Welcome to Workforce UK! We are excited to work with you to grow and develop your career.
Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.
This privacy notice (“Privacy Notice”) describes what personal data we collect from you, how we collect, use and process it, and how, in doing so, we comply with our legal obligations to you. We know it is long, but please read this Privacy Notice carefully because it will be binding on you when you continue to interact with Workforce UK for any reason and via any communication channel or platform.
1.Important Terms
In this Privacy Notice.
"the Candidate" means “you” as the individual whose data we are processing
"we", "us", or "the Company" means Workforce International UK, which includes each of:
- Workforce International UK Limited
- Workforce International Scotland Limited; and
- Soar Professional Services Limited.
and each of their subsidiaries, affiliates, divisions, and/or holding company/companies, partnerships, joint ventures and associated companies and retail brands (“Affiliates”). And which together may be referred to as The Workforce Group.
Our registered office is located at 124 City Road, London EX1V 2NX.
The Company through its various companies and business lines provides several HR (Human Resources) activities like staffing, secondment, payroll services, recruitment and selection, testing solutions, career transition, talent development, training and education, outplacement and international mobility (‘our Activities’).
To carry out our Activities the Company may use several IT systems. In some cases, the Company provides a Self-Service Portal (‘Job Portal’) (Portal provider: Firefish) for its candidates/personnel. The Job Portal allows you to search and apply for jobs the Company and its Affiliates advertise which match your interests, skills and/or experience, in the locations where you have expressed an interest in working.
This Privacy Notice is about how we process your information as an individual. This is referred to as ‘personal data’, ‘personally identifiable data’ or ‘data’ in this Privacy Notice.
2. What personal data do we collect and use
We collect and use your personal data to help match you with the best job opportunities for you.
Types of data include:
- Identity Data like your name, username, title, place of birth and documents evidencing your identity.
- Contact Data like your billing address, delivery address, email addresses, telephone numbers, next of kin and emergency contacts.
- Qualifications and Working Experience Data like your CV or resume, details of your education, training courses attended and internships, documents evidencing your right to work and any other information you listed on your resume or CV, photos and videos or recordings of your attendance at a telephonic or video interview or training.
- Social Media Data like your profile data on social media such as LinkedIn and other information you make public on or otherwise share with us from social media.
- Choices: your choices, permissions and consents.
- Technical Data like internet protocol (IP) addresses from which you access the Job Portal and our or others’ products and services, cookies (as set out in our Cookies Policies available on our websites and those of our Workforce Affiliates, your login data (such as the time, date and duration), the browser type and version you use to access our or others websites, apps and products and services, time zone settings of your device and your device location, the browser plug-in types and versions you use to access the Job Portal and our or others websites, apps and products and services, the operating system and platform type of the device you use, and other technology on the devices you use to access the Job Portal, our apps, websites, products and services, premises data including CCTV and door entry systems.
- Call Data like the number you spoke with us from, the time, date and duration of that contact.
- Profile Data like your username and password, your interests, preferences, feedback and survey responses.
- Marketing Communications Data like information about how you respond to email, SMS, phone and other marketing campaigns.
- Sensitive Data only where applicable, like, details of any disabilities and any accommodations we may need to make for you in the workplace as well as diversity related information (including data about racial and ethnic origin, political opinions, religious beliefs and other beliefs of a similar nature, trade union membership and data about sexual life and sexual orientation), or health data (such as sickness records, disability records, fitness for work and health insurance where it contains data relating to sickness), data about alleged or proven criminal offences in each case where required or permitted by, and in compliance with, applicable law.
- Financial Data like bank account details, income, salary, tax information, National Insurance Number, invoicing, and payment records.
Depending on the relevant circumstances and applicable local laws and requirements, we may collect some of the information listed above to enable us to offer you employment opportunities which are tailored to your circumstances and your interests.
3. Why do we process your personal data and how long do we keep it for
Purposes of the
processing |
Type of Data |
Legal Basis for Processing |
Retention period |
Providing our
services by
offering you
suitable job
opportunities,
assisting with
training, or
facilitating the
application
process. This
includes sending
your CV to
potential
employers and
keeping you
informed about job
opportunities via
email, phone, or
other
communication
methods. |
Identity Data
Contact Data
Qualifications and Working
Experience Data
Social Media Data
Profile Data |
Performance of
a contract or
pre-contractual
steps: For
processing
related to your
current job
application.
