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Privacy Policy

WEBSITE PRIVACY NOTICE

Effective date: 22 July 2026

This Privacy Notice applies to candidates, temporary workers, contractors, client contacts, prospective clients, suppliers and website visitors.

H&K Workforce Ltd is the controller responsible for the personal information described in this notice.

This notice explains what personal information we collect, why we use it, where it comes from, who we share it with, how long we keep it and your data-protection rights.

1. Who we are

H&K Workforce Ltd (“H&K”, “we”, “us”) is a recruitment business.

We act as an employment agency when introducing candidates for permanent or fixed-term employment and as an employment business when arranging temporary assignments.

H&K Workforce Ltd is registered in England and Wales under company number 16707148.

Registered office:
128 City Road
London
EC1V 2NX

Email: info@handkworkforce.com

Telephone: 0203 302 8196

For the processing described in this notice, H&K is normally the controller. An employer, hirer, umbrella company, payroll company or screening provider may also act as a separate controller for its own processing.

2. Who this notice covers

This notice covers:

  • Candidates and prospective candidates

  • Work-seekers

  • Temporary workers and contractors

  • Referees

  • Client and prospective-client contacts

  • Suppliers and service providers

  • Website visitors

  • Anyone who communicates with H&K

3. Information we collect

Depending on your relationship with H&K, we may collect the following information.

Identity and contact information

Your name, address, email address, telephone number, location and date of birth.

We use address information and, where applicable, date of birth to maintain recruitment records, distinguish between candidates and administer our work-finding services.

Career and recruitment information

Your CV, employment history, availability, job preferences, skills, qualifications, licences, training, references, interview notes, applications, introductions and placement information.

Right-to-work and compliance information

Identity and right-to-work information, professional authorisations, qualifications, references and, where justified for a particular role, safeguarding or DBS information.

A driving licence may be used to confirm identity or suitability for a driving role, but it is not evidence of the right to work in the United Kingdom.

National Insurance, pay and tax information

National Insurance number, tax information, bank details, timesheets, payroll information and pension information where required for temporary-worker, contractor or payroll onboarding.

This information is not required merely to match an ordinary permanent candidate to a vacancy.

Health and other sensitive information

Health or disability information required to arrange reasonable adjustments or support safe working.

We may also collect voluntarily provided diversity information. Criminal-offence information will only be collected where the role and the law permit or require it.

Client and business-contact information

Your name, employer, job title, business contact details, hiring requirements, correspondence, call notes, contracts and marketing preferences.

Website and technical information

Your IP address, device and browser information, form submissions, security logs and cookie information.

4. Where information comes from

We may receive personal information from:

  • You directly, including through our website, Jotform, email, telephone calls, messages, interviews and documents you provide

  • Job boards and professional networking websites

  • Public profiles, company websites and public registers

  • Business-contact services such as Snov.io

  • Hirers and prospective employers

  • Referees and previous employers

  • Qualification and professional bodies

  • Screening and identity-verification providers

  • Umbrella companies and payroll providers

  • Other authorised participants in a labour-supply chain

  • People who refer or recommend you to H&K

If we obtain your information from another source, we will normally provide this notice at our first communication with you and no later than one month after obtaining the information, unless a lawful exception applies.

5. Why we use information and our lawful bases

We use personal information for the following purposes.

Providing recruitment services

We register work-seekers, understand their preferences, match people to genuine opportunities and provide recruitment services.

Our lawful bases are taking steps at your request before entering a contract, performing a contract and H&K’s legitimate interests in providing recruitment services.

Maintaining recruitment and compliance records

We maintain work-seeker, hirer, introduction and assignment records and complete checks required for applicable roles.

Our lawful bases include legal obligations under recruitment, immigration, tax and related law, contractual or pre-contractual steps and H&K’s legitimate interests in safe and lawful recruitment.

Representing candidates

We may send an identifiable CV or candidate profile to a named hirer for a particular opportunity after confirming that the candidate is willing to be represented.

Our lawful bases are contractual or pre-contractual steps and H&K’s legitimate interests in arranging introductions and placements.

Temporary-worker and contractor administration

We arrange temporary-worker, contractor, umbrella or payroll onboarding and administer assignments, timesheets, pay information and invoices.

Our lawful bases are contractual requirements and legal obligations. Detailed National Insurance, tax, banking and payroll information will only be used where the engagement requires it.

Operating and protecting our business

We manage client and supplier relationships, enquiries, service quality, complaints, security, fraud prevention and legal claims.

Our lawful bases include contracts, legal obligations and H&K’s legitimate interests in operating and protecting its business.

Business development

We may contact relevant corporate prospects about H&K’s recruitment services.

Our lawful basis is normally legitimate interests where direct-marketing law permits this. We will rely on consent where the law specifically requires it.

Consent-based processing

We may rely on consent for non-essential cookies or optional communications that genuinely require consent.

