MatchMaker Privacy Notice

Data Controller

MatchMaker Software Limited is a company incorporated in England (No. 03828015) and whose registered office is 1102 Bristol Road South, Birmingham, B31 2RE. VAT No. 747863876.

MatchMaker Software Limited (MatchMaker, we or us) is committed to protecting the privacy of individuals with whom we interact. This notice outlines the manner in which we will collect and use your information, consistent with your rights and our responsibilities as the data controller, under the General Data Protection Regulation (GDPR). We are registered with the Information Commissioner’s Office (Registration No. ZA437670).

MatchMaker is a business-to-business company providing specialist products and services to the recruitment industry. We do not trade with members of the public and therefore do not seek to hold personal information on individuals unless they are engaged in the recruitment sector.

By using the MatchMaker website (the website or site) or by providing your personal information to us, you indicate your consent to the use of your personal information in accordance with this notice.

Your Personal Information


The website does not automatically capture and store personal data unless you provide it yourself by completing a form or sending an email to us from the site.

Where IP addresses are used, they are not linked to personally identifiable information. We may use them to analyse trends and navigation and to gather broad data for aggregate use only.


In the course of our business we hold business information related to those companies and people we wish to contact or with whom we have already had contact.

Personal information may include:

  • Name and job title.
  • Contact details such as business address, email address and telephone numbers.
  • A record of our dealings with you such as correspondence, quotations, conversations and meetings.
  • Previous experience in the recruitment industry where known.

Our lawful basis for the gathering and use of this information is the legitimate interest of carrying out and improving our business including the use of direct marketing to keep you informed of our products and services.

As a specialist provider of thirty years standing, we would like to keep in touch with recruitment professionals throughout their career. We will retain your information until we know that you are no longer engaged in the recruitment sector or until such time as we have no lawful basis for retaining it.

MatchMaker Clients and Users

If you or your employer becomes a client of MatchMaker Software Limited or a user of our products or services, we will hold the data outlined in General above plus some or all of:

  • Orders, contracts, financial transactions and other commercial dealings.
  • Use of our products and services.
  • Training courses you have attended.
  • Technical information regarding your IT environment and products.
  • Service requests and responses.
  • Useful feedback you may provide regarding our products and services.

Our lawful basis for the gathering and use of this data when you become a MatchMaker Client is the legitimate interest of managing your account, provision of our products and services to you and the fulfilment of the contract between you or your employer and MatchMaker Software Limited.

If we are prevented from holding and processing your data, we will be unable to provide some services to you or your employer, in which circumstance we are not responsible for that non-delivery. All obligations on you or your employer under the terms of the contract will remain unaffected and fully enforceable.

Data Owned by our Clients

MatchMaker provides software products which are used by our clients within their individual businesses. Our products are hosted by the client on their servers internally, externally or through a third-party hosting service independently of MatchMaker.

We do not source, host, control, process or make any managerial decisions regarding the processing of data stored by our clients. The client is the Data Controller of all such data. MatchMaker is the Data Controller only of data owned and stored inside our own offices and servers and is specifically not a Data Controller of any data stored by or belonging to the client.

In general terms, we do not process personal data on behalf of our clients and are therefore not a Data Processor of data belonging to our clients. From time to time, we may be engaged contractually to undertake work such as data transfer. In such cases any responsibility as a Data Processor will be limited to that work, will be under the direction of the client and the client must accept all responsibility for any breach should it occur during transmission of data in either direction between them and MatchMaker.

Registered Users of the MatchMaker Hub

MatchMaker develops the MatchMaker Hub (the Hub) and provides it free of charge as a resource to all those engaged in the recruitment industry. In order to provide you with content tailored to your needs, the Hub collects the minimum amount of personal information required.

This includes:

  • Name and email address.
  • Password (this is always hashed in order to make it unusable and illegible outside of the Hub).
  • Company name and job title.

If you are a new joiner to the Hub, you will be asked to consent to our Privacy Notice. Alternatively, if you are an existing member of the Hub and have not already consented to our Privacy Notice, you will be asked to do so when you next log in.

If you do not wish to consent to the terms of our Privacy Notice, we will be unable to provide you with access to the Hub and its services. This means that:

  • If you are a new joiner, you will not be permitted to join the Hub.
  • If you are already a member of the Hub, your account will be deleted in order to protect your data and privacy.

You can find more information about the Hub here

Suppliers, Contractors, Advisors and Service Providers

If you or your employer becomes a supplier, contractor, advisor or service provider to MatchMaker Software Limited, we will hold the data outlined in General above plus some or all of:

  • Orders, contracts, financial transactions and other commercial dealings.
  • Details of your products and services.
  • Our enquiries, complaints and your response to the same.

Our lawful basis for the gathering and use of this data is the legitimate interest of our dealings with you, monitoring performance and the fulfilment of the contract between you or your employer and MatchMaker Software Limited.

If we are prevented from holding and processing your data, we may be unable to deal with you and could result in termination of the contract between you or your employer and MatchMaker.

