Privacy Policy

Omni Resource Management Solutions Limited (“Omni”, “we”, “us” or “our”) is a Talent Solutions business and provides recruitment, talent consultancy and executive search services.

Our recruitment services operate as both a Recruitment Business and an Employment Agency, introducing job seekers to organisations recruiting for permanent and temporary vacancies.

Our Talent Strategy division works with organisations to review, understand and improve their workforce and talent strategies and capabilities. As part of these services, we may provide online assessments and use diagnostic and benchmarking tools, including the Talent Maturity Index.

Our Executive Search division provides specialist services to identify, assess, engage and develop senior leaders for key organisational roles. This includes conducting executive search assignments, assessing candidates’ leadership capabilities and delivering research, insights and benchmarking to support informed talent decisions.

This Privacy Policy explains how and why we collect, use, store and share personal information, including how we use artificial intelligence, automated technologies, assessment tools and benchmarking services, and the rights you have in relation to your information.

Omni Resource Management Solutions Limited is registered in England and Wales under company number 03278470.

Our registered office is:

Charter House
Woodlands Road
Altrincham
Cheshire
WA14 1HF

Omni is registered with the Information Commissioner’s Office under registration number Z7378991 and acts as a data controller in relation to the personal information covered by this Privacy Policy.

Our Data Protection Lead can be contacted at: [email protected]

What personal information do we collect?

The personal information we collect depends on how you interact with Omni and the services you use. This may include:

• Your name
• Address
• Email address and telephone number
• Company or organisation name
• Job title, role or professional information
• CV, employment history, qualifications, skills, professional memberships and other information provided when applying for or discussing employment opportunities
• Information provided during recruitment, screening, assessment, talent mapping, interview or onboarding activities
• Communications and interactions you have with Omni
• Information about your organisation provided through our consultancy, assessment or diagnostic services
• Responses you provide through surveys, assessments and diagnostic tools
• Scores, results, benchmarks, recommendations and other insights generated from information you provide
• Information generated through or associated with automated tools, including assessment outputs, matching signals, system logs, audit records and explainability information where relevant
• Marketing and communication preferences
• Technical and usage information collected when you interact with our websites and online services, where applicable.

We aim to collect only the personal information that is necessary for the purposes described in this Privacy Policy.

Special category and sensitive information

Some recruitment or assessment information may reveal or include more sensitive information, such as information about health, disability, reasonable adjustments, right to work, diversity monitoring, criminal conviction information or other information requiring additional protection. Where we process this type of information, we will do so only where we have an appropriate lawful basis and, where required, an additional legal condition or your explicit consent.

We do not seek to collect sensitive information unless it is necessary for a relevant recruitment, legal, equality, safeguarding, assessment or service delivery purpose.

How do we collect your information?

We may collect information directly from you or, where appropriate, from third parties and publicly available sources. This includes information collected through:

• Online registration forms
• Job applications and CV uploads
• Our Applicant Tracking System, Appellia
• Our Candidate Relationship Management System, Bullhorn
• Vendor Management Systems and other recruitment platforms
• Omni websites and online services
• Omni’s online assessment, diagnostic and benchmarking tools, including the Talent Maturity Index
• Surveys and questionnaires
• Email, telephone, video call or in-person communications
• Online job boards and professional networking platforms
• Publicly available sources
• Clients, suppliers and other third parties where there is a lawful basis for them to provide information to us
• AI-assisted or automated tools used to organise, summarise, analyse or support information already collected for the purposes described in this Privacy Policy.

How we use your personal information

We use personal information where we have a lawful basis to do so. Depending on your relationship with Omni, we may use your information to:

• Provide recruitment and employment services
• Identify and communicate relevant employment opportunities
• Manage applications, assessments, interviews, shortlisting, offers and placements
• Provide Talent Strategy and consultancy services
• Deliver Executive Search services, including market mapping, candidate identification, research and engagement
• Operate our websites, assessment tools and digital services
• Generate assessment results, scores, benchmarks, insights and recommendations
• Use AI-assisted or automated technologies to support research, matching, summarisation, assessment, benchmarking, service improvement and operational efficiency
• Respond to enquiries and requests
• Communicate with clients, candidates and users of our services
• Improve our products, services, processes and digital tools
• Produce research, analytics and benchmarking
• Maintain the security and integrity of our systems and services
• Meet contractual, regulatory and legal obligations
• Send relevant marketing communications where permitted by law and in accordance with your communication preferences.

