GDPR Compliance Policy for SmartStaffConnect.co.uk
Last Updated: 22 April 2025
1. Introduction
Smart Staff Connect (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal data.
This policy outlines how we collect, use, store, and protect your information in compliance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
2. Data We Collect
We may collect and process the following personal data:
- Job Seekers: Name, contact details, CV, work history, right-to-work status, references.
- Clients (Employers): Business contact details, job descriptions, company information.
- Website Users: IP address, browser type, cookies (see Section 8), and usage data via analytics tools.
- Other: Communications (emails, calls) and feedback.
3. How We Use Your Data
| Purpose | Legal Basis |
|---|---|
| Matching candidates to job roles | Contractual necessity |
| Client communications | Legitimate interests |
| Website improvement | Consent (for cookies) |
| Legal compliance (e.g., right-to-work checks) | Legal obligation |
| Marketing (e.g., job alerts) | Consent |
4. Data Sharing
We only share data with third parties where necessary:
- Employers: Your CV and details (with your consent).
- Service Providers: IT, cloud storage, and background check providers under strict contracts.
- Legal Authorities: If required by law (e.g., HMRC, immigration checks).
- International Transfers: Data is stored in the UK/EEA. If transferred outside, we ensure GDPR-compliant safeguards.
5. Data Retention
We retain personal data only as long as necessary:
- Job Seekers: 2 years after last activity (unless consent is renewed).
- Clients: Duration of contract + 6 years for tax/legal purposes.
- Unsuccessful Applicants: 6 months (unless consent is given to retain).
6. Your Rights
Under GDPR, you have the right to:
- Access: Request a copy of your data.
- Rectification: Correct inaccurate information.
- Erasure: Request deletion (where applicable).
- Restrict Processing: Limit how we use your data.
- Data Portability: Receive your data in a usable format.
- Object: Opt out of marketing or profiling.
To exercise these rights, contact us at info@smartstaffconnect.co.uk.
7. Data Security
We implement robust measures to protect your data:
- Technical: Encryption, firewalls, and access controls.
- Organizational: Staff training, confidentiality agreements.
- Procedural: Regular audits and incident response plans.
8. Cookies
We use cookies to:
- Essential: Enable site functionality (e.g., login).
- Analytical: Track usage via Google Analytics (anonymized).
- Marketing: Display relevant ads (with consent).
Manage preferences via our Cookie Consent Banner.
9. Children’s Data
We do not knowingly collect data from individuals under 16.
10. Updates to This Policy
Changes will be posted here and notified via email if material.
11. Contact Us
Data Protection Officer:
Email: info@smartstaffconnect.co.uk
Post: 124-128 City Road, LONDON, EC1V 2NX
Report a Concern:
You may lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint.
Meta Information
- Effective Date: 22/04/2025
- Review Schedule: Annual or as required by law.
