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Renari

Privacy Policy

Last updated: 8th October 2026

1. Who we are

Renari is a trading name of Renari Assessment Ltd, a company registered in England and Wales (company number 17471922). Our registered office is Ashton Old Baths, Stamford Street West, Ashton Under-Lyne, United Kingdom, OL6 7FW. We are registered with the Information Commissioner's Office (ICO) under registration number ZC255554.

We provide human-led interviewing and candidate assessment services to employers. You can contact us about anything in this policy at hello@renariassessment.com.

2. Who this policy covers

This policy explains how we handle personal information about:

  • visitors to our website

  • people who make an enquiry or use our quote calculator

  • our clients and the people who work for them

  • candidates who take part in an interview run by us on behalf of a client

  • people who apply to work with us as an interviewer

3. Our role

When we run an interview for a client, the client decides why and how their candidates are assessed, and we act on their instructions. In data protection terms the client is the "controller" and we are their "processor". If you are a candidate, the client who is hiring is the main organisation responsible for your information, and you can also contact us using the details above.

Where we run interviews as a processor, we agree data processing terms with the client in writing before we start work. Some interviews are run by trained associates who work with us under our direction and under a written agreement covering confidentiality and data protection. They only see the interview information they need to run the interview and write the feedback.

For our own website, enquiries, marketing, website analytics, client relationships and business records, we are the controller.

4. What information we collect

Website visitors and enquiries

  • your name, email address, company, role and message when you contact us or use the quote calculator

  • the answers you give in the calculator, such as hiring volumes

  • what you submit through our website forms is stored in our customer relationship management system, Zoho CRM

  • messages you send us on WhatsApp or LinkedIn. These platforms have their own privacy policies and handle your information as they set out

  • basic technical information such as your IP address and browser, which our website host may log for security and to keep the site running

  • only if you accept analytics cookies: information about how you use the site, such as the pages you view, how you arrived, your device and browser type and your approximate location (country or region), collected by Google Analytics. We have switched off Google's advertising features and we do not use this to identify you

Clients

  • contact details, contract and billing information, and our communications with you

Candidates

  • your name and contact details, and the role you are applying for, which we normally receive from the client that is hiring

  • a recording of your interview (audio and video), a transcript and AI generated notes

  • scores and written feedback about your interview

You may choose to tell us about health, disability or other personal circumstances, for example when asking for adjustments. We treat this as sensitive and only share what is needed to make the adjustment. Please only share what you are comfortable with.

Interviewer applicants

  • your name, contact details and the details of your experience that you send us

5. How and why we use your information

  • To respond to enquiries and provide quotes. Our basis is our legitimate interests in running our business, or taking steps at your request before a contract.

  • To consider applications from people who want to work with us as an interviewer. Our basis is taking steps at your request before a contract, or our legitimate interests in running our business.

  • To provide our services to clients, and to manage contracts and payments. Our basis is contract.

  • To run interviews for clients, with our interviewers scoring them and producing feedback. We do this on the client's instructions. The client is responsible for the lawful basis of its hiring process.

  • To understand how our website is used so we can improve it, using Google Analytics. We only do this if you accept analytics cookies. Our basis is your consent, which you can withdraw at any time using "Cookie Settings" in the website footer.

  • To send you news and updates about our services. Our basis is consent, or legitimate interests for business contacts where the law allows. You can opt out at any time.

  • To keep accounts and meet legal duties. Our basis is legal obligation.

  • To keep our systems secure and check the quality of our interviews. Our basis is legitimate interests.

6. Interview recordings and AI notes

We record interviews and use an AI note taking tool to create a transcript and summary. A human interviewer always runs the interview and makes the assessment. AI is used to support note taking and is not used to make hiring decisions.

We use recordings, transcripts and notes so that our interviewers can review and score the interview and write feedback for the client and the candidate. We share the recording with the client, who is responsible for how long it keeps its own copy. We also use them to check the quality of our work and deal with any queries or disputes. We ask clients to give candidates our short candidate notice when they invite them to interview, and we tell candidates before the interview that it will be recorded. If you would rather not be recorded, please tell us before your interview. We will talk to you about it and, where we can, agree another way of taking notes, such as written notes taken by the interviewer.

The recording is processed by a specialist provider working under a written contract with us. It may only use the information to provide the service to us and is not permitted to use it for its own purposes, including training its own AI models.

