1. Introduction & scope
This Privacy Policy explains how Excel Resourcing Limited (“Excel Resourcing”, “we”, “us”) collects and uses personal data from candidates and contractors who register or submit details through our website forms, portals, or email in connection with recruitment, on‑boarding and placements. It supplements, and does not replace, our Employee/Contractor Privacy Notice issued at engagement.
2. Who we are (Controller)
- Controller: Excel Resourcing Limited
- Registered office: West End Ln, New Rossington, DN11 0PQ
- Contact: liam@excelresourcing.co.uk / 01302 245430
3. What data we collect
- We collect the information you provide when you register, apply, or complete on‑boarding, and information created during our relationship.
- Identity & contact: name, date of birth, address, email, phone.
- Right‑to‑work & identity verification: passport/ID copies, visas/permits, share codes, proof of address (e.g., utility bill).
- Driving & qualifications: driving licence details & DVLA check results, CPC/IRTEC/engineering certificates, training records.
- Employment data: CV, work history, references, interview notes, site induction records, client assignment details.
- Financial & payroll (upon placement): bank details, tax / NI numbers, payroll IDs, umbrella company details.
- Compliance & H&S: insurance (if LTD/PSC), risk assessments, incident reports, fitness to work declarations where applicable.
- Technical: IP address, device/browser info, and cookie/analytics identifiers (see ‘Cookies & similar tech’).
4. Special category & criminal‑offence data
We do not routinely require special category data. Where a role or law requires it (e.g., fitness to work or equality monitoring), we will only process what is necessary under an applicable UK GDPR/DPA 2018 condition (e.g., employment law/occupational health, substantial public interest with Schedule 1 DPA conditions) or with your explicit consent where appropriate. If criminal‑records checks (e.g., DBS) are required for a role, we will process that data only where permitted by law and with safeguards.
5. How we collect your data
- Directly from you via website forms, email, phone, messaging apps, or at events.
- From third parties with your knowledge (e.g., referees, background‑check providers) and from public sources (e.g., professional profiles).
- From our systems during on‑boarding/assignments (e.g., timesheets, site induction confirmations).
6. Why we use your data & lawful bases
We use your data for the purposes below under UK GDPR lawful bases (legitimate interests, contract, legal obligation, consent where used).
- Recruitment & matching you to roles; discussing opportunities (Legitimate interests; steps prior to contract).
- On‑boarding and contract administration when placed (Contract).
- Right‑to‑work, driving, tax and other legal checks (Legal obligation).
- Client management and performance of assignments (Contract/Legitimate interests).
- Business operations incl. security, fraud prevention, and record‑keeping (Legitimate interests/legal obligations).
- Marketing about roles or services by email/SMS only where permitted (Consent or soft‑opt‑in; you can opt out at any time).
7. Cookies & similar technologies
We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to.
Excel Resourcing Limited will never sell your information to anyone else.
8. Who we share data with?
- Clients (hirers) when you are put forward or placed on an assignment.
- Payroll/umbrella and payment providers (when placed), benefits providers where applicable.
- Background screening, DVLA/right‑to‑work providers (where required), training/qualification bodies.
- IT/cloud service providers (hosting email, files, applicant‑tracking), only under contract and subject to security obligations.
- Regulators and authorities (e.g., HMRC, Home Office) where required by law; insurers and legal advisers where necessary.
9. International transfers
If we transfer personal data outside the UK (for example where a cloud provider stores data abroad), we will ensure an appropriate safeguard is in place (e.g., an adequacy decision or International Data Transfer Agreement/Standard Contractual Clauses with additional measures as needed).
10. How long we keep your data
- Candidate profiles & contact history: normally 2 years from last meaningful contact, then we refresh or delete.
- Right‑to‑work records: duration of engagement plus 2 years, in line with Home Office guidance.
- Payroll/financial records: 6 years for tax/accounting.
- Assignment files and incident records: for the period needed to manage the relationship and any claims (typically up to 6 years).
11. Security
We use access controls, encryption, secure storage and staff training to protect your data. We limit access to those with a genuine need‑to‑know and have measures to detect and respond to security incidents.
12. Your rights
You have rights under UK GDPR, including to request access, rectification, erasure, restriction, objection, and data portability. You may also object to direct marketing at any time. Some rights may be limited in certain situations (for example, where we must keep records by law).
To exercise your rights, contact liam@excelresourcing.co.uk. We will respond within one month.
13. Automated decision‑making & profiling
We may use tools that help parse CVs and match candidates to vacancies. These tools assist our staff; decisions about shortlisting/placement include human review. You can ask us not to use automated tools in your case.
14. Children
Our services are aimed at adults. We do not knowingly collect data from children.
15. Updates to this policy
We may update this policy from time to time. Changes will be posted on this page with an updated issue date.
16. Contact & complaints
Questions or concerns: liam@excelresourcing.co.uk. You can also contact the UK Information Commissioner’s Office (www.ico.org.uk, 0303 123 1113, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF).
