In line with the data protection rules, provided for by the Data Protection Act 2018, UK GDPR, and any other legislation relating to the protection of personal information, AndRecruit Group Ltd is committed to providing clarity regarding the types of personal information we collect, how we use the information, who we share it with, and your data rights in terms of how your information is used, stored and shared.
This Privacy Policy explains how we embed this commitment in our business and describes the measures we take to protect the security of your information and how you can contact us to update your preferences and find out more about our privacy practices.
Please read this policy carefully to understand our practices regarding your personal data and how we will treat it.
Important Information About Who We Are
AndRecruit Group Ltd is the controller for the personal information we process unless otherwise stated and is responsible for your personal information.
We are registered with the Information Commissioner’s Office and our registered number is ZB623811.
Contact details
You can contact us at:
Postal address: 1 Market Hill, Calne, Wiltshire, SN11 0BT
Email address: gdpr@arg-rec.com
We keep our privacy policy under regular review to make sure it is up to date and accurate.
Personal Information That We May Request from You
Most of the personal information we process is provided to us directly by you for the purpose of providing you with our recruitment services. We collect personal information about you using a variety of methods, such as (but not limited to) through our website, social media channels, events, surveys, job applications and interview and subsequent online, telephone and email contact.
As part of providing our recruitment service, we may request the following types of personal information from you:
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- Contact information (name, address, email address and telephone number).
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- Employment history, education, qualifications, professional registrations and information about you provided in your CV or that you complete in our application form.
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- Details of your skills, competencies and capability.
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- Results of skills assessments,
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- Information about citizenship, visa status and right to work in the UK.
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- Results of criminal and other background checks.
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- NI number.
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- Date of birth.
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- Details provided relating to age, gender, disabilities / health related information as well as information relating to other protected characteristics as defined under the Equality Act 2010 which may be gathered to support diversity monitoring.
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- Details of those you provide as emergency contacts.
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- Information provided about you in references.
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- Information you provide about family, friends or other people you would like us to contact.
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- Information you provide us with in surveys.
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- Information about your performance on temporary assignments.
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- Payroll and financial information (such as bank details, tax-related information, benefits you receive etc).
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- Login details required for use of our website.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you.
Other Information We May Collect from You
Please see our Cookie Policy for more details.
How We Use the Information We Collect
We will only use your personal data when the law allows us to do so. The law on data protection sets out a number of different reasons for which a company may collect and process your personal data.
When collecting your personal data, we will always make it clear to you which data is necessary in connection with the particular activity.
Most commonly we will use your personal data to:
Provide you with our recruitment services.
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- Respond to your enquiries.
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- Assess your suitability as a candidate and validate your experience, competence, qualifications, registrations etc as required by the position for which you are applying.
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- Provide you with job opportunities and work.
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- Provide career advice.
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- Process payments to you and send you payslips.
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- Monitor and manage your performance and discipline.
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- Audit compliance with prevailing employment law and honour contractual agreements with our clients.
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- Manage client relationships.
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- Analyse data and trends from our websites and using data held on our recruitment software.
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- Send you information about vacancies, promotional material and other communications (e.g. invitations to participate in our surveys or events).
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- Prevent fraudulent and unlawful activity and comply with legal requirements, industry standards, contractual obligations and company policies/procedures.
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- Improve our business services and the performance of our website.
pursue our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Improve our business services and the performance of our website.
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- Comply with a legal or regulatory obligation.
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- Create and manage online accounts.
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.
If you have given your consent to receive marketing emails you can withdraw this at any time, or if we are relying on our legitimate interests to send you marketing you can object. In either case, just let us know. If you have received a direct marketing email from us and no longer wish to do so, the easiest way to let us know is to click on the unsubscribe link at the bottom of our marketing emails.
In certain circumstances, we need your personal data to comply with our contractual obligations or to pursue our legitimate interests in a way which might be reasonably expected as part of our running our business. For example, in order to deliver the recruitment services to you.
We also use your information when we need to contact you about our recruitment services or respond to you if you contact us.
Information We Share
We only ever share your personal information with trusted third parties.