Consent may be withdrawn at any time. Our core recruitment processing does not rely on blanket consent.

6. Sensitive and criminal-offence information

We only collect sensitive information where it is necessary and an additional lawful condition applies.

Health information may be used to arrange reasonable adjustments or meet employment and health and safety obligations.

Diversity information is voluntary and should be separated from recruitment decisions where practicable.

Criminal-offence information will only be used where the role and the law authorise it and with the safeguards required by the Data Protection Act 2018.

7. Who we share information with

Where necessary and lawful, we may share personal information with:

  • Hirers and prospective hirers, normally after confirming that the candidate wishes to be represented for the particular opportunity

  • Umbrella companies and payroll providers

  • Authorised participants in a temporary labour-supply chain

  • Jotform, Wix, email, CRM, cloud-storage and communication providers

  • IT-security and other technology providers

  • Reference, identity and right-to-work verification providers

  • Qualification, screening and professional-registration providers

  • Accountants, insurers, legal advisers, auditors and banks

  • Government, tax, immigration, regulatory, law-enforcement or safeguarding bodies where required or permitted by law

  • A genuine purchaser or successor if H&K undergoes a business sale, reorganisation or transfer, subject to appropriate safeguards

H&K does not sell candidate or business-contact information.

8. International transfers

Some of our technology providers may process personal information outside the United Kingdom.

Where the law requires it, H&K will use an applicable adequacy decision, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses or another lawful safeguard.

You may contact us for further information about the safeguard relevant to your information.

9. How long we keep information

We only retain personal information for as long as it is reasonably required.

Candidate profiles and CVs

Normally retained for up to 24 months after the last meaningful contact or activity. We will then review, delete or anonymise the information, or confirm that the candidate wishes to remain active.

Recruitment Conduct Regulations records

Work-seeker and hirer records will be retained for at least one year after H&K last provides services for the work-seeker or hirer. They will only be kept longer where another justified requirement applies.

Placement, contractual and financial records

Placement, contract, invoice, payment and dispute records will normally be retained for six years where required for tax, accounting, contractual or legal-claim purposes.

Right-to-work and compliance evidence

This will be retained for the period required by applicable recruitment, immigration or employment law and any justified assurance requirement. Access will be restricted.

Unused speculative information

Information will be deleted promptly where H&K does not intend to take action to find the person work.

Business prospects

Business-prospect information will normally be retained for up to 24 months after the last meaningful interaction, unless a business relationship develops or an earlier objection is received.

Marketing suppression records

We may retain a minimal record for as long as necessary to continue honouring a request not to be contacted.

10. Providing information

Registration with H&K is voluntary.

However, we need enough information to identify a work-seeker, understand the work being sought, maintain required recruitment records and complete checks relevant to a particular role.

If required information is not provided, H&K may be unable to introduce or supply the person.

Please do not provide National Insurance, banking, health, criminal-record or detailed identity information unless the relevant form or an H&K representative explains why it is required for that stage of the recruitment process.

11. Automated decision-making

H&K does not currently make recruitment decisions based solely on automated processing where the decision would produce legal or similarly significant effects.

Technology may help us organise, search or review information, but a person remains involved in material recruitment decisions.

12. Your rights

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

  • Request access to your personal information and receive a copy

  • Ask us to correct inaccurate or incomplete information

  • Ask us to erase your information

  • Ask us to restrict the use of your information

  • Request the transfer of applicable information

  • Object to processing based on legitimate interests

  • Object at any time to direct marketing

  • Withdraw consent where consent is our lawful basis

  • Complain to the Information Commissioner’s Office

Withdrawing consent will not affect processing that was carried out lawfully before consent was withdrawn.

Data-protection rights are not absolute and may be limited in certain circumstances by law.

To exercise a right, email info@handkworkforce.com.

We may request proportionate information to confirm your identity before responding.

13. Security

H&K uses proportionate technical and organisational safeguards to protect personal information.

These include access restrictions, account security, controlled information sharing, contractual protections and the deletion or restriction of information when it is no longer required.

Please report any suspected misuse of personal information to us promptly.

14. Cookies

Our website may use essential cookies required for its security and operation.

Analytics, advertising and other non-essential cookies should only be used in accordance with the choices presented through the website’s cookie-management tool.

You may adjust your browser or website cookie settings, although disabling essential cookies may affect how the website operates.

15. Contact and complaints

If you have a question or concern about how H&K uses personal information, please contact us:

H&K Workforce Ltd
128 City Road
London
EC1V 2NX

Email: info@handkworkforce.com

Telephone: 0203 302 8196

Company number: 16707148

Please contact us first so that we can investigate your concern.

You may also complain to the Information Commissioner’s Office:

Website: https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113

We may update this notice when our services, suppliers or legal obligations change. The current version will be published on our website with its effective date.

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