Privacy Policy
Last updated: 6 July 2026
Response Personnel is committed to protecting your privacy and handling your personal information responsibly, transparently and securely.
This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, how long we keep it for, and the rights you have under UK data protection law.
1. Who we are
Response Personnel is the controller of the personal information described in this Privacy Policy.
Response Personnel
Unit C1, Basepoint Business Centre
110 Butterfield, Great Marlings
Luton
LU2 8DL
United Kingdom
Website: https://responsepersonnel.co.uk
Email: info@responsepersonnel.co.uk
Telephone: 0300 131 0311
2. What this policy applies to
This Privacy Policy applies when you:
- visit our website;
- contact us by phone, email, form or any other method;
- apply for a role through us;
- register with us as a candidate;
- provide your CV, employment history or work-related information;
- use our recruitment services;
- work with us as a client, supplier, contractor or business contact;
- provide a reference or other candidate-related information.
3. Personal information we collect
The personal information we collect will depend on your relationship with us.
Candidates and job applicants
We may collect:
- your name, address, email address and telephone number;
- your CV, covering letter and employment history;
- your qualifications, skills, training and professional experience;
- your right to work information;
- your availability, salary expectations and preferred roles;
- interview notes and recruitment records;
- references and referee details;
- identification documents, where required;
- payroll, tax, bank and pension details where we are involved in temporary, contract or payroll arrangements;
- information provided by job boards, recruitment platforms, LinkedIn or other professional sources;
- equal opportunities information, where you choose to provide it;
- health, disability or adjustment information where relevant to the recruitment process;
- criminal record or background check information where this is legally required or appropriate for a role.
Clients, employers and business contacts
We may collect:
- your name, job title and organisation;
- your business email address and telephone number;
- your work address;
- information about vacancies, hiring requirements and recruitment needs;
- communication records and meeting notes;
- billing, contract and payment information.
Website users and general enquiries
We may collect:
- your name and contact details if you submit an enquiry;
- information you provide in a contact form;
- your IP address, browser type, device information and website usage data;
- cookie and analytics information, where applicable.
4. How we use your personal information
We use personal information for the following purposes:
| Purpose | Lawful basis |
|---|---|
| To respond to enquiries | Legitimate interests or taking steps before entering into a contract |
| To register candidates and manage applications | Contract, legitimate interests or taking steps before entering into a contract |
| To match candidates with suitable roles | Legitimate interests |
| To introduce candidates to clients and employers | Legitimate interests, contract or consent where required |
| To assess skills, qualifications and suitability | Legitimate interests or contract |
| To arrange interviews and communicate about opportunities | Legitimate interests or contract |
| To carry out right to work, identity or background checks where required | Legal obligation or legitimate interests |
| To manage temporary, contract or payroll arrangements | Contract and legal obligation |
| To manage client relationships and provide recruitment services | Contract and legitimate interests |
| To keep business records and comply with legal duties | Legal obligation and legitimate interests |
| To improve our website and services | Legitimate interests |
| To send relevant business updates or marketing communications | Consent or legitimate interests, depending on the circumstances |
| To protect our business, website, systems and legal position | Legitimate interests |
5. Special category and sensitive information
In some circumstances, we may process special category personal data, such as health information, disability information or equal opportunities information.
We will only use this information where we have a valid legal basis and where an additional condition under UK data protection law applies. This may include where processing is necessary for employment, social security or social protection law, where you have given explicit consent, or where it is necessary for legal claims.
Where criminal record or background check information is required for a role, we will only process this where it is lawful and appropriate.
6. Where we get personal information from
We may collect personal information directly from you, or from other sources, including:
- job boards and recruitment websites;
- LinkedIn and other professional platforms;
- clients and prospective employers;
- referees;
- background screening providers;
- payroll, umbrella or pension providers;
- publicly available business sources;
- email, phone and website enquiries.
7. Who we share your information with
We may share personal information with:
- clients, employers and hiring organisations;
- payroll, umbrella company and pension providers;
- background checking, DBS or right to work verification providers, where relevant;
- referees and previous employers;
- IT, website, email, CRM and database service providers;
- professional advisers, including accountants, insurers and legal advisers;
- HMRC, regulators, government bodies, courts or law enforcement where required;
- other third parties where necessary to provide our services, comply with the law or protect our legal position.
We will not sell your personal information.
8. Marketing communications
We may contact business contacts and candidates with relevant information about our services, opportunities or updates.
You can opt out of marketing communications at any time by contacting us using the details in this policy or by using any unsubscribe option provided.
We will not send you marketing where you have opted out.
9. Cookies and website tracking
Our website uses cookies and similar technologies. Some cookies are necessary for the website to work properly, while others may help us understand how visitors use the website.
For more information, please see our Cookie Policy.
10. How long we keep personal information
We only keep personal information for as long as necessary for the purpose it was collected, including to meet legal, accounting, reporting and legitimate business requirements.
As a general guide:
| Type of information | Typical retention period |
|---|---|
| Candidate and recruitment records | Usually up to 6 years from our last meaningful contact, unless a shorter or longer period is required |
| Temporary worker, payroll and tax records | Usually up to 6 years after the end of the relevant tax year |
| Client and supplier records | Usually up to 6 years after the end of the business relationship |
| Enquiry records | Usually up to 2 years, unless they become part of an ongoing client or candidate relationship |
| Marketing records | Until you unsubscribe or we no longer need the information |
| Website analytics data | For the period set by the relevant analytics tool or cookie settings |
| Legal claims, complaints or disputes | For as long as necessary to manage the issue and protect our legal position |
We may anonymise personal information so that it can no longer identify you. Anonymised information may be kept for reporting, statistical or business improvement purposes.
11. International transfers
Some of our service providers may process personal information outside the United Kingdom.
Where this happens, we will take appropriate steps to protect your personal information, such as using UK adequacy regulations, approved contractual safeguards or other lawful transfer mechanisms.
12. How we protect your personal information
We use appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to people who need it for legitimate business purposes.
13. Your rights
Under UK data protection law, you have rights in relation to your personal information. These may include the right to:
- access the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your personal information;
- object to certain types of processing;
- ask us to restrict how we use your information;
- request transfer of your information to another organisation;
- withdraw consent where we rely on consent;
- object to direct marketing at any time.
These rights are not absolute and may depend on the circumstances.
To exercise your rights, please contact us using the details below.
14. Right to be forgotten
You may ask us to delete personal information we hold about you. This is also known as the right to erasure or the right to be forgotten.
For more information, please see our Right to be Forgotten Policy or contact us using the details below.
15. Automated decision-making
We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects.
We may use recruitment systems to help organise, search or match candidate information, but recruitment decisions involve human review.
16. Links to other websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites.
We recommend that you read the privacy policy of any external website you visit.
17. Complaints
If you have any concerns about how we handle your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.
Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
18. Contact us
For questions about this Privacy Policy or to exercise your data protection rights, please contact:
Response Personnel
Unit C1, Basepoint Business Centre
110 Butterfield, Great Marlings
Luton
LU2 8DL
United Kingdom
Email: info@responsepersonnel.co.uk
Telephone: 0300 131 0311
19. Changes to this policy
We may update this Privacy Policy from time to time. Any updated version will be published on our website with a new “last updated” date.
