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Updated Privacy Policy

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Privacy Policy

Privacy Policy

Privacy Notice

Our contact details

Name: The Logistics Partnership LLP [its subsidiaries and its associated companies, namely TLP Recruitment and MVP Recruitment Solutions]
Address: Priory House, Friar Street, Droitwich Spa, WR9 8ED
E-mail: gdpr@tlpllp.co.uk
Phone Number: First point of escalation is the specific branch you work with, therefore please contact as applicable:
 
Branch Contact Number
Felixstowe 01394 675510
Ilford 0203 770 2022
Maidstone 01622 769690
MVP 01905 773 370
Poole 01202 295755
Southampton 02380 663049
West Midlands   01905 770337
 

The type of personal information we collect

The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The principal service is the introduction of candidates to its clients for temporary or permanent work assignments. This is strengthened by the company working to meet candidates’ current needs and supporting them through the course of their careers. Also, included are ancillary services such as training.
The purpose of data collection is therefore to contact you about job opportunities, assess your suitability for those opportunities, update our databases, put you forward for job opportunities, arrange payments to you and develop and manage our services and relationship with you and our clients.
The Company must process personal data (including sensitive personal data) so that it can provide these services and fulfil the purpose – in doing so, the Company acts as a data controller.
We currently collect and process the following information for potential candidates; those placed in temporary, contract, or permanent or roles; employees; consultants; temporary and self-employed workers as well as for potential and live client contacts and suppliers:
    • Personal identifiers, contacts and characteristics (for example, name and contact details)
    • Accident/Incident Reports
    • Application Forms
    • Assessment Details (if applicable)
    • Job/Assignment Details
    • Assignment History
    • Availability
    • Background Check (if applicable)
    • Bank Details
    • Company Details (if applicable)
    • Communication Preferences
    • Contract Details
    • Criminal History
    • CV
    • Date of Birth
    • Days/Hours Worked
    • Document Access Passwords
    • Driving History (if applicable)
    • Driving Licences
    • Driving Licence Checks (if applicable)
    • Education Details
    • Ethnicity
    • Gender
    • Grievance Reports
    • Days/Hours Worked
    • Disability (if applicable)
    • Driving History (if applicable)
    • Driving Licences (if applicable)
    • Driving Licence Checks (if applicable)
    • Health Condition (if applicable)
    • Identification Details
    • Leave Details
    • Legal Claim Details
    • Nationality
    • Next of Kin Information
    • Pay Details
    • Pay History (if applicable)
    • Pension/Opt-Out Details
    • Performance Notes
    • Photo (if applicable)
    • PPE Records (if applicable)
    • Psychometrics (if applicable)
    • Qualification Details (if applicable)
    • Reference Contact
    • Reference Content
    • Tax Details
    • Training Records (if applicable)
    • Work History