Legitimate
interests: For
keeping your
data to consider
you for future job
or training
opportunities. |
Ongoing
application: Until
the recruitment
process is
complete. Future
job & training
opportunities: Up
to 2 years from
your last
interaction with
us (e.g.,
application,
interview,
emails, phone
call,
assessment). |
Evaluating,
selecting, or
rejecting your
application,
including arranging
and conducting
interviews. |
Identity Data
Contact Data
Qualifications and Working
Experience Data
Social Media Data
Profile Data
Sensitive Data |
Performance of
a contract or
pre-contractual
steps: For
processing
necessary to
evaluate your
application.
Legitimate
interests: For
retaining your
data to consider
you for future
roles. |
Ongoing
application: Until
the recruitment
process is
complete.
Future job
opportunities: Up
to 2 years from
your last
interaction with
us (e.g.,
application,
interview,
emails, phone
call,
assessment). |
Providing you with
our services,
evaluating your
results and as
needed in the
recruitment
processes,
including final
recruitment. |
Identity Data
Contact Data
Qualifications and Working
Experience Data
Social Media Data
Profile Data
Sensitive Data |
Performance of
a contract or
pre-contractual
steps: For
processing
necessary to
evaluate your
application.
Legitimate
interests: For
retaining your
data to consider
you for future
roles or training. |
Ongoing
application: Until
the recruitment
process is
complete.
Future job
opportunities: Up
to 2 years from
your last
interaction with
us (e.g.,
application,
interview,
emails, phone
call,
assessment). |
Processing your
data to facilitate
payroll and
invoicing
processes |
Identity Data
Contact Data
Profile Data
Financial Information |
Performance of
a contract or
pre-contractual
steps.
Legitimate
interests: Legal
Obligation |
Duration of your
contract and for
any legally
stipulated
periods. |
To make any
adjustments that
you may need in
the workplace. |
Identity Data
Sensitive Data |
Performance of
a contract or
taking steps
prior to entering
a contract where
we have agreed
with you to
provide
adjustments in
the workplace.
Compliance with legal obligations
such as labour,
discrimination
and disability
legal obligations |
Duration of your
contract and for
any legally
stipulated
periods. |
Contacting you for
direct marketing
purposes (e.g., by
email, SMS, or
phone). |
Identity Data
Contact Data |
Consent: where
required, we will
obtain your
explicit consent
before sending
marketing
communications. |
For as long as
you have agreed
to receive
marketing
communicationsuntil
you
withdraw
consent. |
To further develop,
test and improve
our website/Job
Portal, or other
existing or new
systems/processes
to better serve
you. |
Technical Data
Profile Data |
Fulfilment of our
legitimate
interests to
improve our
systems |
As long as you
have an active
registration on
our Job Portal
and for the
legally
established
periods |
To troubleshoot
technical call
problems on our
networks. |
Identity Data
Contact Data
Technical Data
Phone Calls Data |
Fulfilment of our
legitimate
interests to deal
with technical
issues affecting
our business |
Up to 6 months
after fixing of the
technical issue.
