Privacy Policy

Effective from April 2025

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At The Recruitment Franchise Group, we are committed to respecting and protecting your personal data. This notice outlines how we collect, use, and store your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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This privacy notice applies to all individuals who engage with us, including current and former employees, contractors, candidates, and client contacts. It is designed to help you understand what personal information we collect, why we collect it, and how it is used.

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Who We Are

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The Recruitment Franchise Group acts as a "data controller" for the personal information you provide. This means we determine the purposes and means of processing your data. We are responsible for safeguarding your information and complying with all relevant data protection legislation.

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Why You Should Read This Notice

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Please read this privacy notice carefully, along with any other data notices we may issue from time to time. It is important you understand how and why your personal data is being used.

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Our Data Protection Principles

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We follow strict principles when handling your personal information:

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• We process your data lawfully, fairly, and transparently.

• We collect it for valid purposes and do not use it for anything else.

• We limit collection to what is relevant and necessary.

• We make sure it is accurate and kept up to date.

• We retain your data only for as long as needed.

• We handle your data securely at all times.

The Types of Personal Data We May Hold

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We may collect and process various categories of personal information, including:

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• Contact details (name, address, phone, email)

• Date of birth, gender, marital status

• Emergency contact and next of kin details

• National Insurance number

• Bank and payroll information

• Salary, pension, and benefits data

• Employment history and job role information

• Identification documents (e.g. passport, driving licence)

• CVs, references, and right to work documentation

• Performance and disciplinary records

• Usage data (e.g. email, internet, telephone records)

• CCTV footage, swipe card access logs

• Photographs

We may also process sensitive data ("special category data"), such as:

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• Health records relevant to employment

• Criminal conviction information (where permitted by law)

How We Collect Your Information

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We gather personal data in several ways:

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• Directly from you during application, onboarding, or throughout our working relationship

• From recruitment platforms (e.g. LinkedIn, job boards)

• From third parties such as referees, background screening agencies, or previous employers

• Through your use of our website, services, or communications systems

• From client interactions and business enquiries

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How We Use Your Information

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We will only use your personal data when the law allows us to, including:

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• When entering into or performing a contract

• To comply with a legal obligation

• When it is in our legitimate business interests and your rights do not override those interests

• In rare cases, to protect someone’s vital interests or for public interest reasons

We may use your personal information for the following purposes:

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• Recruitment and onboarding

• Managing contracts and payroll

• Ensuring legal right to work

• Managing pensions and benefits

• Assessing suitability for roles or assignments

• Business administration, audits, and compliance

• Managing performance, absence, or grievances

• Equal opportunities monitoring

• Fraud prevention and IT system security

• Communicating service offerings to you

• Maintaining safe and secure workplaces

We may process your sensitive information only when legally permitted or with your explicit consent.

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Criminal Conviction Data

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We may process information about criminal convictions when relevant to your role and legally allowed. This could be part of background checks or disclosed by you directly.

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Automated Decisions

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We do not routinely use automated decision-making. If we ever do, it will only occur:

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• Where necessary for a contract

• With appropriate safeguards

• Or with your explicit consent

Sharing Your Information

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We may share your personal data with trusted third parties such as:

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• Payroll and benefits providers

• IT and software support providers

• Background check or recruitment platforms

• Legal or regulatory authorities (where required)

All third parties are required to keep your data secure and use it only for specified purposes.

We may also share data with other businesses within our group for administrative purposes, client matching, or where you may be better supported by another group entity.

International Transfers

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Your personal data may be transferred outside the UK or EU (e.g. to India), but we ensure equivalent levels of protection through:

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• Legally binding agreements under English law

• Confidentiality clauses

• Restricted access on a need-to-know basis

Keeping Your Data Safe

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We have strong technical and organisational measures in place to safeguard your data. Access is limited to authorised personnel, and data is stored securely. We also have procedures to deal with any data breaches.

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How Long We Keep Your Information

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We will retain your data only for as long as necessary. When no longer required, we securely delete or anonymise your information. We may retain anonymised data for research or statistical purposes.

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Your Rights

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You have the right to:

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• Access your personal data

• Correct inaccurate or incomplete data

• Request deletion of your data

• Object to processing based on legitimate interests

• Restrict how we use your data

• Transfer your data to another service provider

If you'd like to exercise any of these rights, please contact us directly. We may ask for proof of identity before processing your request.

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You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

Changes to This Notice

We may update this privacy notice from time to time. When we do, we will revise the effective date above and publish the updated notice on our website.

Contact Us

If you have any questions about this notice or how your data is handled, please contact:

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Data Protection Officer
The Recruitment Franchise Group