Privacy Policy 

At Orbit Workforce Solutions Ltd, we are committed to protecting and respecting your privacy. This notice explains how we collect, use, store, and share your personal information, and your rights regarding that information.

Information We Collect

If you are a candidate, we may collect, store, and use the following “special categories” of sensitive personal information:
 

• Information about your race or ethnicity, religious beliefs, sexual orientation, and political opinions.

• Trade union membership.

• Information about your health, including any medical condition, health and sickness records.

• Information about criminal convictions and offences.

If you are a contact, we will collect, store, and use the following categories of personal information about you:

• Personal contact details such as name, title, addresses, telephone numbers, and email addresses.

• Your job title.

• Any background information relating to your personal circumstances, your work history, and the role you perform within your organization, which you may provide to us during the course of your dealings with us.

If you are a referee, we will collect, store, and use the following categories of personal information about you:

• Personal contact details such as name, title, addresses, telephone numbers, and email addresses.

• Your job title.

• Information about your work history to the extent that it relates to your dealings with the candidate.
   

How is Your Personal Information Collected?

Candidates: We collect personal information about candidates through the application and recruitment process, directly, from referrals, from third-party networking sites such as LinkedIn, and from job boards such as Total Jobs, CV Library, and Indeed. We may also collect additional information from third parties, including former employers, clients, and any intermediary business involved in managing the recruitment process.
Contacts: We collect personal information directly from you or our client. Sometimes, we may receive information about you from your colleagues within the client organisation.

Referees: We collect personal information directly from you or our candidate, and we may also obtain limited background information from online resources like LinkedIn or your employer’s website.

How We Will Use Information About You

We will only use your personal information when the law allows us to, most commonly in the following circumstances:

1. Where we need to perform the contract we have entered into with you.

2. Where we need to comply with a legal obligation.

3. Where it is necessary for our legitimate interests (or those of a third party), and your interests and fundamental rights do not override those interests.

For Candidates, we may use your personal information to:

• Make decisions about your application for employment or engagement with a client organization.

• Determine the terms on which you work for us.

• Check you are legally entitled to work in the UK.

• Pay you and, if applicable, deduct tax and National Insurance contributions.

• Administer the contract we have entered into with you.

• Facilitate arrangements for IR35/legal expenses insurance where you operate as a limited company contractor.

• Compile information about the services which you have performed for our clients.

• Handle business management and planning, including accounting and auditing.

• Manage sickness absence and ensure your fitness to work.

• Comply with health and safety obligations and monitor equal opportunities.

For Contacts, we may use your personal information to:

• Develop and manage our relationship with our client.

• Administer and manage ongoing recruitment services we are providing to our client.

• Obtain feedback on our recruitment services.

For Referees, we may use your personal information to:

• Support a candidate’s application for employment or engagement.

• Comply with our legal and contractual vetting obligations.
   

Data Sharing

If you are a candidate, we may have to share your data with third parties, including third-party service providers and other companies connected with us. For these purposes, our connected companies include any holding, subsidiary or associated company of Orbit Workforce Solutions Ltd. If we are providing work-finding services to you as a candidate, we will necessarily share your data with our client for legitimate purposes relating to the recruitment process.
We will not usually share any personal data relating to our contacts, save where we need to do so for technical reasons. We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.
If you are a referee, we will share the reference you provide, together with your name, employer, and job title with our client and/or any third-party service provider which they may use to manage their recruitment process.

Why Might You Share My Personal Information with Third Parties?

We will share your personal information with third parties where required by law, where it is necessary to provide work-finding services or other services to you, or where we have another legitimate interest in doing so. The types of third parties with which we might share your personal data for legitimate purposes include clients, any Managed Service Provider or Recruitment Outsourcing Provider engaged by our clients, any umbrella or intermediary company through which you are contracting or proposing to contract, any insurance broker or insurer to which we may introduce you as an Introducer Appointed Representative for the purpose of arranging an insurance quotation, or any insurer through which you may be provided cover through our own group insurance scheme.
Which Third-Party Service Providers Process My Personal Information?

“Third parties” includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities are carried out by third-party service providers: Information Technology and hosting services, pension administration, payroll, insurance underwriting.

How Secure is My Information with Third-Party Service Providers and Other Entities in Our Group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

When Might You Share My Personal Information with Other Entities in the Group?

We will share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganization or group restructuring exercise, for system maintenance support, and hosting of data.

What About Other Third Parties?

We may share your personal information with other third parties, for example, in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.

Will You Share or Sell My Data for Marketing Purposes?

We will not pass your data to any third party for marketing purposes without your express consent. Our data processors are not permitted to use your personal data for this purpose or to pass your personal data to any third party for marketing purposes unless you have given us your consent.

Data Security

We have put in place measures to protect the security of your information. Details of these measures are available upon request. Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors, and other third parties who have a business need to know.

They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Data Protection team at info@orbitworkforce.co.uk.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data Retention – How Long Will You Use My Information For?

We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.
Our standard data retention periods for candidates are:
 

• Six years from the performance of any work-finding services in respect of any information which we are required to keep (i) for auditing or HMRC compliance purposes or (ii) to comply with our contractual obligations to third parties insofar as your personal data is relevant to such contracts; and

• Four years from the performance of any work-finding services (i) for any information which does not fall into the above category or (ii) if you never perform any services for Orbit Workforce Solutions Ltd or its clients.

Our standard data retention period for contacts is four years from the date on which we are last in contact with you as a contact.
Our standard data retention period for referees is six years from the date on which we receive the reference from you.
In some circumstances, we may anonymize your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Rights of Access, Correction, Erasure, and Restriction

Your Duty to Inform Us of Changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Your Rights in Connection with Personal Information
Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.

• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.

• Request the transfer of your personal information to you or to a third party. We will provide to you, or a third party you have chosen, your personal information in a structured, commonly used, and machine-readable format.

If you want to exercise any of these rights, please contact our Data Protection team at info@orbitworkforce.co.uk.
Data Protection Team
If you have any questions about this privacy notice or how we handle your personal information, please contact our Data Protection team at:

• Email: info@orbitworkforce.co.uk

• Phone: 02380 017 058

• Address: Data Protection Team, Orbit Workforce Solutions Ltd, Enterprise House, Ocean Way, Southampton, SO14 3XB.
   

Changes to This Privacy Notice

We may update this privacy notice from time to time. Any changes we may make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy notice.