|
Conduct statistical
and analytical
studies and
research. For
example, to
compare the
effectiveness of
our candidate
placement across
different business
sectors and
geographies and
to seek to identify
factors that may
influence any
differences we
may identify. |
Technical Data
Profile Data
Marketing Communication Data |
Fulfilment of our
legitimate
interests to
improve and
develop our
business |
Up to 3 years
from your last
activity |
To transfer data to
third parties
including The
Workforce Group
and Third Party
Associates and
Service Providers (Firefish & Zoho)
which support and/
or are contracted
to provide any of
the purposes for
processing above
in accordance with
Section 7 below. |
Any category of data listed above,
as necessary |
Fulfilment of our
legitimate
interests to
provide services
and subcontract
those services to
third parties or in
case of a
business
transaction
Performance of
the contract or
taking steps
prior to entering
a contract
Consent
Compliance with
government or
law enforcement
authorities |
Up to 5 years
from your last
activity (last job
application,
interview,
emails, phone
call or
assessment)
with and/ or in
relation to the
Company, via
the Job Portal or
otherwise and
any additional
period required
under applicable
local legal
obligations. |
To comply with our
legal obligations. |
Any category of data listed above,
as necessary |
Compliance with
legal obligations
such as keeping
records for tax
purposes or
providing
information to a
public body or
law enforcement
agency. |
For the legally
established
periods in
accordance with
the matter in
question,
namely, for the
period of 10
years in relation
to compliance
with tax
obligations. |
Promote the safety
and protection of
people, facilities,
systems and
assets. |
Identity Data
Technical Data
Sensitive Data |
Fulfilment of our
legitimate
interests to
ensure our
business (and
the people who
work in it) are
kept secure and
safe |
For the legally
established
periods, for
example, for the
period of 30
days, image
recordings
obtained by
video
surveillance
systems |
To monitor
compliance with
internal policies
and procedures. |
Identity Data
Profile Data |
Fulfilment of our
legitimate
interests to
ensure that our
policies and procedures are
complied with. |
Up to 3 years
from your last
activity. |
To administer
communications
and other systems
used by the
Company and/ or
its Affiliates
(including internal
contact
databases). |
Identity Data
Contact Data
Technical Data
Phone Call Data
Marketing Communication Data |
Fulfilment of our
legitimate
interests to
ensure that our
systems are
functioning
properly |
As long as you
have an active
registration on
our Job Portal or
otherwise
engage with us. |
To investigate or
respond to
incidents and
complaints. |
Identity Data
Contact Data
Phone Calls Data
Sensitive Data |
Compliance with
legal obligations
such as labour
law
Fulfilment of our
legitimate
interests to
resolve any
incidents and
complaints
according to our
internal
procedures |
For the legally
established
periods
according to the
matter in
question and as
long as
necessary to
prove
compliance with
contractual or
other
obligations. |
To promote
internally the
training sessions
that have taken
place and utilise
their content, to
market similar
sessions internally
and externally to
third parties. |
Identity Data
Contact Data
Marketing Communications Data |
Fulfilment of our
legitimate
interests (when
it is internal) to
train our
candidates and
develop our
client offerings
Consent (when it
is to third
parties) |
As long as they
are necessary to
pursue the
purpose and for
the legally
stipulated
periods,
necessary to
prove
compliance with
contractual or
other
obligations. |
To participate in
any potential or
actual purchase or
sale, or joint
venture, of all or
part of a business
or company, that
any member of the
Workforce Group wishes to
participate in. |
Any category of data listed above,
as necessary |
Fulfilment of our
legitimate
interests to
promote the
growth and
development of
the Workforce
Group |
As long as they
are necessary to
pursue the
purpose and for
the legally
established
periods |
4. How we collect your personal data
The personal data we collect about you comes from the application forms or other materials you submit to us, your interactions with us, and others as part of your application.
In some cases, we may also collect personal data directly or indirectly from third parties, such as recruitment agencies we work with, other entities within the Workforce Group if you have transferred from another Workforce entity, background check providers, job boards, or other job posting websites where you have given your consent for your data to be collected or downloaded, as well as publicly available sources such as LinkedIn and Twitter, all in accordance with applicable law.
5. Do you have to give us the personal data we ask for
You are not obliged to provide your personal data to us, but it would not be possible for us to work with you, or provide our services to you, if you do not provide us with a required minimum in order to assess your suitability for a position with us. It may also limit the Services that you can receive from us if you in some instances choose to provide us with limited personal data.
6. Do we use artificial intelligence
Yes, we may use artificial intelligence (AI). We use mainly generative AI. However, we do not use your personal data in any automated decision making (a decision made solely by the creation and application of technologies without any human intervention) or profiling (processing of personal data with a range of technologies that reduce human intervention to evaluate certain conditions about an individual) that produces a legal effect or similarly significant effect concerning you.
We use a range of technologies to analyse your data. In all cases, there is always human intervention in these processes, as we use these tools to support our expert human decision makers.
