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.