Privacy Policy

Privacy Policy

Last updated: 15 March 2026

This Privacy Policy explains how Imperial Recruit Group Limited (“we”, “us” or “our”) collects, uses, stores and shares personal data when you use this website, contact us, apply for work, register as a candidate, work on assignment, enquire about our services, or otherwise engage with us.

We are committed to handling personal data responsibly and in accordance with applicable UK data protection law.

1. Who We Are

Imperial Recruit Group Limited is the data controller for the personal data covered by this Privacy Policy, unless we tell you otherwise in a particular situation.

Company name: Imperial Recruit Group Limited

Company number: 15066797

Registered office: Office 9487, 321-323 High Road, Romford, England, RM6 6AX

Email: info@imperialrecruitgroup.co.uk

Telephone: 01708 691 030

2. Who This Policy Applies To

This Privacy Policy applies to:

• visitors to our website;
• people who contact us by phone, email, website forms or social media;
• job applicants, candidates and temporary workers;
• individuals supplied or considered for temporary, contract or permanent roles;
• client contacts and prospective client contacts;
• referees, emergency contacts and next of kin where provided to us;
• suppliers, contractors and other business contacts.

3. The Personal Data We Collect

The personal data we collect depends on how you interact with us, but may include:

• name, address, email address and telephone number;
• CVs, work history, employment history, qualifications, training records and licences;
• right to work documents, proof of identity and related compliance documentation;
• availability, preferred shifts, role preferences, location preferences and pay expectations;
• reference details and referee feedback where lawfully obtained;
• timesheet information, attendance information and assignment records;
• payroll-related information where relevant to assignments or payment processes;
• communications with us, including calls, emails, website enquiries and messages;
• client contact details and information about staffing requirements;
• technical data such as IP address, browser type, device information and website usage data;
• cookie and analytics data where cookies are accepted or otherwise lawfully used.

4. Special Category Data and Sensitive Information

In limited circumstances, we may process special category personal data where this is necessary and lawful. This may include information relating to health, disability, equal opportunities monitoring, fitness for work, or similar matters relevant to recruitment, placement, worker welfare or legal obligations.

Where relevant and legally permitted, we may also process information relating to criminal convictions or offences, for example where this is required for a particular role, sector, client requirement or legal compliance process.

We only process this type of information where there is a valid legal basis and, where required, an additional lawful condition under applicable data protection law.

5. How We Collect Personal Data

We may collect personal data:

• directly from you when you contact us, submit an enquiry, upload a CV, apply for a role or register with us;
• from third parties such as job boards, referees, identity verification providers, payroll providers, clients, public sources and professional networking platforms, where lawful;
• through our website, cookies, analytics tools and server logs;
• during recruitment, onboarding, assignment management and payroll administration processes.

6. How We Use Personal Data

We may use personal data to:

• respond to enquiries and manage communications;
• provide recruitment, labour provision and staffing services;
• assess candidate suitability for temporary, contract and permanent roles;
• verify identity, right to work, qualifications, references and compliance requirements;
• introduce candidates or workers to clients and manage assignments;
• manage shifts, availability, timesheets, attendance and assignment records;
• support payroll and payment processes through approved providers where applicable;
• manage client accounts, vacancies and service delivery;
• improve our website, systems, security and services;
• send relevant service messages, updates or marketing communications where lawful;
• meet legal, regulatory, tax, audit, reporting and compliance obligations;
• establish, exercise or defend legal claims.

7. Our Lawful Bases for Processing

Depending on the circumstances, we process personal data on one or more of the following lawful bases:

• Consent – for example, where you choose to opt in to certain communications or where consent is otherwise required.
• Contract – where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you.
• Legal obligation – where we need to process data to comply with applicable legal or regulatory requirements.
• Legitimate interests – where processing is necessary for our legitimate business interests or those of a third party, provided those interests are not overridden by your rights and interests.

Examples of our legitimate interests may include recruitment and staffing operations, responding to enquiries, managing client relationships, running our website, maintaining records, protecting our business, preventing misuse, and improving our services.

8. Candidate, Worker and Recruitment Data

If you apply for work, register as a candidate, or work through us, we may process your personal data to review your suitability, match you to vacancies or assignments, manage introductions, check right to work and compliance requirements, obtain references, communicate about available work, manage placement records, and support payment processes where relevant.

If you do not provide certain information, we may be unable to progress your application, consider you for particular roles, place you on assignment, or comply with legal requirements connected to recruitment or temporary worker supply.

9. Client and Business Contact Data

If you are a client, prospective client or business contact, we may process your personal data to respond to enquiries, discuss staffing requirements, manage service delivery, maintain business records, send relevant business communications, and develop or protect our business relationship with you.

10. Marketing Communications

We may send marketing or promotional communications where we are permitted to do so by law. This may include information about our recruitment services, labour provision services, payroll support, vacancies, industry updates or related business services.

You can ask us to stop sending marketing communications at any time by using any unsubscribe method provided or by contacting us directly.

11. Cookies and Website Tracking

Our website may use cookies and similar technologies to operate the site, improve functionality, understand website traffic and support analytics.

Some cookies are strictly necessary for the website to function. Others, such as analytics or preference cookies, may be used only where permitted by law and, where required, with your consent.

You can manage cookie preferences through your browser settings and any cookie controls made available on our website.

12. Who We Share Personal Data With

We may share personal data where necessary with:

• clients and prospective clients for recruitment, placement or staffing purposes;
• payroll providers, umbrella providers or payment service providers where relevant to assignments or payment handling;
• technology providers, website hosts, CRM providers, email providers and other business service providers;
• identity checking, right to work, compliance and background checking providers where appropriate;
• professional advisers such as accountants, insurers, auditors and legal advisers;
• regulators, courts, law enforcement bodies, HMRC or other authorities where required or permitted by law;
• referees, previous employers and other parties where needed to verify information and where lawful.

We do not sell personal data.

13. International Transfers

We primarily aim to store and process personal data in the UK. However, some of our service providers may process data outside the UK.

Where personal data is transferred outside the UK, we will take appropriate steps to ensure that suitable safeguards are in place as required by law.

14. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, regulatory, tax, accounting, compliance and record-keeping obligations.

Retention periods vary depending on the type of data, the nature of the relationship, whether work or services were provided, and any ongoing legal or compliance requirements. Where exact retention periods are not fixed, we determine retention by reference to business need, legal obligations and the need to maintain accurate records.

When personal data is no longer required, we will delete it, anonymise it or securely dispose of it where appropriate.

15. Data Security

We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access and other unlawful or improper processing.

However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

16. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• be informed about how your personal data is used;
• request access to your personal data;
• request correction of inaccurate or incomplete personal data;
• request erasure of personal data in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing in certain circumstances, including some direct marketing;
• request transfer of your personal data where applicable;
• withdraw consent where we rely on consent, without affecting the lawfulness of processing carried out before withdrawal.

These rights are not absolute and may be limited in some situations under applicable law.

17. Complaints

If you have concerns about how we handle personal data, 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 (ICO), the UK supervisory authority for data protection matters.

18. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, content or security of those websites. You should read the privacy policies of any third-party websites you visit.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page and will take effect from the date of publication.

20. Contact Us

If you have any questions about this Privacy Policy or want to exercise any of your rights, please contact us at info@imperialrecruitgroup.co.uk or write to us at Office 9487, 321-323 High Road, Romford, England, RM6 6AX.