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:
    • Legal Obligation Basis
    • Contractual Basis
    • Consent Basis
    • Legitimate Interests Basis
We also receive personal information indirectly, from the following sources in the following scenarios:
    • HMRC
     o Contact Details
     o Pay Details
     o Tax Details
    • Relevant Hirer
     o Accident/Incident Records
     o Job/Assignment Details
     o Assignment History
     o Assessment Details (if applicable)
     o Contract Details
     o Days/Hours Worked
     o Grievance Reports
     o Leave Details
     o Pay Details
     o Performance Notes
     o Training Records (if applicable)
    • Companies House
     o Company Details (if applicable)
    • DVLA
     o Driving Licence Checks (if applicable)
    • Job Boards, LinkedIn and other social media sources
     o Personal identifiers, contacts and characteristics (for example, name and contact details)
     o CV
     o Education Details
     o Qualification Details (if applicable)
     o Work History
    • Referees
     o Reference Content
    • The Logistics Partnership LLP as the controller
     o Accident/Incident Reports
     o Assessment Details (if applicable)
     o Job/Assignment Details
     o Assignment History
     o Contract Details
     o Days/Hours Worked
     o Grievance Reports
     o Leave Details
      o Pay Details
     o Pension Details
     o Performance Notes
     o Psychometrics (if applicable)
     o Training Records (if applicable)
    • DBS
     o Background Check (if applicable)
    • Thomas International
     o Psychometrics (if applicable)
    • Third Parties
     o Grievance Reports
     o Legal Claim Details
    • Identity Service Provider
     o Identification Details
Where the Company collects personal data from a source other than from the individual directly, it will share the Privacy Policy with the individual within one month; or at the first point of contact with the individual; or if the Company intends to disclose the personal data to a third party, when the data is first disclosed (if not sooner).
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting gdpr@tlpllp.co.uk
(b) We have a contractual obligation.
(c) We have a legal obligation.
(f) We have a legitimate interest.
We use the information that you have given us in order to:
    • Introduce candidates to clients for permanent, temporary and contract roles, thereby furthering the careers of those candidates and providing an essential service to its clients.
    • Aid the work-seeker in finding the job that is right for them, prepping them for the role, and supporting the hirer in finding an individual who is a good fit for their business.
    • Verify the candidate's experience and suitability to ensure they are capable and safe to take the role.
    • Be able to offer the candidate roles which are most suitable to them and do not fall below their minimum pay requirements.
    • Explain the contract in full to the candidate, to be able to answer their questions and to ensure neither the hirer nor the candidate are dissatisfied with the partnership.
    • To contact candidates on a regular basis, via various means such as email, phone, job alerts and other relevant notifications.
    • Ensure safety to the business and its staff.
    • Meet our health and safety and duty of care responsibilities.
    • Ensure the ongoing relationship between the hirer and the candidate is positive and mutually beneficial.
    • Advertising, marketing and public relations
    • Accounting and record-keeping
    • Staff administration
    • To ensure the business has met their legal obligations, specifically:
     o The Agency Workers Regulations 2010 (AWR)
     o Data Protection Act 1998
     o Child Employment Law
     o The National Minimum Wage (Amendment) Regulations 2022
     o The Working Time Regulations 1998
     o Employment Rights Act 1996 Part III
     o The Employment Act 2002
     o Holidays with Pay Act 1938
     o HMRC
     o Pensions Act 2008
     o Personal Protective Equipment at Work (Amendment) Regulations 2022
     o The Income Tax (Pay As You Earn) Regulations 2003
     o The Health and Safety at Work etc Act 1974
     o National Minimum Wage Act 1998
These points can be categorised into the following purposes:
    • Contacting
    • Contractual
    • Equal Opportunities Data
    • Health and Safety Records
    • Legal Proceedings
    • Pay Information
    • Suitability Checks
We may share this information with our processors, specifically:
    • Microsoft
    • Referees
    • Thomas International
    • Health and Safety Software
    • Client Relationship Management Software
    • Booking and Payroll Software
    • Lawyers
    • Relevant Hirers (whom we may introduce or supply you to)
    • HMRC
    • Accounts and Payroll Companies
    • RIDDOR
    • Pension Company
    • Identity Service Provider
The Company also maintains databases of candidate and client personal data containing historical information as well as current resourcing requirements and the data of potential candidates and client contacts.

In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

Please note that the company’s websites may contain links to other third party websites. If you follow a link to any of these websites, these websites have their own privacy policies and that the Company does not accept any responsibility or liability for these policies. We encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.  

Also, whilst the Company does not transfer personal data outside of the UK directly, some of the personal data may be transferred outside of the UK by the processors the Company engages with. All transfers are covered by either the adequacy decision (meaning they are transferred to an approved territory) or appropriate safeguards (meaning the processing meets the same standards as that outlined in the UK GDPR). All processor data protection policies are also available on request to gdpr@tlpllp.co.uk

How we store your personal information

Your information is securely stored.
Personal data is held within the Company’s own systems and the Company’s processors systems for a maximum of six years depending on the purpose and therefore the lawful basis for processing. Whilst the same personal data may be held for multiple reasons to be used by different departments, the longest that piece of personal data will be retained in detailed in the following table.
Personal Data Retention Period
Availability Active Only
Document Access Passwords Active Only
Next of Kin Information Active Only
Photo Active Only
Reference Contact Active + 1 year
Reference Content Active + 1 year
Bank Details Active + 1 year
Communication Preferences Active + 1 year
Date of Birth Active + 1 year
Ethnicity Active + 1 year
Gender Active + 1 year
Nationality Active + 1 year
Psychometrics Active + 1 year
Accident/Incident Reports Active + 3 years
Application Form Active + 3 years
Assessment Details Active + 3 years
Assignment Details Active + 3 years
Job Details Active + 3 years
Background Check Active + 3 years
Criminal History Active + 3 years
CV Active + 3 years
Driving History Active + 3 years
Driving Licences Active + 3 years
Driving Licence Checks Active + 3 years
Education Details Active + 3 years
Disability Active + 3 years
Pay History Active + 3 years
Performance Notes Active + 3 years
PPE Records Active + 3 years
Qualification Details Active + 3 years
Work History Active + 3 years
Pension Opt-Out 4 years
Grievance Reports Active + 6 years
Assignment History 6 years from end of the relevant tax year
Company Details 6 years from end of the relevant tax year
Contact Details 6 years from end of the relevant tax year
Contract Details 6 years from end of the relevant tax year
Days/Hours Worked 6 years from end of the relevant tax year
Health Condition 6 years from end of the relevant tax year
Identification Details 6 years from end of the relevant tax year
Leave Details 6 years from end of the relevant tax year
Legal Claim Details 6 years from end of the relevant tax year
Pay Details 6 years from end of the relevant tax year
Pension Details 6 years from end of the relevant tax year
Tax Details 6 years from end of the relevant tax year
Training Records 6 years from end of the relevant tax year

