Image 2025 05 16 T14 18 01
Image 2025 05 16 T14 18 01

Candidate Ownership & Duplication Policy

Candidate Ownership & Duplication Overview

Purpose:
To ensure fair recognition and protection for candidate sourcing efforts made by Willing Recruitment, and to support transparent, ethical hiring processes for our clients.

1. Candidate Introduction Validity

A candidate is deemed to be introduced by Willing Recruitment when we submit their profile (CV or summary) to a client in writing (e.g, email or CRM portal) and the submission includes:

  • Name of the candidate

  • Date of submission

  • Job title or role reference

  • A clear statement of candidate availability and interest

This submission holds candidate ownership for 6 weeks unless otherwise agreed in writing.

2. Prior Knowledge Confirmation

If a client claims prior knowledge of a submitted candidate, they must:

  • Confirm how and when the candidate was last in touch with them

  • Provide evidence of this prior engagement if requested (e.g, email, CV receipt, previous interview)

Important Clause:
If Willing Recruitment has submitted a candidate who was previously known to the client, but had not recently been engaged for the specific role or was previously unavailable, and we have requalified and submitted them as now actively seeking work, we retain introduction rights for that role.

3. Fair Usage: Active Status Confirmation

Willing Recruitment often alerts clients to a candidate’s renewed job search or availability. If we:

  • Reconfirm their interest

  • Update the client on their market status

  • Submit them for a specific role

Then this counts as a new and valid introduction, regardless of prior history.

4. Dispute Resolution

Where duplication is disputed:

  • We request an open, transparent discussion within 48 hours

  • If mutual resolution is not reached, both parties agree to refer to the candidate’s account of who they’ve engaged with and when

  • We may waive fees in goodwill if the process was not client-led or introduced without our involvement

5. Protecting Consultant Work

All Willing Recruitment consultants are trained to ensure candidates:

  • Are aware of the client and role they’re being submitted to

  • Have not been approached elsewhere for the same role in the last 4 weeks

  • Understand their right to representation

This safeguards all parties from duplication issues and maintains integrity in the recruitment process.

Questions?

If you have any questions about this policy or want to discuss your next hire, feel free to contact our team.

0118 380 0722