Who are we?
Company Details:
Wilton & Bain Group
30 Coleman Street
London EC2R 5A
Wilton & Bain provides executive search, interim management and leadership advisory services to organisations seeking to recruit and retain exceptional talent.
What does this Policy cover?
At Wilton & Bain, we take your privacy seriously. This policy:
- • Explains what personal data we collect.
- • Explains how and why we collect and use your personal data.
- • Explains how long we keep your personal data.
- • Explains when and why we may share your personal data.
- • Explains the legal basis for processing your personal data.
- • Explains your rights regarding your personal data.
- • Explains how you can contact us regarding your personal data.
What personal data do we collect?
We collect information necessary to identify suitable opportunities and assess suitability for recruitment and interim assignments. This may include:
- • Name and contact details
- • CVs and career history
- • Employment records
- • Educational records and qualifications
- • Identification documents
- • References
- • Interview notes and assessments
- • Professional profiles and publicly available information relevant to your career
Where appropriate, we may also process special category personal data. We will only do so where we have a lawful basis and, where required, your explicit consent.
Where do we collect personal data from?
We may collect personal data from:
Directly from you
Information you provide through applications, meetings, interviews, networking events, referrals and other interactions with Wilton & Bain.
Third parties acting on your behalf
Examples include:
- • Interim management companies
- • Referees
- • Professional advisers
- • Other authorised representatives
Publicly available sources
Including:
- • Viadeo
- • Company websites
- • Industry publications and professional directories
How and why do we use your personal data?
We use personal data to:
- • Match your skills, experience and qualifications with relevant opportunities.
- • Introduce candidates to clients.
- • Manage recruitment and interim assignments.
- • Assess suitability for specific positions.
- • Conduct reference and background checks where appropriate.
- • Maintain professional relationships with candidates, clients and industry contacts.
- • Provide leadership market insights and advisory services.
- • Support business development and relationship management activities.
- • Monitor diversity and equal opportunities where appropriate.
Use of Artificial Intelligence (AI)
We may use approved Artificial Intelligence (AI) tools to support administrative activities, research, note-taking, content creation, knowledge management and operational efficiency.
Any use of AI is subject to appropriate human oversight and review. AI tools are used to assist our consultants and employees and do not replace human judgement.
We do not make recruitment, hiring or placement decisions solely through automated processing or AI systems. Any recommendations, insights or outputs generated by AI are reviewed by appropriately trained employees before being relied upon or acted upon.
Where AI tools process personal data on our behalf, we ensure appropriate contractual, technical and organisational safeguards are in place to protect that data.
How long do we keep your personal data?
We retain information as follows:
Candidate Data
5 years from the last meaningful contact.
Interim Manager Data
- 5 years from the last meaningful contact where no contractual relationship exists.
- 7 years where contractual arrangements have existed with Wilton & Bain.
Client Contact Data
5 years from the last meaningful contact.
Retention periods are reviewed periodically to ensure they remain appropriate, proportionate and compliant with applicable legal, regulatory and business requirements.
Who do we share your personal data with?
We may share your personal data with:
- • Clients seeking to recruit personnel.
- • Referees and professional contacts.
- • Service providers supporting our business operations.
- • Third parties undertaking verification or background checks on our behalf.
- • Professional advisers and regulatory bodies where required.
We only share information that is relevant and necessary for the specific purpose concerned.
Third-Party Systems and Service Providers
In delivering our services, we may use carefully selected third-party systems and service providers to process personal data on our behalf.
These may include:
- • Applicant tracking and CRM systems
- • HR and people management systems
- • Email and communication platforms
- • Survey and feedback platforms
- • Marketing and event management platforms
- • Cloud-based productivity and collaboration platforms
- • AI-enabled productivity and note-taking tools
All third-party providers are assessed to ensure they meet appropriate security and data protection standards.
What legal basis do we have for using your information?
For candidates, interim managers, referees and clients, our processing is generally necessary for our legitimate interests, including:
- • Assessing suitability for roles.
- • Identifying and introducing candidates.
- • Managing client and candidate relationships.
- • Delivering executive search and interim services.
We undertake balancing assessments where appropriate to ensure our legitimate interests do not override your rights and freedoms.
Where special category personal data is processed, we will obtain consent where required or rely upon another lawful basis permitted under applicable legislation.
For clients, we may also process information where necessary to perform a contract or take steps prior to entering into a contract.
What happens if you do not provide the information we request?
If you do not provide information necessary for us to deliver our services, or withdraw consent where consent is required, we may be unable to match you with opportunities or continue certain recruitment activities.
Do we make automated decisions concerning you?
We do not make recruitment, hiring or placement decisions solely through automated processing or profiling.
Any automated tools or AI technologies used by Wilton & Bain are subject to appropriate human review and oversight.
Do we use cookies?
To provide a better experience on our website, we may use cookies and similar technologies.
For further information regarding the cookies we use and how to manage your preferences, please refer to our Cookie Policy.
Do we transfer your data internationally?
As an international executive search and interim management business, we may transfer personal data to clients, candidates, partners and service providers located outside the United Kingdom and European Economic Area.
Where personal data is transferred internationally, we ensure appropriate safeguards are in place, including:
- • Adequacy regulations approved by the UK Government
- • International Data Transfer Agreements (IDTAs)
- • Standard Contractual Clauses (SCCs)
- • Other legally recognised transfer mechanisms
Further information regarding international transfers can be obtained by contacting GDPR@wilton-bain.com.
Security of Your Information
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, disclosure, alteration or destruction.
These measures include:
- • Access controls and user permissions
- • Secure cloud-based systems
- • Encryption where appropriate
- • Cybersecurity monitoring and training
- • Regular reviews of our security practices
Whilst no system can be completely secure, we continually review and improve our security measures to protect the information entrusted to us.
What rights do you have regarding your personal data?
You have the following rights:
- 1. The right to be informed
- 2. The right of access
- 3. The right to rectification
- 4. The right to erasure
- 5. The right to restrict processing
- 6. The right to data portability
- 7. The right to object to processing
- 8. The right to lodge a complaint
- 9. The right to withdraw consent where consent is relied upon
We will normally respond to requests within one calendar month.
Where requests are manifestly unfounded, excessive or repetitive, we may charge a reasonable administrative fee or refuse the request where permitted by law.
Data Protection Complaints
If you have concerns regarding how we have collected, used or processed your personal data, we encourage you to contact us first so that we can investigate and resolve the matter.
Please contact:
We will acknowledge your concern promptly and aim to respond within one calendar month.
If you remain dissatisfied following our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or your local data protection authority.
How will we contact you?
We may contact you by:
- • Telephone
- • Social media
- • Professional networking platforms
If you have a preferred method of communication, please let us know.
How can you contact us?
If you have any questions regarding this Privacy Policy or the way we process your personal data, please contact:
Wilton & Bain Group
30 Coleman Street
London
EC2R 5AL
Last Updated: June 2026
