This privacy notice tells you what to expect us to do with your personal information.
· Contact details
· What information we collect, use, and why
· Lawful bases and data protection rights
· Where we get personal information from
· How long we keep information
· Who we share information with
· How to complain
Contact details
Email: contact@truelance.co.uk
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
· Names and contact details
· Addresses
· Gender
· Pronoun preferences
· Occupation
· Employment details (including salary, sick pay and length of service)
· Criminal records data (including driving or other convictions)
· Information relating to compliments or complaints
· Video recordings
· Audio recordings (e.g. calls)
· Records of meetings and decisions
· Website user information
We collect or use the following personal information for information updates or marketing purposes:
· Names and contact details
· Profile information
· Marketing preferences
We collect or use the following personal information for recruitment purposes:
· Contact details (e.g. name, address, telephone number or personal email address)
· Date of birth
· National Insurance number
· Copies of passports or other photo ID
· Employment history (e.g. job application, employment references or secondary employment)
· Education history (e.g. qualifications)
· Right to work information
· Details of any criminal convictions (e.g. Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Address
· Call recordings
· Witness statements and contact details
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to provide and enhance our recruitment services for clients. Our legitimate interest lies in facilitating meaningful connections between job seekers and employers, supporting individuals in finding suitable employment opportunities and assisting businesses in sourcing qualified candidates. This benefits all parties by streamlining the recruitment process and improving workforce placement. To achieve this, we collect and process personal information such as CVs, employment history, and contact details. This information is used to match candidates with relevant job opportunities and to communicate effectively throughout the recruitment process. We carefully balance our legitimate interests with the rights and expectations of individuals. Measures are in place to ensure that personal information is handled securely, transparently, and only for purposes that individuals would reasonably expect. Furthermore, we implement safeguards to minimise risks or impacts, such as restricting data access to authorised personnel, ensuring compliance with data protection laws, and enabling individuals to exercise their rights regarding their data. By prioritising fairness and respecting individuals’ privacy, we ensure that our legitimate interests do not unfairly outweigh the needs and concerns of those whose information we process.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to provide updates and marketing communications that are relevant and beneficial to individuals seeking employment or recruitment services. Our legitimate interest is to keep candidates and clients informed about opportunities, events, and services that align with their needs and preferences. By sharing tailored updates, such as job alerts, industry insights, and career resources, we help candidates stay informed about potential roles and market trends. For clients, we provide updates on available services, recruitment strategies, and relevant business developments. This ensures both candidates and clients can make well-informed decisions that support their professional goals. We take steps to ensure that this activity respects individuals' expectations and privacy. Communications are only sent to those who have expressed an interest in our services or where we have a reasonable basis to believe the information will be relevant. Additionally, recipients can opt out of these communications at any time, ensuring they maintain control over their information. Our approach carefully balances the benefits of keeping individuals informed with their right to privacy. We implement robust safeguards to minimise risks or potential impacts, including secure data handling practices and compliance with data protection regulations. This ensures our legitimate interests do not unfairly override the needs or preferences of those whose information we process.
Our lawful bases for collecting or using personal information for recruitment purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to facilitate recruitment processes, ensuring that candidates are matched with suitable employment opportunities and that clients can access the best talent for their business needs. Our legitimate interest lies in streamlining and enhancing the recruitment process for all parties involved. The collection and processing of personal information, such as CVs, employment history, skills, qualifications, and contact details, allow us to: Identify and recommend job opportunities that align with a candidate’s skills and aspirations. Assist employers in finding qualified candidates who meet their specific requirements. Provide tailored guidance and support throughout the recruitment process. This creates clear benefits for individuals seeking employment by improving their chances of finding a suitable role efficiently. Similarly, it benefits employers by enabling them to identify and hire the right talent quickly and effectively, saving time and resources. We ensure that our legitimate interests are balanced with the rights and expectations of individuals by: Collecting only the information necessary for recruitment purposes. Handling data securely and transparently, with access limited to authorised personnel. Offering clear information about how personal data is used and enabling individuals to exercise their rights, such as accessing, correcting, or deleting their information. By maintaining these safeguards and respecting individuals’ privacy, we ensure that our legitimate interests do not unfairly outweigh the needs or concerns of those whose information we process.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect and use personal information to manage and respond to queries, complaints, or claims efficiently and effectively. Our legitimate interest lies in ensuring that all stakeholders, including candidates, clients, and other parties, receive appropriate support and resolutions in a timely manner. Handling queries and complaints effectively helps us: Address concerns, provide clarity, and improve satisfaction with our services. Resolve any disputes or issues fairly and transparently. Enhance our services by identifying areas for improvement based on feedback and concerns. The collection and use of personal information, such as contact details, case details, and relevant communications, enable us to investigate issues thoroughly and provide tailored responses. This benefits individuals by ensuring their concerns are properly addressed, fostering trust and confidence in our services. To protect individuals’ rights and privacy, we: Limit the collection of information to what is necessary for resolving the query, complaint, or claim. Handle all data securely, ensuring only authorised personnel have access. Communicate transparently about how information is used and provide individuals with the ability to exercise their data rights. By maintaining a fair and respectful approach, we ensure that our legitimate interests in addressing queries, complaints, or claims do not unfairly override the needs or concerns of those whose information we process.
Where we get personal information from
· Directly from you
· Publicly available sources
· Previous employment
· Suppliers and service providers
How long we keep information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, regulatory, or contractual obligations. The specific retention periods are as follows:
Candidate Data (e.g., CVs, application details): Retained for up to 1 year after the last meaningful interaction, unless a longer retention period is required by law or explicitly agreed with the individual.
Client Data (e.g., contracts, business communications): Retained for up to 2 years after the end of the business relationship to comply with legal and accounting requirements.
Complaint or Claim Information: Retained for up to 2 years from the resolution of the issue to address any legal or regulatory follow-up.
Marketing Preferences and Contact Information: Retained until the individual withdraws consent or unsubscribes, after which only minimal data is kept ensuring compliance with opt-out requests.
After the applicable retention period, personal information is securely deleted or anonymised.
If you have any questions about our data retention practices, please contact us.
Who we share information with
Others we share personal information with
· Organisations we’re legally obliged to share personal information with
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint
Last updated: 21 December 2024