Talent Maturity Index

Omni provides the Talent Maturity Index, previously known as the REA (Resourcing Effectiveness Assessment) an online assessment and benchmarking tool designed to help organisations understand the maturity of their talent and resourcing functions and identify opportunities for improvement.

When you use the Talent Maturity Index, we may collect information about you and your organisation, including your organisation’s sector, size and hiring activity, together with the responses you provide during the assessment.

We use this information to calculate maturity scores, assess different areas of talent capability, provide relevant benchmarking and generate insights and recommendations.

We may also ask you to provide information such as your name, work email address, job title, organisation and phone number. We use this information to provide your assessment results and, where appropriate, communicate with you about your assessment and relevant Omni Talent Strategy services.

Information collected through the Talent Maturity Index may also be used to:

• Operate and improve the tool
• Understand how organisations perform across different areas of talent maturity
• Improve our assessment methodology and recommendations
• Develop benchmarking data and insights
• Support our Talent Strategy research and consultancy services.

Where possible, information used for wider analysis and benchmarking will be aggregated or anonymised. Where information has been anonymised so that an individual can no longer be identified, it is no longer personal data.

Completing the Talent Maturity Index does not automatically subscribe you to general Omni marketing communications. Where we ask whether you would like to receive additional insights, research, event invitations or other marketing communications, this preference will be presented separately and you can change your preference at any time.

Artificial intelligence and automated technologies

Omni may use artificial intelligence, machine learning, automation, advanced analytics and generative AI technologies to support the delivery of recruitment, consultancy, Executive Search, research, assessment and benchmarking services.

Examples may include using technology to:

• Assist with candidate sourcing, market mapping and search research
• Analyse information relating to candidates, organisations and job opportunities
• Assist with identifying potentially relevant candidates or opportunities
• Summarise information and generate draft research notes, reports, insights or recommendations for human review
• Analyse or anonymise information
• Calculate assessment scores
• Generate benchmarks, classifications and recommendations
• Produce insights from assessment, diagnostic or survey responses
• Improve operational efficiency, service quality, security and user experience
• Support auditability, explainability, quality assurance and compliance monitoring.

Where Omni uses AI or automated technologies, we apply the following principles:

• AI is used to support and assist human decision-making rather than replace it
• Final recruitment, shortlisting, hiring recommendation, placement or executive appointment decisions are not made solely by AI without appropriate human involvement
• All recruitment and assessment decisions require human judgement, context and professional oversight
• We take reasonable steps to assess and mitigate risks relating to bias, discrimination, accuracy, explainability, security and fairness
• We seek to ensure AI-assisted outputs are capable of review, challenge and audit where they may materially affect an individual
• We use proportionate data minimisation, access control, security and retention safeguards
• We do not use candidate, client or assessment personal information to train publicly available AI models for the benefit of unrelated third parties, unless this has been specifically authorised and a lawful basis exists
• Where we use third-party AI providers, we seek appropriate contractual, technical and organisational safeguards, including restrictions on unauthorised model training, confidentiality, security, auditability and international transfer protections where applicable.

Where Omni uses AI technologies that fall within the scope of applicable AI laws or regulatory expectations, including where relevant UK data protection law and the European Union Artificial Intelligence Act, we will seek to implement appropriate governance, transparency, human oversight and risk management measures.

Automated processing, assessments and profiling

Omni may use automated technologies to help analyse information and improve the efficiency and quality of our services. This may include profiling where information is used to evaluate or infer relevant professional, organisational or assessment-related characteristics.

For example, automated tools may be used to:

• Analyse information relating to candidates and job opportunities
• Assist with identifying potentially relevant candidates or opportunities
• Analyse or anonymise information
• Calculate assessment scores
• Generate benchmarks, classifications and recommendations
• Produce insights from assessment or diagnostic responses.