Upon expiry of the relevant period listed in the table above the Company may seek further consent from you. Where consent is not sought or granted the Company will cease to process your personal data and sensitive personal data.
The Company will then delete the relevant data from online, offline and back-up systems. If the data is stored on one system for two (or more) different purposes the data will be kept to the longest period and, where possible without eliminating the ability to meet the purpose, be pseudonymised by removing key identification elements from the more accessible system(s).
The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/ the Internet.

Your data protection rights

Under data protection law, you have rights including:
    • Your right of access - You have the right to ask us for copies of your personal information.
    • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
    • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
    • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
    • Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances. This also includes the right to withdraw consent if that is the lawful basis for processing.
    • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
Your rights will differ depending on the lawful basis we have for processing your data. The lawful basis page of the ICO’s Guide to the GDPR has a useful table that shows the varying rights that apply depending on the lawful basis.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at gdpr@tlpllp.co.uk or Priory House, Friar Street, Droitwich Spa, WR9 8ED if you wish to make a request.
There may be circumstances where the Company will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific reasons.

Changes to the Company’s privacy notice

We will update this privacy statement from time to time.  We will post any changes on the statement with revision dates.  If we make any material changes, we will notify you.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at gdpr@tlpllp.co.uk or Priory House, Friar Street, Droitwich Spa, WR9 8ED.
You can also complain to the ICO if you are unhappy with how we have used your data or handled your complaint.
The ICO's address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Cookie Notice

A cookie is a small file which asks permission to be placed on the users computer's hard drive. Once they agree, the file is added and the cookie helps analyse web traffic or lets the user know when they visit a particular site.
The Company website utilises a pop-up banner Cookie Notice when the website is first visited. This pop-up requires the user to actively select if they give consent to the use and purpose of the cookies. If the use of cookies changes, the pop-up banner will appear again explaining this and requesting the user to re-select their preferences. If the user disregards the banner, then further navigation of the website is taken to be implied consent to the use of the cookies, as per ICO guidance.
Cookies allow web applications to respond to the user as an individual. The web application can tailor its operations to the user’s needs, likes and dislikes by gathering and remembering information about their preferences. The Data Protection Act does not apply for non-targeted marketing, however, if details obtained from cookies, such as browsing history, are used to personalise the marketing, the Data Protection Act will apply.
The Company utilises the following cookies:
What Definition
Strictly Necessary These trackers are used for activities that are strictly necessary to operate or deliver the service users request from the Company via the website and, therefore, do not require consent
Basic Interaction These trackers enable basic interactions and functionalities that allow users to access selected features of the service and to facilitate communication
Experience Enhancement These trackers help to provide a personalised user experience by improving the quality of the users preference management options, and by enabling the interaction with external networks and platforms
Measurement These trackers help to measure traffic and analyse user behaviour with the goal of improving the service
Targeting and Advertising These trackers help to deliver personalised marketing content based on user behaviour and to operate, serve and track ads


The Company also uses traffic log cookies to identify which pages are being used. This helps analyse data about web page traffic and improve the website in order to tailor it to customer needs. The Company only use this information for statistical analysis purposes and then the data is removed from the system following the one month retention period. Anonymous Location Data is also collected in order to link the user with the jobs closest to them.
Overall, cookies help the Company provide the user with a better website, by enabling them to monitor which pages users find useful and which they do not. A cookie in no way gives the Company access to a user’s computer or any information about the user, other than the data they choose to share. The Company retains the cookies for one month.
The user can choose to accept or decline cookies. Most web browsers automatically accept cookies, but users can usually modify browser settings to decline cookies if preferred. This may prevent the user from taking full advantage of the website. If the user agreed to cookies and then later wishes to opt-out, the Company website has a link in the footer which will re-produce the cookie notice. The company will rely solely on the preference indicated most recently by the user.