We will only disclose personal information we collect about you to facilitate delivery of our services. As such your personal data may be shared with clients or organisations with whom we work to help you find a job. We may also share your personal information to help us provide our services (e.g. we have contracts with companies who provide us with services such as IT support, data storage, payment processing and email automation services).
We only provide third parties with the information they need to know to perform their specific services. Where personal information is shared with a managed service provider or other third-party supplier, we work closely with them to ensure that your personal information is secure and protected at all times. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.
Our contracts with third parties make it clear that they must hold personal information securely, abide by the principles and provisions of data protection rules, and only use information as we instruct them to.
In all instances where we disclose your information to third parties, we will ensure that your information is appropriately protected. If we stop using their services, any of your personal information held by them will either be deleted or rendered anonymous.
We may also disclose your personal information to comply with a regulatory or legal duty, or if it is necessary to disclose personal information in connection with an investigation of suspected or actual fraudulent activity or is based on a lawful disclosure request. We may also disclosure personal information where such disclosure is necessary to protect the safety or security of any persons, and/or otherwise as permitted under applicable law.
We will never:
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- Sell your personal data to a third party.
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- Share your personal data with a third party for marketing purposes without your consent.
Where your personal information may be processed
Sometimes we will need to share your personal information with third parties and suppliers outside the UK such as Europe and the USA.
If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the UK. For example, our contracts with third parties stipulate the standards they must follow at all times.
Any transfer of your personal information will follow applicable laws and we will follow the guiding principles of this Privacy Policy.
How Long We Will Retain Your Personal Data
We will only retain your personal information for as long as is necessary for the purpose or purposes for which we have collected it.
We will retain your personal information in line with our retention periods as follows:
| Type of Records | Statutory Retention Period | Statutory Authority |
| Accident book / accident records & reports | 3 years from date of the last entry (or if the accident involves a child, until that person reaches the age of 21. | Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) (SI 1995/3163) as amended, and Limitation Act 1980. |
| Accounting records | 3 years [this is 6 years for public limited companies] | Section 221 of the Companies Act 1985 modified by the Companies Acts 1989 and 2006. |
| Income tax and NI returns, income tax records and correspondence with HMRC | Not less than 3 years after the end of the financial year to which they relate. | The Income Tax (Employments) Regulations 1993 (SI 1993/744) as amended, for example by The Income Tax (Employments) (Amendment No. 6) Regulations 1996 (SI 1996/2631). |
| Statutory maternity pay records, calculations, certificates or other medical evidence | 3 years after the end of the tax years in which the maternity period ends. | The Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960) as amended. |
| Wage / salary records, overtime, bonuses, expenses | 6 years | Taxes Management Act 1970. |
| National minimum wage records | 3 years after the end of the pay reference period following the one that the records cover. | National Minimum Wage Act 1998 |
| Records relating to working time | 2 years from the date on which they were made | The Working Time Regulations 1998 (SI 1998/1833). |
For many types of HR records, there is no definitive retention period.
AndRecruit Group Ltd has based our retention periods on the time limits for potential UK tribunal or civil claims and guidance in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. The UK Limitation Act 1980 contains a 6-year time limit for starting many legal proceedings, so where documents may be relevant to a contractual claim, we will keep these records for at least this period. Other records may be retained longer or permanently. These retention periods are in line with CIPD recommendations.
| Type of Records | Minimum Retention Period |
| Actuarial valuation reports | Permanently |
| Application forms and interview notes (for unsuccessful candidates) | 12 months. |
| Assessments under health and safety regulations and records of consultations with safety representatives and committees | Permanently |
| Inland Revenue/HMRC approvals | Permanently |
| Parental leave | 5 years from birth/adoption of the child or 18 years if the child receives a disability allowance. |
| Pension scheme investment policies | 12 years from the ending of any benefit payable under the policy. |
| Candidate files, personnel files and training records (including disciplinary records and working time records) | 7 years after the date on which we last provide services to the associated applicant or client or 7 years after employment has ended. We may hold data significantly longer if contractually required to do so, and for contract clients we will hold all data relating to service provided for a minimum of seven years after the contract expires. Where such records could be relevant to a claim for personal injury, we will retain them for a minimum of 21 years from contract expiry. |
| Redundancy details, calculations of payments, refunds, notification to the Secretary of State | 6 years from the date of redundancy |
| Senior executives’ records (that is, those on a senior management team or their equivalents) | Permanently |
| Statutory Sick Pay records, calculations, certificates, self-certificates | 6 years after the employment ceases. |
| Timesheets | 2 years after audit |
| Trade union agreements | 10 years after ceasing to be effective |
After these durations have elapsed, your personal data will be securely deleted or destroyed.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for analytical or statistical purposes, in which case we may use this information indefinitely without further notice to you.
