database that holds our records. London, United Kingdom.
- Vercel, which runs the software we read and update those records with. London, with the company in the United States.
- Anthropic, which provides the AI that helps us draft notes, write-ups and messages. United States.
- Our email and calendar provider, which carries the messages we exchange with you and the meetings we arrange.
We may also share details where the law requires it, or with professional advisers under a duty of confidence.
Where details leave the United Kingdom, we rely on the safeguards the UK GDPR allows: the UK International Data Transfer Agreement or the Addendum to the EU standard contractual clauses, in place with each provider.
How long we keep it
- Your record: we review it two years after our last conversation with you. Unless we are still talking or you have asked us to keep you on file, we delete it then.
- Records of a placement and those the rules for recruitment businesses require: six years.
- Anything we delete waits thirty days in case it was removed by mistake, then goes for good.
How we keep it safe
Our records are held in a database in London that cannot be reached from the public internet. The only way in is through our own software, behind a sign-in limited to the people who need it. Each firm’s records are kept apart from every other firm’s. Everything travels over encrypted connections.
To open quickly, our software keeps a temporary copy of the records on the computer of the person using it. That copy is removed when they sign out or after a week unused.
Your rights
You can ask us, at any time:
- what we hold about you and for a copy of it;
- to correct anything that is wrong;
- to delete it;
- to stop using it, or to limit what we use it for;
- for a copy in a form you can take elsewhere;
- to stop contacting you, which we will record so it holds;
- to object to our use of it, or to withdraw an agreement you gave us.
Write to info@vateri.ai. We will answer within one month. We may ask you to confirm who you are first.
If you are unhappy with how we have handled your details, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you told us first, so we can put it right.
Changes
When we change this notice we change the date at the top. If a change matters to you, we will say so plainly rather than bury it.