Legal
Privacy notice
This notice explains how RecruitRoute collects, uses and protects personal information about candidates, workers, clients and visitors to this website, and the rights you have under UK data protection law.
1. Who we are
RecruitRoute is the trading name of [RecruitRoute Ltd], a company registered in England and Wales (company number [00000000]), with its registered office at [registered office address]. We are the controller of the personal information described in this notice and are registered with the Information Commissioner's Office (ICO) under registration number [ZA000000].
We act as an employment agency when we introduce candidates to clients for permanent roles, and as an employment business when we supply temporary or contract workers.
For anything about your personal information, contact our data protection lead at info@recruitroute.co.uk, call 01223 637057, or write to us at the address above, marked "Data protection".
2. The information we collect
Candidates and workers
- Identity and contact details: name, email, phone number, postcode and address.
- Your CV and work history, qualifications, skills, cards and tickets (for example CSCS, SMSTS, CPC, FLT), references and the jobs you're interested in.
- Preferences: job types, locations, travel distance, pay expectations, notice period and availability.
- Right-to-work information and copies of documents we're legally required to check and keep.
- Records of our contact with you: calls, emails, texts, notes, interviews and feedback.
- For temporary and contract workers: bank details, National Insurance number, tax information, timesheets, holiday and pay records, and pension auto-enrolment information.
More sensitive information
We only collect the following where it's necessary and the law allows it:
- Health information, if you tell us about a disability or need for reasonable adjustments, or where a role requires a health declaration.
- Criminal records information, only where a role legally requires a DBS or similar check and you have been told about it in advance.
- Equal opportunities information (for example ethnicity or sex), only if you choose to provide it. It is optional, kept separately and used in anonymous form to monitor fairness.
Clients and their contacts
Names, job titles, work contact details and records of our dealings with you, vacancy details, interview feedback and billing information.
Website visitors
Information you enter into our forms, and technical information needed to run the site securely (see our cookie notice).
If you use our free CV builder, what you type is saved in your own browser so you can come back to it. It is not sent to us unless you choose to register or apply with your CV.
Our app
The RecruitRoute app for iPhone and Android works like this website. Anything you send through a form in the app reaches us in the same way and is covered by this notice. Jobs you save and your CV builder draft are kept on your phone only. The app doesn't use advertising or tracking, doesn't access your location, contacts or photos, and only opens your files when you choose a CV to upload.
Where we get it from
Mostly from you directly. We may also receive information from job boards you've posted your CV on, professional networking sites where your profile is public, referees you've named, clients who interview you, and background check, payroll or umbrella providers. If we obtain your details from someone else, we'll tell you within one month and point you to this notice.
3. How we use your information, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Finding you suitable work, introducing you to clients (with your agreement for each role) and arranging interviews | Steps at your request before a contract, and our legitimate interests in running a recruitment business |
| Checking your right to work in the UK | Legal obligation (Immigration, Asylum and Nationality Act 2006) |
| Checking identity, qualifications and references, and confirming suitability to clients | Legal obligation (Conduct of Employment Agencies and Employment Businesses Regulations 2003) and legitimate interests |
| Paying temporary and contract workers, holiday pay, pensions, tax and NI | Contract and legal obligation |
| Keeping records of our work | Legal obligation (the 2003 Regulations require records for at least a year) and legitimate interests |
| Sending job alerts and the monthly update by email or text | Your consent, which you can withdraw at any time |
| Keeping in touch with client contacts about our services | Legitimate interests (you can opt out at any time) |
| Reasonable adjustments and health information | Legal obligation under the Equality Act 2010, with the employment condition in Schedule 1 of the Data Protection Act 2018 |
| Equal opportunities monitoring | Your explicit consent, and the equality-of-opportunity condition in the Data Protection Act 2018 |
| Running and securing this website and our systems | Legitimate interests |
| Dealing with complaints, disputes and legal claims | Legitimate interests and legal obligation |
Where we rely on legitimate interests, we have weighed our interests against yours. You can ask us for details and you can object at any time.
Decisions about you
We do not make decisions about you based solely on automated processing. Our recruiters review candidates and decide who to put forward, and you'll always be able to talk to a person about any decision. If we introduce tools that change this, we will update this notice and tell you first.
We will never
- Send your CV to a client without your agreement for that specific role.
- Sell your personal information.
- Charge you a fee for finding you work.
4. Who we share it with
- Clients you've agreed to be put forward to, for specific roles.
- Referees, background check and right-to-work providers, where checks are needed.
- Payroll providers, umbrella companies and pension providers for temporary and contract workers.
- Our service providers who host our website and systems, provide email and phone services, and support our IT. They act on our instructions under written contracts.
- Public authorities where the law requires it, such as HMRC, the Home Office, the Fair Work Agency or the police.
- Professional advisers such as lawyers, accountants and insurers.
- A buyer or successor, if our business is sold or restructured, under equivalent protections.
International transfers
Our website is hosted by 20i in the UK. Our database, staff sign-in and the CVs you upload are hosted by Supabase in its London (UK) data centre, under a data processing agreement. Some service providers may process limited information outside the UK (for example, our website uses fonts served by Google, and Supabase's support team may access systems from outside the UK if we ask for help). Where personal information leaves the UK, we make sure it is protected by UK adequacy regulations or the ICO's International Data Transfer Agreement or Addendum.
5. How long we keep it
- Candidates: two years after your last meaningful contact with us, then deleted or anonymised. We'll check with you before that if you'd like to stay registered.
- Placed and temporary workers: six years after the end of the tax year in which you last worked through us, for tax, pay and legal purposes.
- Right-to-work records: for the duration of your work through us and two years afterwards.
- Client records: six years after our last contract with the client.
- Unsuccessful website enquiries and job alerts: until you unsubscribe, or two years without activity.
The law requires us to keep agency records for at least one year after we last provide services to you.
6. Your rights
You have the right to:
- Access a copy of the information we hold about you.
- Correct information that's wrong or incomplete.
- Delete your information, where we no longer need it or you withdraw consent.
- Restrict how we use it while a concern is looked into.
- Object to our use of it based on legitimate interests, and to direct marketing at any time.
- Data portability: receive information you gave us in a reusable format.
- Withdraw consent at any time, for example by unsubscribing from job alerts.
- Ask for a person to review any decision about you, and challenge it.
To use any of these rights, email info@recruitroute.co.uk or call 01223 637057. We'll respond within one month. It's free unless a request is clearly unfounded or excessive. We may need to confirm your identity first, and the one-month period starts once we have.
7. Complaints
If you're unhappy with how we've handled your information, please tell us first so we can put it right. Our complaints procedure explains how we handle data protection complaints. We'll acknowledge your complaint within 30 days and tell you the outcome without undue delay.
You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, helpline 0303 123 1113.
8. Changes to this notice
We'll update this notice when our practices or the law change, and show the date at the top. If changes significantly affect you, we'll tell you directly.