Privacy Policy

Last updated: 25th September 2026

1. Who we are

Renari is a trading name of Renari Assessment Ltd, a company registered in England and Wales (company number 17471922). Our registered office is Ashton Old Baths, Stamford Street West, Ashton Under-Lyne, United Kingdom, OL6 7FW. We are registered with the Information Commissioner's Office (ICO) under registration number ZC255554.

We provide human-led interviewing and candidate assessment services to employers. You can contact us about anything in this policy at hello@renariassessment.com.

2. Who this policy covers

This policy explains how we handle personal information about:

visitors to our website
people who make an enquiry or use our quote calculator
our clients and the people who work for them
candidates who take part in an interview run by us on behalf of a client

3. Our role

When we run an interview for a client, the client decides why and how their candidates are assessed, and we act on their instructions. In data protection terms the client is the "controller" and we are their "processor". If you are a candidate, the client who is hiring is the main organisation responsible for your information, and you can also contact us using the details above.

For our own website, enquiries, marketing, client relationships and business records, we are the controller.

4. What information we collect

Website visitors and enquiries

your name, email address, company and role when you contact us or use the quote calculator
the answers you give in the calculator, such as hiring volumes
basic technical information such as your IP address and browser, which our website host may log for security and to keep the site running

Clients

contact details, contract and billing information, and our communications with you

Candidates

your name and contact details, and the role you are applying for
a recording of your interview (audio and video), a transcript and AI generated notes
scores and written feedback about your interview

You may choose to tell us about health, disability or other personal circumstances, for example when asking for adjustments. We treat this as sensitive and only share what is needed to make the adjustment. Please only share what you are comfortable with.

5. How and why we use your information

To respond to enquiries and provide quotes. Our basis is our legitimate interests in running our business, or taking steps at your request before a contract.
To provide our services to clients, and to manage contracts and payments. Our basis is contract.
To run interviews for clients, with our interviewers scoring them and producing feedback. We do this on the client's instructions. The client is responsible for the lawful basis of its hiring process.
To send you news and updates about our services. Our basis is consent, or legitimate interests for business contacts where the law allows. You can opt out at any time.
To keep accounts and meet legal duties. Our basis is legal obligation.
To keep our systems secure and check the quality of our interviews. Our basis is legitimate interests.

6. Interview recordings and AI notes

We record interviews and use an AI note taking tool to create a transcript and summary. A human interviewer always runs the interview and makes the assessment. AI is used to support note taking and is not used to make hiring decisions.

We use recordings, transcripts and notes so that our interviewers can review and score the interview and write feedback for the client and the candidate. We also use them to check the quality of our work and deal with any queries or disputes. We tell candidates before the interview that it will be recorded. If you would rather not be recorded, please tell us before your interview. We will talk to you about it and, where we can, agree another way of taking notes, such as written notes taken by the interviewer.

The recording is processed by a specialist provider working under a written contract with us. It may only use the information to provide the service to us and is not permitted to use it for its own purposes, including training its own AI models.

7. Future use of recordings to develop our tools

We are developing our own tools to support our work and may in future want to use interview recordings to help build them. We are not doing this at the moment. Any such tools would support our interviewers and would not replace human assessment.

If we decide to, we will only use recordings that have been anonymised so that you cannot be identified, or recordings where you have given us separate, optional permission. Saying no will never affect your interview or the outcome. We will update this policy before we start.

8. Who we share information with

We do not sell personal information. We share it only with:

the client the interview was run for
service providers who help us run the business, such as our customer relationship management system, email, website hosting, calendar and video meeting tools, and the interview note taking provider. They act on our instructions under written contracts
our professional advisers, insurers and accountants
regulators, courts or the police where the law requires it

A list of the providers we use is available on request at hello@renariassessment.com.

9. Transfers outside the UK

Some of our providers store or access information outside the UK. Where they do, we make sure it is protected by a legal safeguard recognised in UK law, such as an adequacy decision, the UK International Data Transfer Agreement or Addendum, or the UK Extension to the Data Privacy Framework.

10. How long we keep information

We keep information only as long as we need it. Our current periods are:

interview recordings and transcripts: 6 months after the client's hiring process ends, then securely deleted
interview scores and written feedback: 12 months after the hiring process ends, or a different period the client has agreed in writing >
enquiries and quote calculator details where no contract follows: 12 months >
client contracts and financial records: 6 years after the contract ends
marketing contact details: until you unsubscribe

We may keep information for longer if needed to deal with a legal claim or complaint, or if the law requires it.

11. How we keep information secure

We store information in secure, access controlled systems, limit access to the people who need it and use encryption where it is available. We choose providers that meet recognised security standards. If there is a data breach that puts your rights at risk, we will tell you and the ICO as the law requires.

12. Cookies

Our website does not set any cookies and does not use tracking or analytics tools. If that changes, we will ask for your consent through a cookie banner where the law requires it and update this policy first.

13. Your rights

be told what we hold about you and get a copy
ask us to correct information that is wrong
ask us to delete information in some circumstances
ask us to restrict or stop how we use your information
object to our use of your information where we rely on legitimate interests
ask for information you gave us to be sent to you or another organisation in a usable format
withdraw consent at any time, where we rely on it

We do not make decisions about candidates using automated processing alone. A person makes every assessment. If you think automated processing has influenced a decision about you, you can ask for a person to review it.

To use any of these rights, email hello@renariassessment.com. We aim to reply within one month. If you are a candidate, we may need to pass your request to the client, who is responsible for the hiring decision.

14. Complaints

If you are unhappy with how we have handled your information, please tell us first at hello@renariassessment.com and we will try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

15. Changes to this policy

We will update this policy when our services or the law change and will show the date at the top. If a change affects how we use interview recordings, we will make that clear before it applies.