Privacy Policy

1Who We Are

Stratton Mills Recruitment is the data controller responsible for your personal data. Our registered trading address is 5 High View Close, Leicester, LE4 9LJ. You can contact us about any data protection matter by email at info@strattonmills.co.uk, by telephone on 0116 296 2500, or by post to the address above.

2Information We Collect

We collect different categories of personal data depending on how you interact with us:

Candidates and workers: name, contact details, CV and employment history, qualifications and training records, right to work documentation, Disclosure and Barring Service (DBS) check results, references, bank details for payroll purposes, and any information you provide during registration or onboarding.

Clients: name, job title, business contact details, and details of staffing requirements you share with us.

Website visitors: information submitted through our contact and enquiry forms, and limited technical data such as IP address and browser type collected automatically when you visit our site.

3Special Category Data and Criminal Records Data

Because we place staff into Ofsted and CQC-regulated settings, we process criminal records data obtained through Enhanced DBS checks, including Update Service status where applicable. We process this data under the substantial public interest conditions set out in Schedule 1 of the Data Protection Act 2018, relating to safeguarding of children and vulnerable adults, and in line with our obligations as a regulated employment business. Access to this data is restricted to staff who need it to carry out compliance checks.

4Our Lawful Basis for Processing

Legitimate interests: to assess candidates against vacancies, maintain our candidate database, and manage our relationship with clients, where this does not override your own rights and interests.

Contract: to perform our obligations once you are placed in a role or we have agreed terms with a client.

Legal obligation: to carry out safeguarding and compliance checks, including DBS checks and right to work verification, required by law or by our regulated clients.

Consent: where we ask for your agreement, such as for marketing communications, which you can withdraw at any time.

5Who We Share Data With

We share relevant candidate information with client organisations for the purpose of staffing placements, with referencing and compliance-checking providers acting on our behalf, and with IT, website hosting, payroll and email service providers who process data under contract with us. We do not sell personal data to third parties. We may disclose data where required by law, to regulators, or to protect the safety of a child or vulnerable adult.

6International Transfers

We primarily store and process data within the United Kingdom. Some of our service providers, such as our website hosting and email platforms, may process data on servers located outside the UK, including in the United States. Where this occurs, we rely on appropriate safeguards recognised under UK data protection law, such as the UK International Data Transfer Addendum or an adequacy decision covering the destination country.

7How Long We Keep Your Data

Candidates not placed: up to 24 months from your last contact with us, after which your data is deleted unless you ask us to retain it for longer.

Placed workers: for the duration of your assignment or employment and for up to 6 years afterwards, to meet our legal, tax and contractual obligations.

DBS and criminal records data: retained only for as long as necessary to confirm suitability for a role, in line with the DBS Code of Practice, and not normally kept longer than 6 months unless a longer period is justified and recorded.

Client and website enquiry data: for the duration of our business relationship and for up to 6 years afterwards, or for up to 12 months if no ongoing relationship develops from an enquiry.

8Your Rights

Under UK GDPR, you have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data, where applicable
• Request that we restrict or stop processing your data
• Request a copy of your data in a portable format
• Object to processing based on legitimate interests
• Withdraw consent at any time, where consent is our basis for processing

To exercise any of these rights, contact us using the details in Section 12. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113, if you believe we have not handled your data correctly.

9Cookies

Our website uses essential cookies required for the site to function correctly, such as those used by our content management platform. We may also use analytics cookies to understand how visitors use our site, which help us improve its content and performance. You can control or disable cookies through your browser settings, though this may affect how parts of the website function.

10Security of Your Data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure, including access controls, secure storage and staff training on data handling. No method of transmission over the internet is completely secure, and while we take reasonable steps to protect your data, we cannot guarantee absolute security.

11Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. We encourage you to review this page periodically. This policy was last reviewed in [month and year to be confirmed upon publication].

12Contact Us

If you have any questions about this policy or how we handle your personal data, please contact us at info@strattonmills.co.uk, call 0116 296 2500, or write to Stratton Mills Recruitment, 5 High View Close, Leicester, LE4 9LJ.