The Talent Maturity Index uses automated processing to evaluate assessment responses and generate maturity scores, benchmarks and recommended areas for improvement.

These results are provided as informational and advisory insights about an organisation’s talent and resourcing maturity. They are not used to make decisions that produce legal or similarly significant effects concerning the individual completing the assessment.

Where automated technologies are used within recruitment, Executive Search or other services, they support Omni teams in making informed decisions. They do not replace appropriate human judgement, professional assessment or client-specific review.

If we make a significant decision about you that is based solely on automated processing, we will provide information required by applicable law and ensure that relevant safeguards are available. These may include the ability to make representations, obtain human intervention and contest the decision.

Our lawful bases for processing

Depending on the circumstances and purpose for which we are using your information, we may rely on one or more of the following lawful bases.

Legitimate interests

We may process personal information where it is necessary for our legitimate business interests or the legitimate interests of a third party and where those interests are not overridden by your rights and interests. Where recognised legitimate interests are available under applicable law, we may rely on them where appropriate.

Our legitimate interests may include:

• Providing and improving our recruitment, consultancy and Executive Search services
• Identifying suitable opportunities for job seekers
• Conducting candidate sourcing, talent mapping, market intelligence and executive search research
• Communicating with candidates, clients, prospects and users of our services
• Responding to enquiries and requests
• Operating and improving our online assessment, diagnostic and benchmarking tools
• Analysing assessment responses and generating scores, benchmarks, insights and recommendations
• Using AI-assisted and automated technologies to support our services, subject to appropriate safeguards
• Developing research, analytics and benchmarking capabilities
• Maintaining the security and integrity of our systems
• Managing our business relationships
• Promoting our products and services where permitted by law.

Where we rely on legitimate interests, we consider the nature of the information involved, the purpose for which it is being used, the potential impact on your privacy and any safeguards that should apply.

Performance of a contract

We may process personal information where it is necessary to enter into or perform a contract with you. For example, this may include processing required to manage an engagement or employment contract or provide a service you have requested.

Consent

In some circumstances we rely on your consent to process personal information. Where consent is required, we will clearly explain what you are consenting to. You can withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

Legal obligations

We may process personal information where necessary to comply with our legal and regulatory obligations. This may include requirements relating to employment, taxation, accounting, fraud prevention, regulatory compliance and responding to lawful requests from courts, regulators or law enforcement agencies.

Marketing communications

We may contact you about Omni products, services, research, insights and events where we are permitted to do so.

Where consent is required for a particular type of marketing communication, we will ask for it separately. You can change your marketing preferences or opt out of marketing communications at any time by following the unsubscribe instructions contained within our communications or by contacting us.

Opting out of marketing will not prevent us from contacting you where necessary to provide a service you have requested or for other non-marketing purposes.

Sharing your personal information

We do not sell your personal information.

We may share personal information where necessary to provide our services, fulfil the purposes described in this Privacy Policy, comply with legal obligations or where you have authorised us to do so. This may include sharing information with:

• Clients and prospective employers where relevant to recruitment services
• Technology, AI, automation and hosting providers
• Applicant tracking, CRM and recruitment technology providers
• Data storage and cloud service providers
• IT support and technical service providers
• Reporting, analytics and communications providers
• Assessment, screening and vetting providers
• Accountants, auditors, legal advisers and other professional advisers
• Regulators, law enforcement agencies and other authorities where required by law.

Where organisations process personal information on our behalf, we require them to process it in accordance with our instructions and applicable data protection requirements. Where relevant, this includes safeguards relating to confidentiality, security, auditability, international transfers, model training and onward disclosure.

International transfers of personal information

Personal information we collect is generally stored within the United Kingdom or European Economic Area. However, some of the technology and service providers we use may process personal information outside the UK or EEA.

Where personal information is transferred internationally, we take appropriate steps to ensure that it receives an appropriate level of protection in accordance with applicable data protection law. This may include using recognised adequacy arrangements, approved contractual safeguards, transfer risk assessments or other appropriate transfer mechanisms.

