People Dynamix Limited ("People Dynamix", "we", "us" or "our") is committed to protecting your privacy and handling personal information fairly, transparently and securely. This policy explains how we collect, use, store and share personal information when you use our website, register or work with us, apply for roles, engage our recruitment services, represent a client or supplier, subscribe to communications, or otherwise interact with us.

We provide temporary, long-term and permanent recruitment and staffing services across Education, Social Care, Transport, Warehousing, Industrial and Hospitality.

For UK data protection purposes, the controller is People Dynamix Limited, company number 10105004, 1st Floor, The Tapestry, 68-76 Kempston Street, Liverpool, L3 8HL. Email: privacy@peopledynamix.co.uk. Telephone: 0151 363 9898. ICO registration reference: ZB545039.

Depending on your relationship with us, we may collect:

•Identity and contact information, including name, title, address, email address and telephone number.

•CVs, employment history, qualifications, skills, licences, experience, job preferences, availability, pay expectations and preferred locations.

•Identity, right-to-work and compliance information, which may include date of birth, National Insurance number, passport, driving licence and other verification documents.

•References, referee details, interview or registration notes, applications, placement history and client feedback.

•For workers we pay or engage: bank, payroll, tax, pension, timesheet, attendance, holiday and assignment information.

•Correspondence, complaint, incident, investigation and service records.

•For client, supplier and business contacts: job title, organisation, professional contact details, contractual information and records of our relationship.

•Website and device information such as IP address, browser/device information, pages visited and cookie or similar technology data, as described in our Cookie Policy.

Recruitment can require information that receives additional protection under data protection law. This may include health or disability information; racial or ethnic origin; religious or philosophical beliefs; trade union membership; sexual orientation where voluntarily provided for equality monitoring; and criminal conviction or offence information.

We only process this information where there is an appropriate lawful basis and an additional condition under UK data protection law. This may include making reasonable adjustments, equality monitoring, occupational health, safeguarding, assessing suitability for regulated roles, and carrying out Disclosure and Barring Service (DBS) or equivalent checks where permitted or required.

We may collect information directly from you when you register, send a CV, apply for a job, complete a form, attend an interview, work on an assignment, subscribe to communications or contact us.

We may also obtain information from job boards and CV databases; publicly available professional profiles; recruitment platforms; previous employers and referees; educational institutions and professional bodies; clients; identity, right-to-work and background-checking providers; the DBS or equivalent bodies; payroll or employment-service providers; recommendations; and other lawful public or commercial sources.

Where we obtain personal information from another source, we will provide privacy information as required by law.

We use specialist technology to provide our services. Mobile Rocket is used as our applicant tracking system (ATS) to support candidate registration, applications, recruitment processes, placements and related recruitment activity. Zoho CRM is used to manage client, prospective-client and business contact information, relationships and communications.

These and other technology providers may process personal information on our behalf under contractual data protection obligations. Where a provider or its sub-processors handle information outside the United Kingdom, we use appropriate safeguards where required by law.

•Provide recruitment services: register and assess candidates, match people with vacancies, discuss opportunities, arrange interviews and make introductions.

•Manage temporary and contract workers: administer assignments, working hours, payroll, holiday, pensions where applicable, attendance and related employment or engagement matters.

•Verify eligibility and suitability: conduct identity, right-to-work, qualification, reference, licence, safeguarding and other appropriate checks.

•Manage client relationships: handle staffing requirements, vacancies, contracts, placements, assignments, invoicing and account management.

•Communicate with you about applications, assignments, job opportunities, staffing needs, service matters and relevant updates.

•Meet legal and regulatory requirements relating to employment, agency workers, immigration, tax, payroll, safeguarding, equality, health and safety and data protection.

•Protect our business and others through security, fraud prevention, complaints, disputes, audits, investigations and legal claims.

•Improve our services, systems, processes and website.

•Send marketing where permitted by law and in accordance with your choices.

The lawful basis depends on the purpose. We may rely on contract (including steps requested before entering a contract); legal obligation; legitimate interests; consent; and, in limited circumstances, vital interests. Where legitimate interests apply, they may include operating a recruitment business, sourcing and contacting suitable candidates, matching candidates and roles, finding workers for clients, maintaining business relationships, protecting our systems and improving our services. We assess whether those interests are overridden by an individual’s rights and interests.

Where we process special category or criminal offence information, we also identify the additional condition required by applicable law.

