Privacy policy. Your information, explained.

Recruit Mint Ltd is a recruitment business based at 17 Church Walk, Peterborough, PE1 2TP. In this policy, “Recruit Mint”, “we”, “us” and “our” mean Recruit Mint Ltd.

We are the data controller when we decide why and how to use personal information for our recruitment services, worker administration, business relationships and website. This includes our use of Deploy Mint and our recruitment systems when delivering those services.

A client employer will normally also be a controller for its own recruitment, employment and site management activities. Its privacy information explains those uses. Where we process information only on a client’s documented instructions, our role is that of a processor and the client’s privacy notice also applies. The role depends on the particular activity, not simply on which system holds the information.

This policy covers candidates, agency workers, contractors, client and prospective client contacts, suppliers, referees, emergency contacts, website visitors and users of our worker and client portals. It also covers applications for jobs within Recruit Mint. Separate staff information may apply once someone joins our own team.

The information we collect depends on your relationship with us and the stage of the recruitment or assignment process. We do not need every category for every person.

Candidates and workers

• Identity and contact details: your name, address, telephone number, email address, date of birth where needed, and photographs or identity documents where relevant to registration, identification or site access.
• Recruitment information: your CV, work history, education, qualifications, skills, licences, references, application details, interview feedback, pay expectations, availability, preferred roles and locations, offers and start dates.
• Eligibility and compliance: evidence of your right to work, relevant immigration status, share code check results, identity document verification results, document expiry dates, permitted working hours and, where relevant, student status and term dates.
• Assignment records: bookings, shift invitations and responses, clocking records, breaks, hours worked, attendance, lateness, absence, training, site approvals, reviews, feedback, concerns, incidents and reliability indicators.
• Pay and administration: bank details, National Insurance number, tax and payroll information, pay rates, holiday records, pension information, benefits or statutory payments, contracts and signatures where we need them to administer your work.
• Support information: relevant adjustment needs, health or sickness information, emergency contacts and other sensitive information only where there is an appropriate purpose and legal basis. Section 07 explains the extra safeguards.

Client, supplier and other business contacts

We collect names, job titles, business contact details, employer or organisation details, staffing requirements, account and contract records, relevant payment information, correspondence and records of meetings or enquiries.

Referees and emergency contacts

We may hold your name, contact details, relationship to the candidate or worker, and information you provide in a reference or emergency. When you give us another person’s details, please make sure they know and direct them to this policy.

Website and portal users

Technical information can include your IP address, device and browser information, pages or services accessed, login and account activity, security logs and cookie preferences. We also receive the information you submit through forms, uploads and messages. Section 11 explains cookies and similar technologies.

We receive information directly from you when you enquire, apply, register, send a CV, attend an interview, accept work, complete documents, use a portal or contact us.

We also receive relevant information from client employers and site managers, referees and previous employers, people who refer you to us, job boards and professional networking services, publicly available professional profiles, and authorised identity or eligibility checking services. Assignment and account information is also generated when bookings, attendance, payroll or portal activity are recorded.

We use professional information from other sources to identify potentially suitable opportunities or business contacts, not as a reason to collect unrelated private information. Where we obtain your information indirectly, we explain the relevant source and purpose when required, normally by our first communication or disclosure and no later than one month after obtaining it, unless a legal exception applies.

We use personal information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended. The table explains our purposes and the relevant legal bases. Different bases apply to different activities; we do not rely on consent for everything.

Legitimate interests are not an unrestricted permission. We must assess whether the use is necessary and balance it against your interests, rights and reasonable expectations. You can object to processing on this basis. Additional conditions apply to sensitive information and significant automated decisions.

Where we ask for consent, we explain the specific purpose and how to withdraw it. Withdrawal does not affect the lawfulness of processing before that point. Reading this policy, visiting our website or applying for work is not blanket consent to unrelated uses.

When information is required

We explain when information is needed by law or to arrange and administer work. Without necessary identity, eligibility, contact or payment information, we may be unable to progress an application, offer an assignment or administer it correctly. Optional information will be identified as such.

Our systems support the recruitment service. They help us keep information connected to the relevant candidate, vacancy, worker or assignment, rather than holding separate versions in emails and spreadsheets.

What a client can see

We share information relevant to the client’s recruitment or workforce responsibilities. Depending on the service, this can include submitted profiles, skills, readiness, training, attendance, assignment history, appropriate performance information, timesheets and charge information.

Access is limited to authorised users and relevant organisational, site, vacancy or assignment permissions. A client portal is not intended to give every client access to our entire candidate database or to workers’ bank details and unrelated personal records. Sensitive information is shared only where necessary and legally permitted.