While we do use AI systems, all decisions which may affect you are taken by our trained recruiters. AI systems sometimes provide incorrect outputs. Therefore, we cannot guarantee their full accuracy at all times. We also use AI systems to summarise the content of interviews we carry out with you. However, the summary is always confirmed by the human interviewer who corrects or confirms the AI output. We do not make automatic decisions on the suitability of a candidate based only on AI system’s output.
Human Oversight: We regularly review the AI systems to ensure they operate fairly and effectively. Any anomalies or biases identified are promptly addressed to maintain the integrity of our recruitment process.
Testing: All AI systems used are subject to regular testing and audits to minimise bias and ensure fairness. We commit to complying with anti-discrimination laws and implementing technical and organisational measures to mitigate risks of unfair treatment or bias.
Data & Quality Management: Our data scientists apply consistent data controls and guardrails to ensure that our data sets are clean and consistent from the outset and monitored throughout the lifecycle of our AI systems.
Security: We apply state-of-the-art security controls to our data storage and AI systems to prevent unauthorised access to or tampering with our data sets.
Responsible AI: We make sure that we develop AI responsibly following trustworthiness principles.
Third Parties: We may engage trusted third-party AI vendors who assist us in our recruitment processes. Where data is transferred outside the UK, we ensure appropriate safeguards, such as International Data Transfer Agreement or adequacy decisions are in place.
7. Do we transfer your personal data to third parties
As mentioned above, we usually disclose your personal data to third parties. This is done to complete the purposes set out above. We do this in the following circumstances:
- To our service providers/suppliers. We will, for example, engage a supplier to carry out administrative and operational work in support of our relationship with you based on our legitimate interests. The supplier(s) will be subject to contractual and other legal obligations to preserve the confidentiality of your data and to respect your privacy, and will only have access to the data they need to perform their functions; the relevant suppliers are typically IT suppliers (who host or support our IT systems, including information about you), premises management companies (who look after physical security at our buildings, and therefore need to know about you to allow access to our buildings) and back office finance and accounting management providers (who need to handle details of candidates in order to process accounts payable and receivable), training providers who we engage or partner with to provide training for our Candidates. We also engage suppliers who provide IT technology services and solutions, which might include video interview and skills assessment tools.
- To members of The Workforce Group, our affiliates or companies with which we have an association, partners or joint ventures to which the Company and/ or Workforce Group is a party (“Third Party Associates”) within or outside the UK. Your information may be shared with them for different reasons always in line with strict contractual boundaries relating to Data privacy and in line with our legislative requirements and with the purposes for which your personal data is processed by us. This may include:
- information shared with The Workforce Group and its Third Party Associates hat provide IT functions for The Workforce Group companies worldwide for our legitimate interests;
- information is also shared with The Workforce Group and its Third Party Associates (including the legal entities acquired after the collection of information) for the purposes previously described or to propose offers to you adapted to your profile where you have consented to global data sharing within The Workforce Group and its Third Party Associates to provide you with local or international opportunities in that market;
- information is also shared with The Workforce Group and its Third Party Associates worldwide for administrative purposes based on our legitimate interests.
- To our clients/prospective employers. We will share your data with clients of ours who are offering jobs/assignments you may be interested in, or who are interested in your profile, based on the performance of our contract or prior to entering a contract. They owe contractual and other confidentiality obligations in relation to your data to us, and to you.
- To government or law enforcement authorities. We will share your data with government, police, regulators or law enforcement authorities if, at our sole discretion, we consider that we are legally obliged or authorised to do so or it would be prudent to do so.
- To prospective sellers or buyers and their advisors. As part of due diligence relating to (or implementation of) a merger, acquisition or other business transaction, we may need to disclose your data to the prospective seller or buyer and their advisors based on our legitimate interests.
8. Do we transfer your personal data outside the UK
Your personal data can be transferred and processed in one or more other countries, in or outside the UK or Ireland. A full list of the countries in which we and The Workforce Group and its Third-Party Associates operate is available here; United Kingdom, Ireland, South Africa.
We shall only transfer data to those parties set out in Section 7 above who are outside the UK or Ireland:
- to countries which the European Commission, the UK Information Commissioner or the Swiss Federal Data Protection and Information Commissioner believes offers an adequate level of protection to you pursuant to Article 45 of the UK and EU GDPR or Article 6 of the Swiss Federal Data Protection Act (Article 16 revised Act), or;
- where we have put in place appropriate safeguards to seek to preserve the privacy of your information.