We aim to transfer only the information necessary for the relevant purpose and, where appropriate, use anonymisation, pseudonymisation, encryption, access controls or other safeguards to reduce privacy risks.

How we protect your information

Omni takes the security of personal information seriously. We maintain appropriate technical and organisational measures designed to protect personal information against unauthorised or unlawful access, use, alteration, disclosure, loss or destruction.

Our security measures are reviewed and updated as appropriate to the nature of the information we process and the risks associated with that processing. Where AI-assisted or automated technologies are used, we consider additional safeguards such as role-based access, supplier assurance, usage controls, logging, monitoring, human review and restrictions on unauthorised model training.

How long do we keep your information?

We retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected, including satisfying legal, regulatory, contractual, accounting or reporting requirements.

Different retention periods may apply depending on the type of information and your relationship with Omni.

Job seeker information

Job seeker information stored within our Bullhorn CRM will normally be retained for up to three years following our last meaningful contact with you, after which it will be deleted or anonymised in accordance with our retention procedures.

If we have not received an update from you within 24 months, we may contact you to ask whether you would like to update your information and remain in contact with Omni.

You may ask us to update or delete your information at any time, subject to any legal or regulatory requirement for us to retain it.

Talent Maturity Index and online assessment information

Identifiable information collected through the Talent Maturity Index and similar online diagnostic tools will normally be retained for 24 months following your last interaction with Omni, unless we have a legal, contractual or legitimate business reason to retain it for longer.

Assessment information that has been fully anonymised or aggregated so that it can no longer identify an individual may be retained for longer for statistical, research, service improvement and benchmarking purposes.

AI-assisted processing records

Records relating to AI-assisted or automated processing, such as audit logs, quality assurance notes or decision-support records, may be retained where necessary for transparency, compliance, security, service quality, legal claims or audit purposes. Retention will be proportionate to the purpose for which the record is held.

Your data protection rights

Depending on the circumstances, data protection law provides you with a number of rights in relation to your personal information. These may include the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information
• Request restriction of processing
• Object to certain types of processing
• Object to the use of your information for direct marketing
• Withdraw consent where we rely on consent
• Request the transfer of your information where the right to data portability applies
• Request information about relevant automated processing, profiling or AI-assisted decision support
• Where applicable, make representations, request human intervention or contest a significant decision made solely by automated processing.

These rights are subject to certain legal conditions and exemptions. If you make a request, we may need to verify your identity before taking action to ensure your information remains secure.

To exercise your rights, contact: [email protected]

What if I no longer want Omni to use my information?

You can contact us at any time if you would like to update your information, change your communication preferences or exercise any of your data protection rights.

Where we are legally permitted or required to retain certain information, we will explain this to you.

You have an absolute right to object to your personal information being used for direct marketing and can opt out of marketing communications at any time.

Cookies and website information

Our websites and online tools may use cookies and similar technologies for purposes such as providing essential functionality, remembering preferences, understanding how our services are used and, where applicable, supporting marketing activities.

Further information about the cookies we use and how you can manage your preferences is available in our Cookie Policy and through the cookie preference controls available on our websites.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, AI and automated processing activities, business practices or legal requirements.

Where we make material changes to how we use personal information, including material changes to AI-assisted or automated processing that may affect individuals, we will take appropriate steps to bring those changes to the attention of affected individuals.

The latest version of this Privacy Policy will always be available on our website.

Contact us

If you have questions about this Privacy Policy, how Omni uses your personal information or wish to exercise your data protection rights, please contact:

Data Protection Lead
Omni Resource Management Solutions Limited
Charter House
Woodlands Road
Altrincham
Cheshire
WA14 1HF

Email: [email protected]
Telephone: 0161 929 4343

Making a complaint

If you have concerns about how we have handled your personal information, we would encourage you to contact our Data Protection Lead in the first instance so that we can investigate your concerns.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Information Commissioner’s Office
Telephone: 0303 123 1113

Further information is available from the ICO.

OMNI-421 – v4 – Last updated: 11 August 2026