Privacy Policy

Who we are

Adarna is a trading name of Talent Torch Recruitment Limited, a company registered in the United Kingdom. We help UK businesses hire vetted Philippines-based Customer Support and Support Admin talent. For anything in this policy, contact us at hello@joinadarna.com. Talent Torch Recruitment Limited is the data controller for the personal data described below.

What we collect

If you apply as a candidate

• Identity and contact details: name, email, phone, location, LinkedIn URL.
• Your CV and the work history, skills, tools experience, and salary expectations you tell us about.
• Assessment data: your answers to our written, multiple-choice, typing, live-chat and knowledge-base tasks, and (at the second assessment stage) video recordings of your interview answers and their transcripts.
• Identity documents (passport or national ID and a matching photo) that you upload for verification, stored in private storage.
• Workspace evidence you provide, such as an internet speed-test screenshot.
• Referee contact details you choose to give us, and the references those referees provide.
• Messages you send through the candidate portal or our support chat.

If you engage us as a client

• Business contact details: name, work email, company name.
• Your role brief and hiring requirements.
• Payment records. Card payments are processed by Stripe. We never see or store your full card details.
• Feedback, ratings, and messages you submit through the client portal.

If you visit our website

We use analytics (PostHog, HubSpot) to understand how the site is used: pages visited, buttons clicked, and similar usage data. See "Cookies and analytics" below.

How we use your data, and why we're allowed to

• To run the recruitment service: assessing candidates, matching them to roles, presenting shortlists to clients, arranging interviews, and completing placements. Legal bases: taking steps to enter a contract with you, and our legitimate interest in operating a recruitment service. Candidates also give explicit consent when applying.
• To communicate with you: service emails about your application, assessments, roles that match your profile, your search, or your account.
• To take payment and keep accounts. Legal bases: contract and legal obligation.
• To improve the service: analytics and aggregate reporting. Legal basis: legitimate interests.
• To send optional marketing email: only if you ticked the opt-in box. Legal basis: consent. See "Marketing email" below.

Marketing email, only if you opt in

Separately from service emails, we offer occasional marketing email: for candidates, new roles and career tips; for clients and prospective clients, hiring insights and product updates. We only send these if you ticked the optional marketing box, on the application form, the start-a-search form, or in your portal settings, and we record when and where you opted in.

You can withdraw consent at any time: use the unsubscribe link in any marketing email, or the toggle in your candidate or client portal, or email hello@joinadarna.com. Withdrawing never affects service emails about your application, assessments, search, or account, and never affects your standing with us.

AI-assisted assessment, and its limits

We use AI tools to help score written answers, interview transcripts, and chat-simulation responses, and to summarise assessment evidence for our team. Two hard rules apply:

• A human always decides. No candidate is accepted, rejected, or shown to a client by an automated decision alone. Our team reviews the evidence before any decision that affects you.
• AI never judges how you look or sound. Our systems are prohibited from evaluating appearance, face, accent, eye contact, body language, background, or any protected characteristic. Video answers are scored from their transcripts, the content of what you say.

Who we share data with

We share personal data only with service providers who process it on our instructions:

• Supabase (database, authentication, and file storage) and Vercel (website hosting).
• Stripe (payments).
• Resend (transactional email).
• AI processing providers (via OpenRouter, OpenAI, and Anthropic) for assessment scoring and transcription as described above.
• PostHog and HubSpot (analytics and CRM), Calendly (call booking).

Shortlisted candidates are shown to the hiring client with a first name and last initial, assessment summaries, and (where provided) redacted work samples. Full contact details are only released to a client once a hire is confirmed. We never sell personal data.

International transfers

Some of our providers process data outside the UK (including in the United States and, for candidates, the Philippines context of the role itself). Where data leaves the UK we rely on adequacy regulations or standard contractual clauses with the provider.

How long we keep data

• Candidate data is kept while your profile is active with us, so we can match you to future roles. Where local law requires a cap for unsuccessful applications with no ongoing relationship, we default to 24 months from your last activity.
• Client and financial records are kept as long as required for tax and accounting law.
• You can request deletion at any time (see below). We honour candidate deletion requests through an in-product process that erases your files, recordings, transcripts and profile.

Your rights

Under UK GDPR you can ask us for access to your data, correction, deletion, restriction, portability, or object to processing. Candidates can request deletion directly from the profile page in the candidate portal; anyone can email hello@joinadarna.com. If you're unhappy with how we've handled your data, you can complain to the UK Information Commissioner's Office (ico.org.uk).

Cookies and analytics

We use a small number of cookies and similar technologies to keep you signed in to our portals and to run the analytics described above. You can control cookies through your browser settings; blocking them may affect portal sign-in.

Changes

We'll update this policy as the service evolves and change the date at the top when we do. Material changes affecting candidates or clients will be flagged in the relevant portal.