Recruitment involves actively finding people who may be suitable for vacancies. We may identify prospective candidates through job boards, recruitment platforms, publicly available professional profiles, recommendations or other lawful sources. Where appropriate, we may contact you because we believe a vacancy or our recruitment services may be relevant to your experience. You can ask us at any time not to contact you about recruitment opportunities.

•Existing or prospective clients and employers where necessary for recruitment or placement.

•Payroll, pension, umbrella or employment-service providers where relevant.

•Background screening, reference checking, identity verification, training and qualification providers.

•DBS and similar bodies where relevant.

•Occupational health or medical professionals where appropriate.

•Mobile Rocket, Zoho CRM and other IT, hosting, recruitment, communications and business-system providers.

•Professional advisers, auditors, insurers and lawyers.

•HM Revenue & Customs, regulators, law enforcement, courts and public authorities where required or permitted by law.

•A buyer, seller or adviser in connection with a genuine corporate transaction or reorganisation.

We do not sell personal information. When presenting a candidate to a client, we normally share information reasonably necessary for the client to assess suitability for the relevant role.

If you give us information about another person, such as a referee or emergency contact, you should make them aware that their details may be provided to People Dynamix. We use referee details mainly to obtain or verify references, and emergency contact details for appropriate emergency or welfare purposes.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, regulatory, reporting and legal-claims requirements. Retention periods vary according to the type of record and our relationship with you.

Candidate and prospective-candidate records are reviewed periodically to determine whether there has been meaningful recruitment activity or contact and whether there remains a lawful reason to retain them. Worker records may need to be kept longer because of employment, payroll, tax, pension, safeguarding or other legal requirements. Client and supplier records may be retained throughout the relationship and for an appropriate period afterwards. When information is no longer required, we securely delete or anonymise it unless law requires retention.

Some technology and service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we take appropriate steps required by UK data protection law, which may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses, or another legally recognised safeguard. You may contact us for further information about safeguards relevant to your information.

We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful loss, alteration, disclosure, misuse or unauthorised access. Access is restricted to people and providers who require it for legitimate purposes and are subject to appropriate obligations. No internet-based system can be guaranteed completely secure.

We may use technology to help search, filter, organise or identify potentially suitable candidates using information such as skills, experience, qualifications, location and job preferences. If we carry out solely automated decision-making that produces legal or similarly significant effects and is regulated by data protection law, we will provide the additional information and safeguards required by law.

Where permitted by law, we may send relevant People Dynamix news, job opportunities, events, offers and information about our services. In business-to-business circumstances we may contact professional contacts where permitted by applicable electronic marketing and data protection rules. You can opt out of marketing at any time using an unsubscribe mechanism or by contacting privacy@peopledynamix.co.uk. Opting out of marketing does not stop service-related communications about an active application, assignment, contract or enquiry.

Our website uses cookies and similar technologies. Some are necessary for the website to function; others may be used for analytics, functionality or marketing where permitted and, where required, after you have given consent. Please see our Cookie Policy and cookie preference tool for more information and to manage your choices.

Our website may link to websites operated by other organisations. We are not responsible for their privacy practices or content. You should review the privacy information of any third-party site you visit.

•Access personal information we hold about you.

•Ask us to correct inaccurate or incomplete information.

•Ask us to erase information in certain circumstances.

•Ask us to restrict processing in certain circumstances.

•Object to certain processing, including direct marketing and, in some cases, processing based on legitimate interests.

•Receive certain information in a portable format where the right applies.

•Withdraw consent at any time where consent is the lawful basis.

•Receive protections relating to certain automated decisions where applicable.

These rights are not absolute and legal exemptions may apply. You will normally not have to pay a fee. We may request information to verify your identity before acting on a request. Contact privacy@peopledynamix.co.uk to exercise your rights.

If you have a concern about how we handle personal information, please contact our Privacy Team first so we can investigate. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator. Current complaint and contact information is available at ico.org.uk.

Our recruitment services are primarily intended for adults seeking employment and organisations seeking workers. Where we need to process information about a person under 18, we take additional care and process it only where appropriate and lawful.

We may update this policy to reflect changes to our services, systems, business practices or law. The latest version will be published on our website with an updated date. Where a change significantly affects how we use personal information, we will take appropriate steps to bring it to the attention of affected individuals.

Privacy Team, People Dynamix Limited, 1st Floor, The Tapestry, 68-76 Kempston Street, Liverpool, L3 8HL. Email: privacy@peopledynamix.co.uk. Telephone: 0151 363 9898. Website: www.peopledynamix.co.uk. ICO registration reference: ZB545039.