9. Your rights regarding your personal data
Under applicable data protection laws, you have the following rights:
- Right to access and obtain a copy of your personal data.
You are entitled to request confirmation of whether we process any of your personal data. Where this is the case, you have the right to access to some of your personal data (via the Job Portal) and to certain information about how it is processed. In some cases, you can ask us to provide you with an electronic copy of your information. In some limited circumstances, you also have the right to request that we transfer (“port”) your personal data, which means, we will provide them to a third party upon your request and subject to verification.
- Right to correct your personal data
If you can demonstrate that personal data, we hold about you is not correct, you can request that this information is updated or otherwise corrected. We would encourage you to access the self-service Job Portal where possible and update your personal data directly.
- Right to be forgotten or to delete personal data
In certain circumstances you have the right to request that your personal data is deleted. You can make such a request at any time, and we will evaluate if your request should be granted, however this right is subject to any legal rights or obligations where we need to retain data. For situations where in accordance with the law, we determine that your request to have your personal data deleted must be granted, we will do so without undue delay. Please bear in mind, once your data is deleted, the Company might not be of service to you anymore. If you want to re-register with the Company again, you will need to re-enter your data.
- Right to restrict or object to the processing of your personal data
In certain circumstances, you have the right to obtain restriction of the processing of your personal data, or to object to certain processing thereof on grounds relating to your particular situation.
- Right to withdraw consent
You have the right to withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- Right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering a contract.
- Finally, you have the right to lodge a complaint with the Supervisory Authority. In the United Kingdom, the relevant Supervisory Authority is: Information Commissioner's Office (ICO): Website: https://ico.org.uk/
10. How we secure your personal data
- We will take all reasonable and appropriate technical and organisational steps to ensure that your personal data is kept secure and is protected against unauthorised or unlawful processing, misuse, unauthorised disclosure, loss, interference, destruction or damage, alteration, disclosure or access.
- Our security systems are in line with industry standards, and we monitor developments to ensure that our security systems evolve, as required. We also test our systems regularly.
- We cannot accept responsibility for any unauthorised access or loss of personal data that is beyond our control.
- We’ll never ask for your secure personal or account information by an unsolicited means of communication. You’re responsible for keeping your personal and account information secure and not sharing it with others.
- Our website may provide links to third-party websites. We cannot be responsible for the security and content of such third-party websites. You are therefore required to make sure you read that company’s privacy and cookies policies before using or putting your personal data on their site. The same applies to any third-party websites or content you connect to using our products and services.
- You may choose to disclose your information in certain ways such as social plug-ins (including those offered by Google, Facebook, Twitter and Pinterest) or using third-party services that allow you to post reviews or other information publicly, and a third party could use that information.
- Social plug-ins and social applications are operated by the social network themselves and are subject to their own terms of use and privacy and cookies policies. You should make sure you’re familiar with these.
- In the unlikely event of such access, we will notify you within a reasonable time of us becoming aware of such occurrence.
- Notwithstanding the above, no data transmission over the Internet or data storage system can be guaranteed to be completely secure. Please do not send us sensitive information through email. If you have reason to believe that your interaction with us is not secure (for example, if you feel that the security of any account you might have with us has been compromised), you must immediately notify us of the problem by contacting us at info@workforceinternational.com.
- You are responsible for keeping your login details to the Job Portal safe, in particular the password that we have given you or that you have chosen. These login credentials are for your own use. You are not permitted to share your credentials or other account details with any other person(s).
11. Changes to this Privacy Notice
The terms of this Privacy Notice may change from time to time. We shall publish any material changes to this Privacy Notice through appropriate notices either on our Job Portal and/or website or contacting you using other communication channels.
12 Contact Us
If you have any questions or concerns regarding this Privacy Notice, would like further information about how we protect your data, or want to contact the Workforce UK’s Local Privacy Lead, please email info@workforceinternational.com or visit our website “contact us” page.
To exercise any of your rights related to your personal data, please request a personal data request form from info@workforceinternational.co.uk
Last updated: September 2025
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