7. Future use of recordings to develop our tools

We are developing our own tools to support our work and may in future want to use interview recordings to help build them. We are not doing this at the moment. Any such tools would support our interviewers and would not replace human assessment.

If we decide to, we will only use recordings that have been anonymised so that you cannot be identified, or recordings where you have given us separate, optional permission. Saying no will never affect your interview or the outcome. We will update this policy before we start.

8. Who we share information with

We do not sell personal information. We share it only with:

  • the client the interview was run for

  • trained associates who help us run interviews, and service providers who help us run the business, such as Zoho (our customer relationship management system), email, website hosting, calendar and video meeting tools, and the interview note taking provider. They act on our instructions under written contracts

  • Google, which provides our website analytics, but only if you accept analytics cookies. We have switched off Google's advertising features and its data sharing settings

  • our professional advisers, insurers and accountants

  • regulators, courts or the police where the law requires it

A list of the providers we use is available on request at hello@renariassessment.com.

9. Transfers outside the UK

Some of our providers store or access information outside the UK. This includes Google, which may process analytics data in the United States and other countries if you accept analytics cookies. Our customer relationship management data is stored with Zoho in the European Union, which UK law treats as adequate, although Zoho may access it from other countries to provide support. Where a provider does this, we make sure it is protected by a legal safeguard recognised in UK law, such as an adequacy decision, the UK International Data Transfer Agreement or Addendum, or the UK Extension to the Data Privacy Framework.

10. How long we keep information

We keep information only as long as we need it, and we delete it on a set schedule. Our current periods are:

  • interview recordings and transcripts: 30 days after the client's hiring process ends, then securely deleted

  • interview scores and written feedback: 6 months after the hiring process ends, or a different period the client has agreed in writing

  • enquiries, including quote calculator and contact form details and messages sent to us on WhatsApp or LinkedIn, where no contract follows: 6 months after our last contact with you

  • applications to work with us as an interviewer that are not successful: 6 months after we tell you our decision

  • client contracts and financial records: 6 years after the contract ends

  • marketing contact details: until you unsubscribe, or 24 months after your last interaction with us if sooner

  • website analytics data held by Google Analytics: 2 months, then automatically deleted

  • your cookie choice: 6 months, then we ask again

When we delete information, it is removed from our live systems on the schedule above. It may remain in our providers' secure backups for a short time afterwards, up to three months in our customer relationship management system, before it is overwritten. We may keep information for longer if needed to deal with a legal claim or complaint, or if the law requires it.

11. How we keep information secure

We store information in secure, access controlled systems, limit access to the people who need it and use encryption where it is available. We choose providers that meet recognised security standards. If there is a data breach that puts your rights at risk, we will tell you and the ICO as the law requires.

12. Cookies

We use a small number of cookies. Optional cookies are only set if you choose "Accept" on our cookie banner. If you choose "Decline" we do not set them. We do not use advertising cookies.

Strictly necessary. Our cookie renari_consent remembers your cookie choice so we do not ask on every page. It is set whether you accept or decline and lasts 6 months.

Analytics (optional). If you accept, Google Analytics sets two cookies, _ga and _ga_W892XHW4WY. They tell us whether you are a returning visitor and which pages are used. Each lasts 6 months.

13. Your rights

  • be told what we hold about you and get a copy

  • ask us to correct information that is wrong

  • ask us to delete information in some circumstances

  • ask us to restrict or stop how we use your information

  • object to our use of your information where we rely on legitimate interests

  • ask for information you gave us to be sent to you or another organisation in a usable format

  • withdraw consent at any time, where we rely on it, including for analytics cookies using "Cookie Settings" in the footer

We do not make decisions about candidates using automated processing alone. A person makes every assessment. If you think automated processing has influenced a decision about you, you can ask for a person to review it.

To use any of these rights, email hello@renariassessment.com. We aim to reply within one month. If you are a candidate, we may need to pass your request to the client, who is responsible for the hiring decision.

14. Complaints

If you are unhappy with how we have handled your information, please tell us first at hello@renariassessment.com and we will try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

15. Changes to this policy

We will update this policy when our services, the cookies we use or the law change and will show the date at the top. If a change affects how we use interview recordings or the cookies we set, we will make that clear before it applies, and we will ask for your cookie choice again where we need to.