Privacy Policy
Last updated: 26th September, 2026
01Who we are
This Privacy Policy is issued by The Profile Group. Where it matters which entity handles your data, for example because you applied through our Singapore office rather than our Hong Kong office, the relevant entity is the data controller for that data; otherwise both entities act as joint controllers for data collected through the Site.
This policy applies to: (a) visitors to http://theprofilegroup.com (the “Site”); (b) candidates who apply for roles through advertisements placed on third-party websites, register their CV, or are approached by our consultants; and (c) client contacts at organisations we work with. It covers personal data we collect online and offline (for example, at events, over the phone, or via referrals).
02Personal data we collect
From candidates:
- Identity and contact details (name, email, phone, address, nationality, work authorisation status)
- CV/resume content (education, employment history, skills, qualifications, certifications)
- Compensation expectations and current remuneration, where shared
- References and information from referees
- Interview notes and assessment results
- Background/reference check results, where conducted and where you’ve consented or local law permits
- Diversity information, only where you choose to provide it and local law permits us to collect it
From client contacts:
- Business contact details (name, title, company, email, phone)
- Records of our correspondence and the mandates/roles we’re working on together
From all Site visitors:
- Technical data (IP address, browser type, device information)
- Usage data (pages visited, time on site, referral source) — see our Cookie Policy
- Information you submit through contact or enquiry forms
We collect this data directly from you, from publicly available sources (e.g. LinkedIn, professional directories, company websites, etc.) as part of search and headhunting activity, from referees and background check providers you’ve directed us to, and from clients.
03How we use your personal data
We use your personal data to provide search, recruitment and talent services and to identify and introduce candidates for employment, consultancy, contracting and other work opportunities.
Depending on your relationship with us, we may use your personal data for the following purposes:
Recruitment and candidate matching
- to assess your skills, qualifications, experience, career history and suitability for current or potential opportunities;
- to identify roles and opportunities that may be relevant to you;
- to contact you about vacancies, assignments and other career opportunities;
- to prepare and submit your profile, CV and other relevant information to prospective employers or clients, where appropriate;
- to arrange interviews, assessments and other stages of the recruitment process;
- to communicate with you and prospective employers throughout the recruitment process; and
- to provide feedback and support in connection with applications and assignments.
Candidate database and future opportunities
We may retain your personal data in our candidate database so that we can contact you about future opportunities that may be relevant to your experience and preferences.
Where appropriate, we may update your candidate profile using information you provide to us or information obtained from publicly available professional sources, such as professional networking websites. If we obtain your personal data from a source other than you, we will provide you with the relevant privacy information as required by applicable data protection law.
Verification and checks
Where relevant to an opportunity, we may use your personal data to verify information you have provided, including your identity, qualifications, employment history, professional registrations and references. We may also carry out background, right-to-work, criminal record or other pre-employment checks where appropriate and permitted by law.
We will explain any checks that are required and, where applicable, the information that will be obtained, the purpose of the check and who will have access to the information.
Providing services to clients
We may use your personal data to provide recruitment services to our clients, including presenting suitable candidates, managing applications and supporting the recruitment and onboarding process.
We may share relevant information with prospective employers, clients and other organisations involved in the recruitment process. We will only share information that is relevant to the particular recruitment or engagement process and in accordance with applicable data protection law.
Improving our services
We may use personal data to administer, monitor and improve our recruitment services, maintain accurate records, analyse recruitment activity and understand how candidates use our services.
Where possible, we will use aggregated or anonymised information for analytical and reporting purposes.
Legal and regulatory purposes
We may use and disclose personal data where necessary to comply with applicable laws, regulations, legal proceedings, regulatory requirements, court orders or requests from competent authorities, and to establish, exercise or defend our legal rights.
Security and fraud prevention
We may use personal data to protect the security of our systems and services, prevent fraud and other unlawful activity, and investigate suspected breaches of our terms or applicable law.
Our lawful bases
We will only process your personal data where we have a lawful basis to do so under applicable data protection law. For Singapore and Hong Kong purposes, our equivalent basis is that collection, use and disclosure is reasonable for these recruitment and business purposes under the PDPA and PDPO, or is made with your consent where required.
04Who we share data with
- Clients, when presenting you as a candidate for a specific role (with your knowledge, and consent where required)
- Referees and background-check providers, at your direction
- Service providers who support our operations (e.g., for example our applicant tracking system/CRM, IT and hosting providers, email and calendaring tools) acting on our instructions
- Professional advisors (legal, audit) where necessary
- Regulators or authorities, where required by law
- A buyer or successor, in the event of a merger, acquisition or restructuring of the Group
We do not sell personal data.
05International transfers
As a search firm working across borders, your data may be transferred between our Singapore and Hong Kong entities, to clients located outside your home country, and to service providers who may host data overseas. Where we transfer personal data out of the EEA/UK, Singapore or Hong Kong, we rely on the applicable legal transfer mechanism (for example, standard contractual clauses, an adequacy finding, or your consent), consistent with the PDPA, PDPO and, where relevant, GDPR/UK GDPR transfer rules.
06Data retention
We retain candidate profiles for a minimum of 2 years so we can consider you for future roles, unless you ask us to delete your data sooner, which you may do through our Opt-out Form.
Client contact data is retained for the duration of the relationship and a reasonable period after.
07Your rights
Depending on where you’re located, you may have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Withdraw consent, where processing is based on consent
- Object to or restrict certain processing, including direct marketing
- Request deletion of your data (“right to be forgotten”), subject to legal exceptions
- Request a portable copy of data you provided to us (EEA/UK residents)
- Lodge a complaint with your local data protection authority: in Singapore, the Personal Data Protection Commission (PDPC); in Hong Kong, the Office of the Privacy Commissioner for Personal Data (PCPD); in the EEA/UK, your local supervisory authority
To exercise any of these rights, contact us using the details in Section 10 below.
08Security
We use administrative, technical and physical safeguards designed to protect personal data against unauthorised access, disclosure, alteration or destruction. No system is completely secure, and we encourage you to also take care when sharing sensitive information with us.
09Children
The Site and our services are directed at adults seeking employment or engaging our services professionally. We do not knowingly collect personal data from children.
10Contact us
For questions about this policy or to exercise your rights, contact:
- Email: privacy@theprofilegroup.com
- By Post in Hong Kong via the registered address: The Profile Group (HK) Limited, 20/F, 18 On Lan Street, Central, Hong Kong
- Post: Singapore (Profile Search & Selection (Singapore) Pte Ltd, 137 Market Street, #15-01/02 Grace, Global Raffles, Singapore 048943).
11Changes to this policy
We may update this policy from time to time. Material changes will be reflected by an updated “last updated” date at the top of this page, and where required by law we’ll notify you directly.