Candidate Privacy Notice

1. Who we are

WorkBase Recruitment Ltd is a UK permanent recruitment agency and acts as the data controller for candidate personal data processed as part of our recruitment service. Registered office: [address to be confirmed]. Company registration number: [pending incorporation].

2. Data we collect about candidates

Depending on how far you progress through our process, we may collect:

• Name, contact details and address;
• CV content — work history, qualifications, skills and experience;
• Details of the roles you're interested in and your availability;
• Right-to-work documentation (for example, passport or visa details);
• Driving licence and endorsement information, where relevant to the role;
• References and referee contact details, obtained with your consent;
• Interview notes and recruiter assessments;
• Details of any offers, placements and outcomes;
• Correspondence between you and WorkBase.

3. Special category data

In some cases we may need to process special category data — for example, health information relevant to a role's physical requirements, or nationality/immigration status as part of right-to-work checks. We only collect this where necessary, with appropriate safeguards, and typically with your explicit consent or another valid basis under UK GDPR (such as compliance with employment law obligations).

4. How we use candidate data

• To assess your suitability for roles and match you with relevant vacancies;
• To introduce and, where you agree, submit your CV to potential employers;
• To carry out right-to-work, reference and (where relevant) licence checks before a placement;
• To communicate with you about roles, applications and your registration;
• To comply with our obligations under the Employment Agencies Act 1973 and related conduct regulations, including record-keeping requirements;
• To improve our service and understand candidate needs.

5. Lawful basis

We process candidate data on the basis of: taking steps at your request prior to entering a contract (helping you find work); our legitimate interests in operating an effective recruitment service; your consent, particularly for special category data and for submitting your details to a specific employer; and compliance with our legal obligations as an employment agency.

6. Sharing your data with employers

We will only share your CV and personal details with a specific employer once you have agreed to be put forward for that particular role. We do not circulate candidate details speculatively without consent. Employers receiving your details are separately responsible for how they handle your data once received, and we encourage you to ask any employer about their own privacy practices.

7. Other data sharing

We may also share candidate data with reference providers (with your consent), IT and software providers who support our operations under data processing agreements, and regulators or authorities where required by law. We do not sell candidate data.

8. How long we keep candidate data

If you are placed in a role, we retain relevant records for as long as necessary to meet our legal, contractual and guarantee-period obligations (including the 30-day replacement guarantee period), and typically for a further period afterwards in line with standard recruitment industry practice and limitation periods for potential claims. If you register but are not placed, we will typically retain your details for up to 24 months so we can consider you for future roles, unless you ask us to delete them sooner.

9. Your rights

As set out in our Privacy Policy, you have the right to access, correct, delete, restrict or object to our processing of your data, and to request a copy of it in a portable format. You can also withdraw consent at any time — for example, asking us not to submit your CV to a particular employer, or to remove you from our database entirely. Contact us using the details below to exercise these rights.

10. Contact us

Questions about how your candidate data is used should be sent to hello@joinworkbase.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.