Privacy Notice

ABOUT THIS NOTICE

This notice explains how Delta Personnel Limited collects, uses, shares and protects personal information when providing recruitment services, arranging assignments, verifying eligibility and managing its business.

The information required will depend on the individual, role, assignment, client requirements and applicable legal requirements. This does not mean that we collect or share every category of information for every candidate or assignment.

WHO IS RESPONSIBLE FOR YOUR INFORMATION

Delta Personnel Limited is the controller of personal information used for its recruitment and agency worker services.

Company number: 15122908

Email: info@delta-personnel.co.uk

Telephone: 0330 055 4101

Website: www.delta-personnel.co.uk

You can contact our management team using these details about this notice, your personal information or your data protection rights.

INFORMATION WE COLLECT

Depending on the circumstances, we may collect and process:

  • Identity and contact details.
  • Employment history, work preferences, references and recruitment communications.
  • Identity, Right to Work and verification evidence, including relevant document images, photographs and check records.
  • Qualifications, training, licences, professional authorisations and evidence of competence or suitability.
  • Assignment, attendance and timesheet information.
  • Payment, bank and tax information where required.
  • Business contact details, contractual records and correspondence.

We may process health or other special category information where necessary for a specific lawful purpose, such as workplace adjustments or employment obligations.

Criminal record information is collected only where a lawful and proportionate check is required for a particular role.

WHERE WE OBTAIN INFORMATION

Most information is provided directly by you.

We may also obtain relevant information from clients, referees, previous employers, job boards, payroll providers, identity and Right to Work verification providers, qualification bodies and relevant public or professional sources.

Where required by data protection law, we will provide appropriate information about personal data obtained from other sources.

WHY WE USE YOUR INFORMATION

We process personal information for purposes including:

  • Providing recruitment services and arranging and administering assignments.
  • Assessing suitability and introducing candidates to prospective clients.
  • Verifying identity, Right to Work, qualifications, licences and competence.
  • Meeting legal and regulatory obligations.
  • Meeting proportionate client and site compliance requirements.
  • Processing timesheets, payments and related administration.
  • Managing our relationships with candidates, workers and clients.
  • Handling complaints, disputes, security matters and legal claims.

Depending on the particular processing, our lawful bases under the UK GDPR may include:

  • Contract or steps taken at your request before entering into a contract.
  • Compliance with a legal obligation.
  • Our legitimate interests in providing recruitment services, supplying suitable workers, managing assignments, meeting proportionate client compliance requirements and operating our business.
  • Consent where this is the appropriate lawful basis.

Where we rely on legitimate interests, we consider those interests against your rights and reasonable expectations.

SHARING INFORMATION WITH CLIENTS

We may share relevant personal information with prospective or current clients and, where appropriate, their authorised site operators, recruitment providers or compliance platforms.

Depending on the particular role or assignment, this may include your work profile and relevant identity, Right to Work, verification, qualification, licence or competence evidence.

The information and documents shared will depend on the actual requirements of the client, role or site. We do not automatically send every document or your entire candidate file to every client.

We do not routinely provide clients with unrelated bank, tax, health or criminal record information.

We do not sell your personal information.

QUBA AND OTHER SERVICE PROVIDERS

We use QUBA for funding and related administration, including CRM and payment support where applicable.

We may also share necessary information with organisations including:

  • Identity and Right to Work verification providers, including TrustID.
  • Payroll and pension providers.
  • IT, communications and business administration providers.
  • Professional advisers.
  • HMRC, the Home Office, recruitment regulators, courts and other authorities where disclosure is lawfully required or justified.

The role of QUBA and other organisations may vary depending on the particular service and contractual arrangement. Where another organisation determines its own purposes for processing your information, it will be responsible for its processing as a separate controller.

IDENTITY AND RIGHT TO WORK VERIFICATION

We are required to carry out appropriate Right to Work and identity checks where applicable.

A verification provider such as TrustID may process identity documents, photographs or selfies and may use automated facial matching or liveness technology to verify identity.

Where technical processing is used to uniquely identify an individual through biometric information, the additional requirements applying to special category personal data will be followed.

Where consent is relied upon for optional biometric verification, appropriate information will be provided and a suitable alternative verification method will be available.

We retain the evidence required to demonstrate completion of applicable Right to Work and verification requirements.

SPECIAL CATEGORY AND CRIMINAL OFFENCE INFORMATION

Where special category information is processed, we will identify an appropriate lawful basis and condition under UK data protection law.

This may include processing necessary for employment, social security or social protection obligations, legal claims or explicit consent where appropriate.

Criminal offence information will only be processed where legally authorised and appropriate safeguards are in place.

HOW LONG WE KEEP INFORMATION

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, regulatory, contractual and legitimate business requirements.

As a general guide:

  • Inactive recruitment profiles and unplaced applications are normally reviewed after 12 months without meaningful recruitment contact.
  • Recruitment records required under applicable agency regulations are retained for the required statutory period.
  • Right to Work evidence and required comparison records are retained for the duration of the relevant employment or engagement and for two years afterwards, unless another legal requirement applies.
  • Assignment contracts and material records required for contractual or legal claims may normally be retained for up to six years after the relevant agreement or assignment ends.
  • Pay and financial records are normally retained for six years from the end of the relevant tax year or accounting period, subject to applicable requirements.

Information that is no longer required will be securely deleted, anonymised or otherwise appropriately disposed of.

SECURITY AND INTERNATIONAL TRANSFERS

We use appropriate organisational and technical measures to protect personal information and restrict access to those who require it.

Where personal information is processed or accessed outside the UK, we will use an appropriate lawful transfer mechanism where required.

YOUR RIGHTS

Depending on the circumstances, you may have the right to:

  • Request access to your personal information.
  • Request correction of inaccurate information.
  • Request erasure of information.
  • Request restriction of processing.
  • Receive certain information in a portable format.
  • Object to processing based on legitimate interests.
  • Object to direct marketing at any time.
  • Withdraw consent where processing is based on consent.

These rights are subject to applicable legal limitations, including where we are required to retain particular records.

To exercise your rights or raise a privacy concern, contact info@delta-personnel.co.uk.

We normally respond to valid rights requests within one month, subject to any extensions or other provisions permitted by law.

You also have the right to complain to the Information Commissioner’s Office.

Website: www.ico.org.uk

Telephone: 0303 123 1113

AUTOMATED TOOLS

We may use software and AI to assist with recruitment and business administration, subject to appropriate human oversight.

We do not make recruitment decisions producing legal or similarly significant effects solely by automated means.

CHANGES TO THIS NOTICE

We may update this Privacy Notice where our processing, legal requirements or business arrangements materially change.

We recommend reviewing the current version available from Delta Personnel Limited from time to time.