Client managers may add information such as training records, interview feedback, attendance corrections or worker reviews. Those records are also personal information. You can contact us about information that is inaccurate or that you believe needs context.

We use rules and automated tools to organise information, assist recruitment and help match people to work. These can include extracting information from CVs or documents, checking required records, matching availability and skills, and calculating attendance or reliability indicators. Some document tools may use artificial intelligence.

What the matching considers

Relevant factors can include the role and site requirements, your stated availability, skills, training, licences, eligibility, previous site experience, shift invitation responses, recorded attendance and punctuality. Reviews and feedback may also inform suitability assessments. The factors used depend on the particular role or feature.

How this can affect you

Matching and reliability information can affect the order in which workers are considered, the opportunities or invitations they receive, and decisions about future assignments or development. This can constitute profiling, meaning automated use of information to assess aspects of a person’s suitability or work history.

Some checks can automatically flag or prevent a booking where required evidence, training or eligibility is missing, expired or inconsistent with recorded working limits. A missing record and an actual lack of eligibility are not the same thing, so please contact us where information appears incorrect or incomplete.

Ask for an explanation or review

You can ask us about information used in a recommendation, score or eligibility result, correct inaccuracies, explain relevant circumstances and request a person to review an outcome affecting you. Contact your consultant or use the privacy contact details in section 01.

Where a decision is made solely by automated processing and has a legal or similarly significant effect, additional safeguards apply. These include information about the decision, the ability to make representations, human intervention and a way to contest the outcome. We must explain the relevant decision process and safeguards when they apply. A human review cannot override a legal restriction on working, but it can examine whether the information and restriction have been applied correctly.

Some information needs extra protection. This includes health information, disability and adjustment needs, and certain information about a person’s background or beliefs. Criminal offence information is subject to separate restrictions.

We only use sensitive information where there is a relevant purpose, an ordinary legal basis and an additional legal condition. For example, health information needed for sick pay, employment rights or workplace adjustments may be processed under the employment, social security and social protection condition in Article 9(2)(b), supported by the relevant UK law. Information necessary for legal claims may be processed under Article 9(2)(f). Where we rely on explicit consent for an optional use, we ask separately and explain the choice.

We do not need a full medical history simply to consider someone for a role. Relevant details should be limited to what is needed, and shared only with people who need them for the relevant purpose. Please avoid putting unnecessary sensitive information in a CV or a general website enquiry.

Where a role requires a lawful criminal record or security check, we explain the check, the information involved and the applicable legal condition separately. We do not treat the existence of this policy as permission to run every type of check on every applicant.

We share personal information where needed for the purposes in this policy and limit the information to what is relevant. Depending on your relationship with us, recipients can include:

• Client employers and hiring teams considering your application or managing an assignment, including relevant site, HR, finance and training contacts.
• Recruit Mint team members involved in recruitment, worker support, compliance, payroll, account management or responding to your request.
• Service providers supporting hosting, business systems, website and portal operation, communications, document processing, electronic signatures, identity checks, payroll, pensions and payments.
• Referees and checking organisations where needed for a relevant reference, qualification, training, identity or eligibility check.
• Public authorities and regulators such as HMRC, the Home Office, pension or employment regulators, courts or law enforcement where disclosure is required or otherwise lawful.
• Professional advisers, insurers, auditors and funding providers where necessary for advice, claims, accounts, payroll funding or recovery of money owed.
• Parties involved in a business transaction where a proposed sale, merger or restructuring requires relevant information, subject to suitable confidentiality and data protection safeguards.

Identity verification. We use TrustID, a certified identity verification provider, to check that identity documents used for right to work purposes are genuine. TrustID processes document images and details on our behalf and deletes them from its platform after seven days; we keep the result with your eligibility records. If TrustID’s checks identify a document as suspicious, TrustID may keep information about that document and share it with the police or regulators to help prevent fraud. Decisions about your application are made by our team, not by the check alone, and you can ask us about a result or ask for it to be reviewed.

Where a provider processes information on our behalf, we require appropriate contractual protection and instructions. Some recipients, including client employers, banks, pension providers and professional advisers, act as controllers for their own activities and provide their own privacy information.

Providing our website, communications and recruitment systems can involve service providers or support teams outside the United Kingdom. This can include hosting or access to information from another country.

Where a transfer is restricted under UK data protection law, it must be covered by a recognised legal mechanism. This may be UK adequacy regulations for the destination or recipient, or appropriate contractual safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with any required assessment and additional measures. An exception is used only where its conditions are met.

