Reed.ai (“Reed) is part of Reed Online Limited. Reed acts as an employment agency, introducing job seekers to hirers for permanent vacancies by using a digital recruitment agent available on a mobile app or desktop. Reed assists hirers by creating job advertisements and selecting suitable candidates for these vacancies on its database
This privacy notice explains how we use the personal data we collect about you when you register with Reed.ai as a job seeker or hirer. Should you wish to find out more about the processing of your personal data when you register with www.reed.co.uk to purchase courses or apply for jobs listed on the jobsite, please click here.
Once you have created your account and in order to put you forward for vacancies, it will be necessary to process your personal data in the manner set out below. In some cases, if you do not provide us with the personal data we ask for, we may not be able to provide you with our services.
In certain situations, we may also ask you to supply limited sensitive or special category personal data relating to your health (“sensitive personal data”). We will only ask for sensitive personal data when it is needed to comply with a statutory obligation or to ensure that any employment rights are respected.
Information provided by you
We collect personal data provided by you when you register with Reed. That personal data is needed to provide you with the recruitment services we provide.
That personal data includes (but is not limited to) your name, contact details, work history, employment preferences, references and the usual information contained on a CV. We will also ask for and keep copies of your CV and, where appropriate, proof of your eligibility to work in accordance with legal obligations.
We may also ask if you need any reasonable adjustments to be made in connection with the recruitment process or application for a particular role.
Where we are legally required to do so, we may also ask for details of any criminal offences and seek an up-to-date criminal records check.
We will keep details of roles that you obtain through Reed, interactions with Reed, and copies of correspondence sent to you and to any hirer in connection with such roles.
Device information
If you use our website or interact with emails that we send you, we also collect personal data from those interactions. We collect personal data such as your IP address and other data about your device, which we need to provide our online content to you.
Third parties
We also obtain personal data about you from third parties, including (but not limited to) clients to whom we provided your CV and who provided feedback to us;
Legal grounds for processing your personal data
Under the Data Protection Act 2018, we rely on the following legal grounds to process your personal data:
Our legitimate interests – (including but not limited to): • Provision of our operations in an efficient manner; • Provision of our services to you; • Optimizing the performance of our website and user experience; • Provision of information about our services; • Responding to requests and enquiries.
Performing a contract – where in order to perform our obligations under a contract with you (or taking of steps to enter into the contract)
Compliance with legal obligation – where we need to process your personal data in order to comply with a legal or regulatory obligation
Consent. In some circumstances we will ask you for your consent to process your personal data. When we process your personal data based on your consent, you have the right to withdraw such consent at any time.
We will use your personal data to:
provide you with our recruitment services,
manage your account,
send you information about job opportunities, industry reports and insights, events, promotions and competitions,
enable you to apply for jobs,
Provide you information with the aim of helping you find a suitable role (e.g. interviewing and salary advice)
Sharing your personal data
We do not share your personal data with third parties, except where it is necessary to do so to provide you with our recruitment services and as set out in this privacy notice.
We may also share your personal data with third party service providers who assist us in carrying out our business activities. These third parties act as our data processors and are bound by strict contractual provisions to only process your personal data under our instructions and for the limited purposes we permit them. These third parties include (but are not limited to) our accountants; auditors; external legal advisors; external IT providers; support and hosting service providers; printing, advertising, marketing and market research and analysis service providers, technical engineers, data storage and cloud providers and all other outsourced service providers (such as communication providers) that assist us in the provision of our services.
We may also share your personal data with courts, tribunals, regulators and other governmental and public authorities (such as the police or tax authorities) to: (i) allow us to pursue legal remedies, (ii) to enforce our terms and conditions and protect our operations, (iii) to comply with legal process, (iv) to comply with applicable law, and (v) to respond to requests from public and governmental bodies.
How long we keep your personal data for
We will keep your personal data (in accordance with our data retention and destruction policy) for as long as we need to in order to fulfil the purpose we collected it for. This may be for an ongoing purpose, e.g., we will retain your personal data for the duration of our business relationship with you and beyond, as we often support candidates with job placements over many years and potentially throughout their careers.
We keep some personal data for longer than others. To determine the appropriate retention period for personal data, we consider factors such as the purposes for which we process your personal data, including any legal, regulatory, accounting and reporting obligations, the nature and amount of personal data that we hold about you, and the potential risk of harm to you from unauthorised use or disclosure of your personal data.
