Last updated: October 2026
Ikigai helps public services work better, together. Doing that well means handling information about the people we work with carefully and openly. This statement explains what personal data we collect, why, how we protect it and the rights you have.
You’re in safe hands
Protecting your information is part of how we work, not an afterthought. We handle personal data in line with UK GDPR and the Data Protection Act 2018, and we’re registered with the Information Commissioner’s Office. We review our policies, suppliers and security controls regularly, and share data only where it’s needed and only with organisations that protect it to the same standard.
Who we are
Ikigai Consulting Group Ltd, trading as Ikigai, is the data controller for the personal data described here. We are registered in England and Wales (company number 12378811), with our registered office at 20–22 Wenlock Road, London, N1 7GU. We are registered with the Information Commissioner’s Office (registration reference ZA802823).
Our data protection lead is Nick Chenery, Founder & Managing Director. Contact: hello@ikigai.org.uk | 0203 854 8800.
Whose data we hold
- Candidates, interims and consultants we represent, place or work alongside.
- Clients and prospective clients, mainly people working in or with UK public services.
- Referees, suppliers and partners.
- People who visit our website, book a meeting or contact us.
What we collect
- Contact and professional details: name, job title, organisation, email, phone, LinkedIn profile.
- For candidates: CV, career history, qualifications, references, availability and day rates.
- Compliance checks: to meet our legal duties and the requirements of our clients and neutral vendors, we collect proof of identity (such as a passport or driving licence), right-to-work documents, date of birth, home address and proof of address, and National Insurance number. Where you work through your own company, we also collect its registration, VAT, insurance and bank details. We use a secure identity-check provider to verify these. Occasionally, where a role legally requires it, we arrange a criminal record (DBS) check, only with your knowledge, and treat the result in strict confidence.
- Records of our contact with you: emails, meeting notes, and the recordings described below.
- Diversity monitoring information, only where you choose to provide it.
Meetings and recording
We record our calls, video and notes, for quality assurance, so we can give you our full attention and follow up accurately. You’ll be told when you book and when our notetaker (Otter.ai) joins. Recordings stay within Ikigai, are held securely and are never shared without your permission. Prefer not to be recorded? Just say at the start and we’ll switch it off.
Our lawful basis for recording is our legitimate interest in running our business accurately and efficiently.
Why we use your data and our lawful bases
- Contract: to provide interim management, executive search and consulting services, and to place and pay contractors.
- Legal obligation: for example right-to-work checks, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, tax, IR35 and anti-fraud requirements.
- Legitimate interests: to run and develop our business, keep accurate records, keep in touch with our professional network and tell people about relevant opportunities and services. You can object at any time.
- Consent: for sharing your CV with a client, for optional diversity information, and for any use of a recording, quote or image of you outside Ikigai. You can withdraw consent at any time.
Who we share it with
Only where necessary, and never sold:
- Clients we introduce or supply you to, with your agreement.
- Referees, and former or prospective employers for references.
- Payroll, umbrella and payment providers who pay contractors on our behalf.
- Neutral vendors and supply-chain partners such as managed service providers.
- Our technology providers, including Microsoft 365, our recruitment CRM, Calendly, Otter.ai, identity-check and e-signature providers.
- Our accountants, insurers, legal advisers and auditors.
- Regulators, HMRC and law enforcement where the law requires it.
Transfers outside the UK
Some of our technology providers store or process data outside the UK, including in the United States. Where they do, we rely on the safeguards UK law requires, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum.
How long we keep it
- Candidate and contractor records: at least one year after we last provide work-finding services, as the 2003 Regulations require, and payroll and tax records for as long as HMRC requires.
- Identity and right-to-work documents: for the length of your engagement and up to two years after, then securely deleted.
- DBS checks: we record only that a check was completed, its date and outcome, and never keep certificate details for more than six months.
- Meeting recordings and transcripts: up to 24 months, then deleted, unless needed for a live engagement or a legal reason.
- Client and network contacts: while the relationship is active, reviewed at least every two years.
Keeping it secure
We use access controls, multi-factor authentication, encryption provided by our suppliers and restricted sharing to protect your data.
Your rights
You have the right to be informed; to access your data; to have it corrected; to have it erased in certain circumstances; to restrict or object to processing; to data portability; not to be subject to solely automated decisions; and to withdraw consent at any time.
To exercise any of these rights, email hello@ikigai.org.uk. We respond within one month.
Complaints
If you’re unhappy with how we’ve handled your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office: 0303 123 1113 or ico.org.uk/make-a-complaint.
Changes to this statement
We review this statement regularly. The date at the top shows when it was last updated.
