DATA PROCESSING POLICY

Jazmins Recruitment Agency Ltd Last updated: 22/06/26

1. Purpose of This Policy

This Data Processing Policy explains how Jazmins Recruitment Agency Ltd (“we”, “us”, “our”) collects, processes, stores, and protects personal data in accordance with:

UK General Data Protection Regulation (UK GDPR)

Data Protection Act 2018

ICO (Information Commissioner’s Office) guidance

This policy applies to:

Candidates

Clients

Website users

Suppliers

Any individual whose data we process

2. Our Role as Data Controller & Data Processor

We act as:

Data Controller

When we collect personal data directly from candidates, clients, or website users.

Data Processor

When we process data on behalf of clients (e.g., payroll, compliance checks, onboarding).

We are registered with the Information Commissioner’s Office (ICO).

3. Types of Data We Process

3.1 Candidate Data

We may process:

Full name, address, contact details

Date of birth

Right‑to‑work documents

Driving licences, CPC, tachograph cards

Employment history, references, qualifications

Criminal record information (where legally required)

National Insurance number

Bank details (for payroll, if applicable)

3.2 Client Data

We may process:

Contact names and job titles

Company details

Billing and payment information

Vacancy and workforce requirements

3.3 Website Data

We may process:

IP address

Device and browser information

Cookies and analytics data

3.4 Special Category Data

We only process sensitive data where legally permitted and strictly necessary for recruitment compliance.

4. Lawful Basis for Processing

We process personal data under the following lawful bases:

Contractual necessity – to provide recruitment services

Legal obligation – right‑to‑work checks, licence checks, tax compliance

Legitimate interests – business operations, fraud prevention, service improvement

Consent – for specific optional processing activities

We do not sell or trade personal data.

5. How We Use Personal Data

We process data to:

Register and vet candidates

Match candidates to suitable roles

Conduct compliance checks (RTW, DVLA, DBS)

Communicate with candidates and clients

Manage bookings, placements, and payroll

Issue contracts, agreements, and invoices

Maintain internal records and audit trails

Improve website performance and user experience

Meet legal and regulatory obligations

6. Data Sharing

We may share data with:

Clients seeking workers

Payroll and accounting providers

Background check providers (DBS, DVLA, etc.)

Insurance companies

IT and system support partners

Government bodies (HMRC, Home Office, Police) where legally required

All third parties must comply with UK GDPR and maintain strict confidentiality.

We never share data with unauthorised parties.

7. International Data Transfers

We do not routinely transfer personal data outside the UK. If international transfers are required, we will ensure:

Adequacy regulations are in place, or

ICO‑approved safeguards (e.g., Standard Contractual Clauses) are used

8. Data Security Measures

We use strong technical and organisational measures to protect personal data, including:

Encrypted data storage

Secure access controls

Multi‑factor authentication

Regular security audits

Staff GDPR training

Controlled access to sensitive information

Although no system is 100% secure, we take every reasonable step to protect your data.

9. Data Retention

We retain personal data only for as long as necessary:

Candidate records: up to 6 years after last activity

Client records: up to 6 years after contract end

Compliance documents: as required by law

Website analytics: typically 12–24 months

Data is securely deleted or anonymised after retention periods expire.

10. Data Subject Rights

Under UK GDPR, individuals have the right to:

Access their personal data

Request correction of inaccurate data

Request deletion (“right to be forgotten”)

Restrict processing

Object to processing

Request data portability

Withdraw consent at any time

Requests can be made using the contact details below.

11. Data Breach Procedure

If a data breach occurs:

We will assess the severity and impact

We will notify affected individuals where required

We will report the breach to the ICO if legally necessary

We will take corrective action to prevent recurrence

12. Use of Cookies

Our website uses cookies to:

Improve functionality

Analyse traffic

Enhance user experience

Users can manage cookie preferences through their browser settings. A full Cookie Policy is available separately.

13. Third‑Party Links

Our website may contain links to external sites. We are not responsible for their content, privacy practices, or security.

14. Policy Updates

We may update this Data Processing Policy periodically. The latest version will always be available on our website.

15. Contact Information

For data protection queries, complaints, or data access requests:

Data Protection Officer Jazmins Recruitment Agency Ltd 

Address: Peppermint Goat Road

Email: Nativ7901@gmail.com  

You also have the right to contact the Information Commissioner's Office (ICO)