Use by children

This website is not intended for anyone under the age of 18 years. If you are younger than 18, please do not use this website or any of its features.

How Your Information Will Be Used

We may use your personal information for:

  • Responding to your enquiries and communicating with you.
  • Internal record keeping.
  • Delivery of our products and services if you become a client.
  • Maintaining and improving our business.
  • Satisfying our contract if you or your employer becomes our client or a user of our products.
  • Carrying out statistical, technical and market analysis.
  • Providing updated information about our products and services.
  • Providing information to regulatory authorities and statutory bodies if required to do so.

Keeping in Touch with You

We may contact you periodically to keep you informed of new products, developments and opportunities we think may interest you. This is referred to as direct marketing and may be by telephone, post or email.

Sharing of Data with Third Parties (or not)

We will not sell or rent your data to third parties.

We do not share your personal data with third-parties unless:

  • Obliged to do so by law.
  • At your request or with your agreement.
  • With our professional advisors such as auditors, insurers, financial and legal advisors.

Change of Business Ownership or Control

If we buy or sell business or assets, we may disclose your personal data to the prospective seller or buyer in which case we will take steps with the aim of protecting your data.

Security And Where Your Data Are Stored

All information you provide to us, or that we collect about you, is stored within the UK and is therefore subject to UK privacy laws. Physical, electronic and managerial measures are applied in our efforts to protect personal information under our control.

Access to our servers and database is granted only to our officers, staff and contractors, all of whom receive training in management of the data.

Whilst we cannot guarantee that loss, alteration, misuse or unauthorised access of information will never occur; we will use all reasonable efforts to prevent it. You should bear in mind that submission of information over the Internet is never entirely secure.

If password access is required for certain parts of our website or systems, you are responsible for keeping your user name and password secure to ensure the information remains confidential.

Sources of Information

We collect business information including business personal data from multiple sources including user accounts, conversations, enquiries and correspondence with or from you, your employer and others, as well as publicly accessible sources such as the internet, social media, online and printed press, membership organisations, business directories and reputable data service providers.


The website may use cookies from time to time. Cookies are small text files placed on your device, which we use to remember your settings, analyse site operations and to improve your experience when you next visit.

Google Analytics is used to collect information to ensure the site is meeting the needs of its users and to assist us in making improvements, for example improving search. It collects information about the pages you visit on our site, how long you spend there, how you got to our site and what you click on while visiting.

Many browsers accept cookies automatically. You can adjust settings on your computer to disable cookies but please be aware that without them some elements of the website may not work properly or at all.

Links to External Sites

The website provides links to other websites. We have no control over such websites and are not responsible for their content, privacy practices or security. This privacy notice does not extend to those or any other websites and you are advised to read the privacy notice applicable to each website in question before you use it.

Your Rights

GDPR specifies a number of rights which are available to all individuals, including the right to be informed about the data we hold on you and what we do with it, as described in this privacy notice.

If we hold your personal data, you are entitled to request from us:

  • A copy of your personal data. This is known as a ‘subject access request’.
  • That any inaccurate information we hold about you is corrected. This is known as ‘rectification’.
  • That processing of the data is restricted in certain circumstances.
  • That data is deleted in certain circumstances. This is known as ‘erasure’.
  • That personal data supplied directly by you and which we process by automated means is transferred to another controller. This right is known as ‘portability’ and is only applicable where our processing of your data is based on either your consent or in performance of a contract.
  • That decisions about you are not made solely by automated means including automated profiling.

You also have the right to object to the processing of your personal data for:

  • Processing justified by the lawful basis of public task or legitimate interest. We do not process data by public task. Should you object where our processing is based on legitimate interest, GDPR requires that you must give specific reasons why you are objecting to the processing of your data based upon your particular situation.
  • Unsolicited direct marketing.

If you choose to make a request to exercise any of these rights, we will aim to respond within one month of its receipt. We will not charge a fee for dealing with any reasonable request.

Exercising Your Rights

To exercise any of your rights regarding data privacy, please email

Some of the above rights are limited to certain defined circumstances and we may not always be able to comply with your request if there is a lawful reason not to. We will tell you if this is the case.

If we believe your request may adversely affect our ability to satisfy an existing contract or the delivery of our products or services to your employer, we reserve the right to share your request with that employer.

We will not be able to comply with your request if to do so would limit our ability to exercise our legitimate interest in pursuing payment, securing our contractual rights or contesting a dispute or legal action.

Changes to this Privacy Notice

MatchMaker reserves the right to change this privacy notice from time to time and any changes will be posted to the website. Please revisit this privacy notice before each use of the website to make yourself familiar with the latest version.

Contacting MatchMaker Software Limited

Exercising Your Rights

To exercise any of your rights regarding data privacy, please email


If you are dissatisfied with how your data is processed, in the first instance please contact:

Data Privacy
MatchMaker Software Limited
1102 Bristol Road South
B31 2RE

This does not affect your right to make a complaint to the Information Commissioner’s Office, which is the statutory regulator and supervisory authority for data protection law in the UK.