However, you retain control over your personal data and may instruct us to stop looking for work for you at any time. When instructed by you, we will remove your records from our database unless we are required to keep it for legal reasons.
When you interact with Reed through the voice functionality, the recording will be deleted straight after the recording and the transcript of the recording will be retained for a period of 30 days.
Marketing
You can opt out of receiving marketing communication from us at any time by using the links included in the emails you receive from us. We keep a record, if you ask us not to send you marketing communications, so that we can respect your request.
Please note that even if you unsubscribe from receiving marketing material, we still may contact you if required.
We also run targeted and relevant banner advertising on our website and within our social network sites to promote to you jobs and content we believe will be of interest. We target these promotional ads based on your previous interactions with our website.
Please note that you may have to manage your marketing preferences separately should you sign up to reed.ai as well as the services supplied by us as through the Jobsite.
Data transfers
Your personal data is stored on servers in the UK and the European Economic Area and it is transferred outside that area if you ask us to assist you in obtaining work outside the UK or EEA, in which case it will be made available to prospective employers in the relevant territories.
If your personal data is transferred to any other third party service providers outside the UK and EEA, we will ensure that suitable safeguards are in place for example, by using approved agreements. We will provide you with details of such safeguards upon request.
Automated Decision Making and Profiling
Automated decision making is when a computer makes a decision based on information entered into a system without any human involvement, for example an online credit application.
Profiling is a form of automated processing which monitors and evaluates such things as a person’s behaviour, location, personal preferences, performance at work or financial situation. This is usually carried out by commercial companies such as banks, insurance agencies or online sales companies.
Your personal data is not used in any automated decision making or profiling.
Under certain circumstances, we may however use automated systems such as filtering tools, or occasionally more complex tools which use an element of artificial intelligence, such as algorithms or machine learning (including those provided by third parties), to help us quickly, efficiently and more accurately to analyse or anonymise data we have about you and other job seekers, as well as data we hold on our clients' needs, and this ultimately assists us to make decisions based on this data. This can include applying tools which use algorithms (such as filtering tools or machine learning) to job seekers’ personal data in order to help us come up with the best possible shortlist for a particular role. Such technology significantly reduces the amount of time needed to consider when job seekers might be the best fit for relevant jobs. This in turn make the recruitment process much more efficient and improve the services we provide.
Access to your information and correction
We want to make sure that your information is accurate and up-to-date and will delete or amend any information that you think is inaccurate. Should you wish to delete your account please contact us at support@reed.ai.
We aim to provide you with useful work-related services for the whole of your career. However, you have the right to close your account at any time and have us delete all of your personal information unless we are in the process of responding to any complaint that you make.
Cookies
Cookies are text files placed on your computer to collect standard internet log and visitor behaviour information. This information is used to track visitor use of the Websites, to compile statistical reports on Website activity and to help us make recommendations that are relevant to you.
We also use third party advertising companies to serve ads when you visit our Websites. Those companies may use information about your visits to this and other websites in order to provide you with advertisements about other goods and services that may be of interest to you.
If you would like more information about this practice, including how to prevent it, please visit www.aboutcookies.org, www.allaboutcookies.org or optout.networkadvertising.org
More information about all of the cookies on the Website is available on our cookies page.
Other websites
Our Websites contains links to other websites. This privacy policy only applies to this Website, so when you link to other websites you should review their own privacy policies.
Changes to our Privacy Policy
We keep our privacy policy under regular review and we place any updates on this web page. This policy was last updated on 7 July 2025.
How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you:
by email dpo@reedonline.co.uk
or write to us at Data Protection Officer, Reed Online Limited, Academy Court, 94 Chancery Lane, London, WC2A 1DT.
How do you remove your name from the database?
You can contact us at support@reed.ai to request for your account to be closed at any time, which will be confirmed by Reed.
How do you unsubscribe from future mailings?
You can click on the unsubscribe link in the marketing emails.
How can you obtain information held about you?
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information please email us at dpo@reedonline.co.uk.
Complaints
If you would like to make a complaint about how your information is being used by us, or how your complaint has been handled, you have the right to lodge a complaint directly with the Information Commissioner’s Office or our Data Protection Officer. You can write to us at dpo@reedonline.co.uk, or to the Information Commissioner’s Office at: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (or by email to casework@ico.org,uk).
Registered Office
Reed Online Ltd
Academy Court
94 Chancery Lane
London
WC2A 1DT
Company Number 6317279.
Registered in England