Privacy Policy
Gordon Yates is committed to privacy for everyone who accesses the Website or uses our service. Under UK legislation, we must comply with certain requirements which are designed to ensure that any data you provide to us is processed with due care and attention.
Contact details
Data Protection Officer (DPO): Nadia Sharif
Email: nadia.sharif@gordonyates.co.uk
Telephone: 020 7494 4466
Registered Office
Gordon Yates Recruiting & Training Ltd
167-169 Great Portland Street
London
W1W 5PF
Company Number 8814810. Registered in England.
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Gender
- Pronoun preferences
- Occupation
- Date of birth
- Payment details (including card or bank information for transfers and direct debits)
- Financial data (including income and expenditure)
- Employment details (including salary, sick pay and length of service)
- Criminal records data (including driving or other convictions)
- Information relating to compliments or complaints
- Records of meetings and decisions
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Purchase or service history
- Account information, including registration details
We collect or use the following personal information to comply with legal requirements:
- Name
- Identification documents
- Safeguarding information
- Criminal offence data
We collect or use the following personal information for recruitment purposes:
- Contact details (e.g. name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (e.g. job application, employment references or secondary employment)
- Education history (e.g. qualifications)
- Right to work information
- Details of any criminal convictions (e.g. Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
- Security clearance details (e.g. basic checks and higher security clearance)
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Account information
- Purchase or service history
- Customer or client accounts and records
- Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure- You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing- You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing- You have the right to object to the processing of your personal data. Read more about the right to object to 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. Read more about the right to data portability.
- Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Where we get personal information from
- Directly from you
- Regulatory authorities
- Previous employment
How long we keep information:
|
Category of Personal Data |
Retention Period |
Justification |
|
Candidate CVs and applications (unsuccessful) |
12 months from last contact |
Provision and improvement of services |
|
Candidate CVs and applications (active/temp pool) |
Up to 2 years from last contact |
Provision and improvement of services; Operation of client or customer accounts |
|
Right to work documents |
2 years after employment ends |
Compliance with legal obligations; Operation of client or customer accounts |
|
References and interview notes |
12 months from decision date |
Provision and improvement of services; Operation of client or customer accounts |
|
DBS certificate information |
6 months |
Operation of client or customer accounts |
|
Employee payroll and tax records |
6 years after employment |
Provision and improvement of services; Operation of client or customer accounts |
|
Internal training and compliance records |
6 years after employment |
Provision and improvement of services; Compliance with legal obligations |
|
Client contact details and contracts |
6 years after end of engagement |
Provision and improvement of services; Operation of client or customer accounts |
|
Supplier and financial transaction records |
6 years from last payment |
Compliance with legal obligations; Operation of client or customer accounts |
|
Complaints and disciplinary records |
6 years from resolution |
Provision and improvement of services; Operation of client or customer accounts |
|
Marketing contact records |
Until consent withdrawn or 2 years after last interaction |
Provision and improvement of services |
|
Website analytics (pseudonymised) |
12–24 months |
Provision and improvement of services |
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Timesheet Portal
This data processor does the following activities for us: Process payroll information
Jobadder
This data processor does the following activities for us: Store our client and candidate information
AWS
This data processor does the following activities for us: Store our client and candidate information
Sharing information outside the UK
Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: AWS
Category of recipient: Data Storage Provider
Country the personal information is sent to: Ireland
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Internal data governance
We operate robust internal policies to ensure data protection compliance. These include staff training, access controls, password protection, breach response protocols, and regular reviews of our data processing activities. All staff are expected to understand and follow our internal data protection procedures. If you have any questions about how we manage data internally, please contact our Data Protection Officer.
Cookies and website tracking
We use cookies and similar technologies to enhance your browsing experience, analyse website traffic and improve our services. Cookies are small files stored on your device that help us understand how you use our website.
We use both:
- Essential cookies – Required for the website to function properly.
- Non-essential cookies – Such as analytics tools (e.g. Google Analytics), which help us understand visitor behaviour.
You can manage or withdraw your cookie consent at any time using your browser settings or our cookie banner.
For more detailed information, please see our Cookie Policy.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Cookie Policy
What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They are used to remember your preferences, enable certain functions, and help us understand how users interact with our site. We may also use similar technologies such as tracking pixels and local storage.
Types of Cookies We Use
We use the following categories of cookies:
- Essential cookies: These are necessary for the basic functioning of the website, such as logging in or navigating between pages.
- Analytics cookies: These help us understand how visitors use our site, such as which pages are visited and how long users stay on them. We use services such as Google Analytics for this purpose.
- Marketing cookies: These may be used to deliver relevant advertising and track engagement across websites. These are only set with your consent.
Consent and Cookie Preferences
On your first visit to our website, you will be asked whether you accept the use of non-essential cookies. You can accept, reject, or customise your preferences. You can change or withdraw your consent at any time via the cookie settings tool or your browser preferences.
How to Manage or Disable Cookies
You can manage cookies through your browser settings. This includes deleting existing cookies, blocking all cookies, or setting alerts when cookies are being sent. Please note that disabling some cookies may impact your user experience on our site.
Third-Party Cookies
Some cookies on our website may be set by third-party services such as Google, Meta, or LinkedIn. These third parties may collect and use information according to their own privacy policies. We recommend reviewing their cookie and privacy notices.
Updates to This Policy
We may update this Cookie Policy to reflect changes in legal requirements or our use of cookies. We encourage you to review this page periodically. Any changes will take effect once published on this page.
Contact Us
If you have any questions about this Cookie Policy or how we use cookies, please contact our Data Protection Officer: nadia.sharif@gordonyates.co.uk