Privacy policy
Last updated [DATE]
This policy explains how Havenwood Staffing Agency Ltd collects and uses personal data. We are the data controller for the information described here and are registered with the Information Commissioner's Office under reference [ICO REFERENCE].
If you register with us as a candidate
We collect your name, contact details, work history, qualifications and training, the CV you send us, references, right-to-work documents, and the results of the checks below. We keep a record of the shifts and roles you are put forward for.
Because you would be working with children, we also process:
- Enhanced DBS certificate details including the children's barred list check
- Information about any allegations, referrals or safeguarding concerns disclosed to us or found through our checks
- Health information where it affects your ability to do a specific role safely
This is special category and criminal offence data. We process it because the law requires safeguarding checks for people working with children — our lawful basis is legal obligation and substantial public interest under the safeguarding condition in the Data Protection Act 2018. We hold an appropriate policy document covering this processing, available on request.
If you contact us as a client
We collect your name, role, organisation and contact details, together with the details of your requirement. We use this to respond, to supply workers, and to manage the contract between us. Our lawful basis is performance of a contract, or our legitimate interest in responding to your enquiry.
Who we share information with
Candidate details are shared with the specific providers you have agreed to be put forward to — not circulated more widely. Compliance files are shared with a provider's Registered Manager so they can meet their Regulation 32 and Schedule 2 obligations.
We also use [NAME YOUR EMAIL, CRM AND FILE STORAGE PROVIDERS] to run the business. We do not sell personal data.
Where we are legally obliged to, we will share information with Ofsted, the police, the Disclosure and Barring Service or a local authority designated officer — including where we need to make a safeguarding referral.
How long we keep it
Candidate records are kept for [PERIOD] after your last placement or last contact, in line with our obligations under the Conduct of Employment Agencies and Employment Businesses Regulations 2003 and our insurance requirements. Client records are kept for [PERIOD] after the end of the contract. Unsuccessful enquiries are deleted after [PERIOD].
Where it is held
Personal data is held in the UK or the European Economic Area. Where a provider we use stores data elsewhere, we rely on the safeguards permitted under UK data protection law.
Your rights
You can ask for a copy of the data we hold about you, have it corrected or erased, restrict or object to how we use it, or receive it in a portable format. Email info@haven-woodcare.co.uk and we will respond within one month.
Some rights are limited where we are legally required to keep safeguarding records — we will explain if that applies to your request.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
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Contact
Havenwood Staffing Agency Ltd, [REGISTERED ADDRESS]. Email info@haven-woodcare.co.uk, phone [PHONE].