How We Protect Your Personal Information
We work hard to keep your information safe. We use a combination of technical, administrative, and physical controls to maintain the security of your personal information and protect against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator when we are legally required to do so.
Your Rights & Choices
If you have any questions about the use of your personal information or would like to update your preferences, please contact us as specified below.
You are also able to exercise your rights which include:
Your Right to be Informed
We aim to be transparent within our privacy policy and provide you with information about how we use your personal data.
Your Right to Object
In some circumstances you can stop the processing of your personal information for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Where your details are used for marketing, you can opt out at any time. You are able to unsubscribe from marketing on each contact or you can contact us to object to any processing.
Your Right to Rectification
You have the right to request the correction of your personal information when it is incorrect, out of date or incomplete. If you notify us that the personal information we hold is complete or inaccurate we will correct or complete the information as soon as possible.
Your Right to Erasure or the Right to be Forgotten
You have the right to request that your personal information be deleted; including if we no longer need it for the purpose we collected it, you withdraw your consent or you object to its processing.
Following your request, we will erase your personal data without undue delay unless the continued retention is necessary and permitted by law. If we make the personal data public, we shall take reasonable steps to inform other data controllers processing about your erasure request.
Your Right to Restrict Processing
You have the right to request that we restrict the processing of your personal information. This can be done in circumstances where we need to verify the accuracy of the information, if you do not wish to have the information erased or you have objected to the processing of the information, and we are considering this request. Once the processing is restricted, we will only continue to process your personal data if you consent, or we have another legal basis for doing so.
Your Right to Access
You have the right to access the personal information we hold about you. Any access request will usually be free of charge and responded to within one month. We will endeavor to provide information in the format requested, but we may charge you a reasonable fee for additional copies.
Your Right to Data Portability
You have the right to receive a copy of your personal information which you gave to us. The copy will be provided in a commonly used and machine-readable format. You can also have it transmitted directly from us to another data controller, where technically possible.
How Can We Help?
If you have any questions that haven’t been covered, or you have any concerns about our use of your personal information, you can make a complaint to us by following our Complaints Procedure.
Complaints Procedure
If we fail to respond to your request within one month of receipt or you wish to make a complaint relating to our response to your data rights request, you should initially contact:
AndRecruit Group Ltd – Person Responsible for Data Protection
1 Market Hill, Calne, Wiltshire, SN11 0BT
We will aim to acknowledge a complaint within 5 working days. An Investigation will commence immediately with an assessment of the situation and making contact with all individuals involved.
Where appropriate, internal interviews will be held as soon as possible.
In every case we will take all reasonable and practicable steps to resolve the complaint within 30 working days of its receipt unless the nature of the complaint requires additional investigation or action by an appropriate third party in which case the complaint will be resolved as soon as possible thereafter.
During any complaint resolution process, we will ensure that you are kept updated of progress in resolving the complaint.
We maintain a written log of all complaints which includes your name and contact details, nature of the complaint, actions taken to resolve it and any changes to procedures to prevent recurrence.
Complaints Escalation
If the Person responsible for Data Protection cannot resolve the problem or if you are dissatisfied with any aspect of the handling of your complaint, you should contact:
Matthew Andrews
Founder & Managing Director – AndRecruit Group Ltd
1 Market Hill, Calne, Wiltshire, SN11 0BT
For further information on data protection please visit the Information Commissioner Office (ICO) website.
The Information Commissioner Office regulates data protection. If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113 or visit the website
Review
This policy is reviewed annually or more often in the light of other prevailing circumstances (e.g. changes to legislation or our systems/processes).