Privacy Notice – Adapt Logistics Recruitment Ltd

This Privacy Notice is based on the REC model DP5A and DP5B privacy notices. It sets out how Adapt Logistics Recruitment Ltd collects, uses and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies both when we collect data directly from you and when we receive it from other sources.

Company details

Controller: Adapt Logistics Recruitment Ltd (‘the Company’)

Website: https://adapt-logistics.co.uk

Data Protection Lead: Business & HR Director

Email: dpo@adapt-logistics.co.uk

About the Company

The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including special categories of personal data) so that it can provide these services – in doing so, the Company acts as a data controller. We collect data directly from candidates, through our website, and from third parties such as job boards.

Collection and use of personal data

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board (e.g. Indeed, Totaljobs, Reed, CV-Library, Monster, Jobsite, Adzuna), LinkedIn, referees or former employers, or other recruitment agencies. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of this statement.

Purpose of processing and legal basis

The Company will collect your personal data (which may include special categories of personal data) and will process it for the purposes of providing you with work-finding services. This includes contacting you about job opportunities, assessing your suitability, updating our databases, putting you forward for jobs, arranging payments to you, compliance checks, and developing our relationship with you and our clients.

The legal bases we rely upon are:
– Your consent;
– Where we have a legitimate interest;
– To comply with a legal obligation;
– To fulfil a contractual obligation we have with you.

Legitimate interests

Our legitimate interests in processing your data include: managing our candidate and client database, providing work-finding services, contacting you with opportunities, ensuring compliance with right to work and licence checks, and operating secure IT and CRM systems.

Recipients of data

The Company may process your personal data with the following categories of recipients:
– Clients (whom we may introduce or supply you to);
– Former employers (for references);
– Payroll service providers (Employment Hero);
– Trust ID (for right to work screening);
– Mobile Rocket (CRM);
– Fillout (website forms);
– Adobe Sign (e-signatures);
– Lockton Insurance, Aviva Insurance, and client insurers;
– HMRC;
– DVLA (licence checks);
– Microsoft Office (emails and IT);
– Police, regulators or other authorities where required;
– Emergency medical services and clients where relevant medical information must be shared.

Statutory/contractual requirement

Your personal data is required by law and/or a contractual requirement (e.g. our client may require it), and/or it is necessary to enter into a contract. If you do not provide the data, the Company may not be able to continue to provide work-finding services to you.

Overseas transfers

The Company does not transfer the information you provide to us outside the UK or the EEA.

Data retention

The Company will retain your personal data only for as long as is necessary. Specifically:
– Work-seeker records: at least one year from their creation or last provision of services;
– Payroll, holiday pay, sick pay and pensions auto-enrolment records: as required by HMRC;
– Candidate records: seven years after the candidate has received their P45.

Your rights

You have the following data protection rights:
– To be informed about the personal data we process;
– To access your data;
– To rectification;
– To erasure in certain circumstances;
– To restrict processing;
– To data portability in certain circumstances;
– To object to processing based on legitimate interests;
– Not to be subject to automated decision making or profiling;
– To withdraw consent at any time.

Automated decision-making

We do not make decisions based solely on automated processing. We may use artificial intelligence tools to assist in data processing, and use Trust ID for right to work verification, which may involve biometric data and AI.

Website and cookies

When you use our website, we may collect information you provide via forms and may collect technical information about your usage. We use essential cookies for site functionality and may use analytics cookies with your consent. See our separate Cookies Policy for more details.

Marketing communications

We may contact you about relevant job opportunities via email, SMS, WhatsApp broadcasts, or our app. You may opt out of these communications at any time.

Complaints or queries

If you have any queries or complaints about this notice, please contact our Business & HR Director at dpo@adapt-logistics.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) at 0303 123 1113 or via https://ico.org.uk/make-a-complaint/.