understanding our privacy notice.

our terms.

Introduction

This notice explains what personal data (information) we hold about you, how we collect it, and how we use it. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

The table below shows which of our companies is the data controller in respect of your data. We use a variety of trading names so if you are uncertain, please contact your consultant.

Trading NameLegal Entity (Data Controller)
Randstad Care, Randstad Education, Randstad Student Support, TeachanywhereRandstad Public Services Limited
Randstad Business Support, Randstad Technologies, Randstad Finance & Accountancy, Digby Morgan, Randstad Business Solutions, Randstad Inhouse Services, Randstad Client Solutions, Randstad FS, Randstad Financial Services, Firth Ross Martin Randstad Solutions Limited
Randstad CPE Randstad Rail Randstad Engineering Randstad CPE Limited
QualitairQualitair Aviation Services Limited

Information we obtain is may be transferred between our group companies primarily for the purposes of payroll processing and financial reporting both within and outside the EEA. In this notice, references to ‘we’ or ‘us’ mean the Randstad UK Holding Limited and our group companies.

Data protection principles

We will comply with the data protection principles when gathering and using personal information.

About the information we collect and hold

The table set out below summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.

We may also need to share some of the categories of personal information set out with other parties, such as external contractors and our professional advisers. In most cases, information is only shared for the performance of our contract with you or to comply with our legal obligations.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

Automated decision making. No automated decisions are made affecting your personal data.

Where information may be held

Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above. Information may be transferred internationally to other countries around the world, including countries that do not have data protection laws equivalent to those in the UK, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold.

How long we keep your information

The period for which we keep your information is dependent on whether or not we have placed you in a temporary or permanent booking.

Where we have been unsuccessful in placing you in a temporary or permanent booking, we will retain your data for 3 years from the date we created your record in our database. If we have placed you, we will retain your information for 5 years from the date of placement or date on which you last worked for us.

We will retain certain pay-related and other financial information for 7 years in order to comply with our legal obligations.

Your rights to correct and access your information to ask for it to be erased

You have the right to:

access your data;
request that we correct data we hold about you; and
ask for it to be erased.
If you would like to exercise these one or more of these rights, please contact our Data Protection Officer (DPO) at privacyofficer@randstad.co.uk.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

The information we collectHow we collect the information Why we collect the information How we use and may share the information
Your name, contact details (ie address, home and mobile phone numbers, email address)* From you, from people who know you, from databases to which we have a subscription such as job boards or LinkedIn Legitimate interest: to ascertain your interest in finding workTo contact you to ascertain your interest in particular vacancies. Information shared with third party providers of software in the following categories: - vendor management systems - applicant tracking systems - onboarding systems
Your work history, skills, experience and educational background* From you, from databases to which we have a subscription such as job boards or LinkedIn Legitimate interest: to assess your suitability for vacancies which may interest you To determine your suitability for particular vacancies
Your emergency contacts (ie name, relationship and home and mobile phone numbers) From you Legitimate interest: your safety and security In case of emergencies
Details of salary and benefits, bank/building society, National Insurance and tax information, your age* From youTo perform the contract including payment of salary and benefits. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practiceTo ensure you receive the correct pay and benefits. Information shared with HM Revenue & Customs (HMRC) and NOW:Pensions
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information* From you and, where necessary, the Home OfficeTo enter into/perform the contract. To comply with our legal obligations. Legitimate interest: to maintain records.To carry out right to work checks. Information may be shared with the Home Office
A copy of your driving licence✝ From youTo perform the contract. To comply with our legal obligations. To ensure that you have an acceptable driving record
Information in your sickness and absence records (including sensitive personal information regarding your physical and/or mental health)* From you, from your doctorsTo perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice, to ensure safe working practices. To maintain records, to administer sick pay entitlement, to follow our policies. To comply with our legal obligations to you Information shared with HMRC.
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs From you To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment)To comply with our equal opportunities monitoring obligations and to follow our policies
Criminal records information, including the results of Disclosure and Barring Service (DBS) checks✝ From you and the DBSTo perform the contract. To comply with our legal obligations.To carry out statutory checks. Information shared with DBS and other regulatory authorities as required.
Credit check information✝ From a credit reference agency To perform the contract To determine your suitability for particular vacancies
Financial sanctions checks✝ From government databases To perform the contract To determine your suitability for particular vacancies
Skills assessments✝ From skills assessment providers To perform the contract To determine your suitability for particular vacancies
Your trade union membership From you or your trade union To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice.For staff administration and to pay trade union premiums. Information shared with your trade union
Information on complaints raised by or involving you From you, from other individuals, from clientsTo perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice.For staff administration, to follow our policies and to deal with grievance matters. Information shared with relevant employees of us and any relevant client.
Information on conduct issues involving youFrom you, from other individuals, from clientsTo comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice, to ensure safe working practices.For staff administration and assessments, to follow our policies, to monitor staff performance and conduct. Information shared with relevant managers, relevant employees of us and any relevant client.
Details of your time and attendance records*From you, from swipe card systems, time management system, time clock recordsTo perform the contract. Legitimate interest: to accurately bill clients for time worked and record staff absences.For payroll and staff administration and assessments, to follow our policies and to monitor staff performance and attendance. Information shared with clients.
Details in references about you that we receive from othersFrom third parties you identify to usConsent. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice.To determine your suitability for particular vacancies. Information shared with clients.
Details in references about you that we give to othersFrom your recordsTo perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice.To provide you with the relevant reference. Information shared with the recipient(s) of the reference.
A photo of you (if working in Education)From youTo perform the contract Shared with clients: we send a your photo to educational establishments so they can verify the identity of the person working

  1. You are required to provide (by law or under the terms of your contract with us) or we are required by law to obtain the categories of information marked * above to us to enable us to verify your right to work and suitability for vacancies, to pay you, and to administer statutory payments such as statutory sick pay (SSP). If you do not provide this information, we may not be able to work with you.
  2. You will be able to work with us but may not be able to work in certain vacancies unless you provide the information marked ✝ above. For our Care and Education businesses, the provision of information relating to criminal record checks is mandatory due to the nature of the work undertaken.