You can contact us for information about the recipients, countries and safeguards relevant to your information, including how to obtain a copy of applicable safeguards, subject to necessary confidentiality redactions.

We keep personal information only for as long as needed for the relevant purpose, including applicable legal requirements and proportionate periods for resolving complaints or claims. Not every record is kept for the same length of time.

When a record is no longer needed, we delete it or make it genuinely anonymous. Information subject to a legal hold may need to be kept longer. Records awaiting removal from backups remain protected until the backup retention cycle expires.

You can ask us which retention period or criteria apply to a particular record. A request to delete information does not remove a legal duty to keep specific records, but it does require us to consider what can properly be deleted or restricted.

Cookies and similar technologies

Cookies and similar technologies can store or read information on your device. They may support website security, user sessions, saved preferences, usage measurement or embedded content. Some technologies are strictly necessary for a service you request; others require consent unless a specific legal exception applies.

Where consent is required, optional technologies must not operate until you have made a valid choice. An applicable exception may have its own information and objection requirements. Any cookie choices offered must allow you to refuse or change optional uses. Continuing to browse or reading this policy does not amount to consent.

The actual technologies in use, their providers, purposes, durations and relevant controls must be explained in the site’s cookie information. Browser settings can also manage stored cookies, although blocking essential ones may affect a requested function. This policy does not itself set or change your cookie preferences.

Recruitment and service messages

We contact you about applications, interviews, offers, assignments, availability, documents, pay and service administration through relevant channels such as email, telephone, text or messaging services. Necessary communications about an active application, assignment or account are different from general promotional marketing.

Marketing choices

We send marketing only where the communication is permitted, using consent where required or a lawful business marketing basis where applicable. You can opt out through an unsubscribe option in the message or by contacting us. We will stop using your information for direct marketing when you object, including related marketing profiling.

We may keep a limited record of your preference so that we do not contact you again in error. Choosing not to receive marketing does not prevent necessary communications about work or services you have requested.

Other websites and services

Links may take you to a job board, client website, social network or another third party service. Those organisations explain their own uses of information. Our policy does not replace their notices.

We use proportionate organisational and technical measures to protect personal information. These include access controls, limiting access to relevant duties, appropriate provider arrangements and procedures for handling information and responding to security incidents.

No online service can guarantee complete security. Please keep account access details private, use the secure routes provided for documents and tell us promptly about suspected misuse or inaccurate account information. Please do not email passwords or send identity documents through a general enquiry form unless we have arranged an appropriate route.

Depending on the circumstances and the legal basis, you can:

• Ask for access to your personal information and information about how it is used.
• Ask us to correct inaccurate or incomplete information.
• Ask for deletion where there is no continuing lawful reason to keep the information.
• Ask us to restrict use in certain circumstances, for example while an accuracy concern is being checked.
• Object to processing based on legitimate interests for reasons relating to your situation. For direct marketing, your right to object is absolute.
• Ask for portability of information you provided where the right applies to automated processing based on consent or contract.
• Withdraw consent at any time for processing that depends on it.
• Exercise safeguards for significant automated decisions, including making representations, obtaining human intervention and contesting a decision, where applicable.

Use the contact details in section 01 or tell your Recruit Mint contact. Requests do not need special wording or a particular form. We may ask for proportionate information to verify your identity, protect other people’s information or clarify a request where the law permits.

We normally respond within one month. The law allows additional time or a pause in limited circumstances, such as certain complex requests or necessary clarification. Where that applies, we explain the reason and the relevant timescale. Requests are normally free, subject to limited legal exceptions.

Not every right applies to every record. Where we cannot fulfil a request in full, we explain why and how you can challenge that response.

Please contact us if you are concerned about how we have used your information. You can make a data protection complaint by email, telephone, post or through the contact page. A particular form is not required.

For email complaints, send your message to peterborough@recruitmint.com with the subject “Data protection complaint”. Explain what happened and how we can contact you. Please include only the personal information needed to understand the concern.

We will acknowledge a data protection complaint within 30 days, investigate it without undue delay, keep you informed of progress and tell you the outcome.

You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO). You can use its complaints service (opens in a new tab) or call 0303 123 1113. Contacting us does not remove your right to approach the ICO.

We review this policy when our services, processing or legal requirements change. The date at the top identifies the version. Where a change materially affects how your information is used, we provide additional information in an appropriate way before the new use starts and seek consent where it is required.

This policy is information about our processing, not an agreement to waive your rights or consent to every activity described. Additional notices may explain a particular collection, client arrangement, monitoring activity or feature in more detail.