Contractor Privacy

1. About this Privacy Policy

2. Who we are and how to contact us

3. The data we collect and process about you

4. How we collect personal data

5. How and why we use your personal data

6. Change of purpose

7. If you fail to provide personal data

8. Disclosures of your personal data

9. International transfers

10. Data security

11. Data retention

12. Your rights in respect of your personal data

13. Changes to your personal data

1. About this Privacy Policy

We, Searchability (UK) Ltd, are a marketing and recruitment business. As part of our business, we engage individual contractors (Contractors)to perform services for our clients (Clients). We also operate a time sheet portal on our website which enables the Contractors to record time spent working for a Client (the “Time Sheet Portal“) In this Privacy Policy we refer to ourselves as “we“, “us” and “the Company“.

This Privacy Policy is designed to give you, the Contractor, information as to how we will obtain and process personal data relating to you in connection with your engagement by us (your Engagement). Contractors may be hired by us directly or through a services company.

We will process your personal data as a “data controller”. This means that we have responsibility (on our own or acting jointly with another party) for deciding how we hold and use personal data relating to you.

Please read this Privacy Policy carefully (together with our Recruitment Policy, which sets out how we handle personal data at the recruitment stage and for marketing purposes and also applies to data submitted through the Time Sheet Portal). From time to time we may also issue other privacy or fair processing notices to you relating to the way in which we collect personal data about you which we will bring to your attention.

2. Who we are and how to contact us

We Searchability (UK) Ltd are a limited company registered in England and Wales under company number 7977871 and have our registered office at Booth Street Chambers, Ashton-under-Lyne, Lancs OL6 7LQ.

To contact us, please email [email protected] or telephone us on 01244 567 567.

If you have any questions about this Privacy Policy or our Cookies Policy, including any requests to exercise your legal rights, you may contact our Data Compliance Officer at [email protected].

3. The data we collect and process about you

Personal data, or personal information, means any information relating to an identifiable individual. It does not include any data or information which relates to a person that cannot be identified or where the person’s identity has been removed (ie anonymous data). It also does not include information relating solely to a business or other organisation, rather than to a person.

We may collect, use, store and transfer different kinds of personal data about you in connection with your Engagement which we have grouped together as follows:

We may also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Time Sheet Portal Data to calculate the averages of hours work and rates paid. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

We do not collect any special categories of personal data or criminal data about you, without gaining your explicit written consent (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, genetic and biometric data and information relating to criminal convictions and offences).

4. How we collect personal data

We predominantly obtain your personal data directly from you either during the application process (please refer to our Recruitment Privacy Policy which sets out how we handle personal data relating to job applicants) and once we have assigned you an Engagement (such as your Payroll and PAYE data and Status Data).

Other personal data will be collected during the course of your Engagement, such as the Engagement Data.

From time to time, we may also obtain information relating to you from third parties, such as our Clients and HMRC (to process your wage payments).

5. How and why we use your personal data

We will only collect and process your personal data where we have a legal basis to do so. The legal basis will vary depending on the manner and purpose for which we are collecting your personal information. Most commonly, we will use your personal data in the following circumstances:

6. Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you require an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.  

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

7. If you fail to provide personal data

Where we need to collect personal data by law or in order to perform a contract to which you are a party or which otherwise impacts on you, and you fail to provide that data when requested, we may not be able to perform the relevant contract. This may have consequences upon you. For example if we have to cancel our contract with your services company, your Engagement will be terminated. We will notify you if this occurs.  

8. Disclosures of your personal data

We may share personal data with Clients (acting as controller) or your services company (acting as controller)

We may share personal data with the third parties set out below for the purposes set out in the table above. These third parties process your personal data on our behalf in connection with the performance of certain services for us. :

Name of Service ProviderPlatformTypes of Personal Data
KeyBridgeIT Support ProviderIdentity, Contact, profile, CV, Application, Financial, Marketing, Communications Data
LuvMediaWebsite HostIdentity, Contact, CV, Profile, Application, Technical and Usage Data.  This type of personal data is only shared through the website host as a processor if a data subject creates an online account with us.
BroadbeanData Analytic SoftwareIdentity, Contact, CV and Application Data
Bullhorn & Kyloe & HerefishRecruitment SoftwareIdentity, Contact, Profile, CV, Application, Financial, Marketing and Communications Data.
AnfoldTimesheet Solutions SoftwareIdentity, Contact, Financial. This data is processed solely between our contractors and clients.

HM Revenue & Customs, regulators and other authorities (acting as processors or joint controllers) who require reporting of processing activities in certain circumstances.

We require all our data processors to respect the security of your personal data and to treat it in accordance with the law. We do not allow our data processors to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions as set out in our data sharing agreements.

In some instances where we share data with third parties, such as the HMRC, those third parties will also be controllers of your data. We shall not be responsible or liable for the way in which other data controllers hold or process your personal data. Please contact those third parties for further information regarding how they will use your data. We shall only share your personal data with third parties in accordance with this privacy policy.

9. International transfers

Some of our external third parties may be based outside the Economic European Area (EEA) so their processing of your personal data could involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

10. Data security

11. Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for.

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 unauthorised 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.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) in order to develop our business methods and strategy or for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

As a general rule, we will retain your personal data for a period of [six years] following the end of your Engagement. We will keep this under review and may periodically delete some of your personal data which we no longer require for the purposes set out in the table above. For example, your bank details will be deleted promptly at the end of your Engagement.

In some circumstances we may be entitled or required to retain your data for a longer period where we are under a legal obligation to do so or in order to commence or defend legal proceedings in future.

12. Your rights in respect of your personal data

You have certain rights in respect of the personal data that we process about you (where we determine the purpose and means for which that personal data shall be processed):

13. Changes to your personal data