Privacy Notice for Candidates and Agency Workers

Website visitors, client contacts, candidates and agency workers – UK GDPR Articles 13 and 14

Data controllers

DM Recruitment Limited (company no. 09561783, ICO registration ZA216047) for temporary work through DM Recruitment and Simpli Technical Recruitment; Opus Vitae Consultancy Limited (company no. 11707812, ICO registration ZA882932) for permanent placements through Opus Vitae. This website (dmospeople.com) is operated on their behalf by DMOS People Ltd (company no. 11080662). All of Unit 8, Brookland House, Yeomanry Road, Shrewsbury SY1 3EH

Contact

Compliance Team – info@dmospeople.com (DM Recruitment) or stuart@dm-recruitment.com (Opus Vitae) – or write to the address above

Applies to

Visitors to our websites and app; client and supplier contacts; and everyone who registers with, is introduced by, or is supplied by DM Recruitment Limited or Opus Vitae Consultancy Limited

Version / date

1.0 – 12 October 2026

Review

Annually, or when the way we use data changes

1. WHO WE ARE AND WHY YOU ARE READING THIS

DM Recruitment Limited is an employment business supplying temporary workers, and Opus Vitae Consultancy Limited is an employment agency introducing candidates for permanent roles. They are separately registered companies under common ownership and each is the data controller for the data it holds; in this notice “we” means whichever of them you are dealing with. To find you work, supply you to hirers, pay you and meet our legal duties we have to collect and use information about you. This notice explains what we collect, why, who we share it with, how long we keep it and what your rights are. It applies from the moment you first contact us – including through our app, our website, a job board or a referral – and for as long as we hold your data. It is given to you before you register, alongside the Key Information Document.

2. WEBSITE VISITORS AND CLIENT CONTACTS

Browsing. If you simply browse dmospeople.com or dm-recruitment.com we collect only what the site needs to work: your IP address, browser and device type, pages visited and referring site, through server logs and analytics cookies. Non-essential cookies are set only if you accept them in the cookie banner, where you can also change your choice at any time. Our lawful basis is legitimate interests (running and improving the website) and, for non-essential cookies, your consent.

Contact, enquiries and newsletter. If you use a contact form, request a call back, sign up to our newsletter, apply for a job through the site or register through our app, we collect the details you give us (name, contact details, your message or CV). We use them to respond to you and, where you have asked for it, to send you news and job alerts. You can unsubscribe at any time using the link in any email. Our lawful basis is legitimate interests for responding to enquiries and consent for marketing.

Clients and suppliers. If you are a contact at a client, prospective client or supplier, we hold your business contact details, our correspondence and records of the services we provide to your organisation. We use them to deliver and develop our services and to tell you about services we think are relevant to your business. Our lawful basis is contract (where your organisation is a client) and legitimate interests (business development). You can ask us to stop marketing contact at any time.

Retention for this section. Website and enquiry data is kept for 24 months from your last contact unless you become a candidate, worker or client, when the retention periods in section 6 apply. Marketing contact details are kept until you unsubscribe or 24 months after your last interaction with us.

If you go on to register with us as a candidate or worker, sections 3 to 9 below describe everything else we do with your data.

3. WHAT WE COLLECT FROM CANDIDATES AND WORKERS

Identity and contact

Name, address, date of birth, phone, email, photograph / selfie for ID matching, emergency contact

Right to work and identity documents

Passport, birth certificate, Home Office share code, biometric residence permit, visa details, National Insurance number

Work history and suitability

CV, qualifications, licences and certificates (driving licence, forklift, CSCS), references, interview and registration notes, previous work for our hirers

Pay and financial

Bank details, tax code, P45/starter checklist, student loan status, pension enrolment, timesheets, pay records, deductions

Assignment

Hirer, site, role, rate, hours worked, start and end dates, AWR qualifying period, attendance and absence, feedback from hirers

Health (special category)

Fit notes and sickness absence, pregnancy notifications, disability or adjustments you tell us about, night-worker health assessments, accident records

Criminal records (where the role requires)

DBS certificate results and self-declarations, only for roles where the hirer lawfully requires a check

Communications

Emails, texts, app messages and call notes between you and us, complaints and their outcome

We collect most of this from you directly. We also receive data from referees, hirers (timesheets, feedback, accident reports), the Home Office online checking service, DBS, HMRC, job boards and social media profiles you have made public, and previous agencies where you tell us you have worked for a hirer before.

4. WHY WE USE IT AND OUR LAWFUL BASIS

Registering you, assessing your suitability and finding you assignments

Contract (steps before and under our Terms of Engagement); legitimate interests (operating a recruitment business)

Checking your right to work and identity

Legal obligation (Immigration, Asylum and Nationality Act 2006; Conduct Regulations)

Giving hirers the information they need before and during an assignment

Contract; legal obligation (Conduct Regulations)

Paying you, operating PAYE, pensions auto-enrolment and statutory payments

Contract; legal obligation (tax, NI, pensions legislation)

Applying the Agency Workers Regulations, Working Time Regulations and National Minimum Wage

Legal obligation

Acting on information that you may be unsuitable for a role

Legal obligation (Conduct Regulations, Regulation 20)

Health and safety, accidents, adjustments and pregnancy-related rights

Legal obligation; for health data, employment and social protection law (Data Protection Act 2018, Schedule 1, Part 1, paragraph 1)

Criminal records checks for roles that require them

Legal obligation or substantial public interest (DPA 2018, Schedule 1), under our Appropriate Policy Document

Handling complaints, disputes and legal claims, and responding to the Fair Work Agency, HMRC, HSE or a court

Legal obligation; legitimate interests (establishing and defending legal claims)

Telling you about assignments and work we think suits you

Legitimate interests – you can ask us to stop at any time

We do not use automated decision-making that has a legal or similarly significant effect on you. We do not sell your data.

5. WHO WE SHARE IT WITH

• Hirers you are put forward to or supplied to – your name, suitability for the role, qualifications and, where the role requires it, right-to-work confirmation. We do not send hirers your bank details, your full ID documents or your health information unless you agree or the law requires it (for example a risk assessment for a pregnant worker).
• Managed service providers and neutral vendors that run a hirer’s supply chain, for timesheets, billing and AWR information.
• HMRC, the Pensions Regulator and NEST, the Home Office, the DVLA and DBS, the Fair Work Agency, the HSE and other regulators where the law requires.
• Our payroll, CRM, app and IT providers, who process data on our instructions under written contracts.
• Our accountants, auditors, insurers and legal advisers where necessary.
• Referees you nominate, and previous agencies where you tell us to confirm prior work for a hirer.

Our systems are hosted in the UK or the EEA. Where any provider stores data outside the UK, we rely on the UK adequacy regulations or the International Data Transfer Agreement.

6. HOW LONG WE KEEP IT

Registration and assignment records (Conduct Regulations, Regulation 29)

At least 1 year after the last assignment or contact, and in practice while you remain registered with us

Right-to-work documents

Duration of your registration plus 2 years

Pay, tax, NI, NMW and pension records

6 years after the end of the tax year to which they relate

Working time, holiday and AWR records

6 years after the assignment ends

Accident and health and safety records

3 years from the date of the event; 40 years for exposure to hazardous substances

DBS certificate information

Not retained beyond 6 months after the decision; the result (clear / not clear) and date only

Candidates who register but are never supplied

Deleted 12 months after last contact unless you ask us to keep your details

Complaints, disputes and claims

6 years after closure

When a record reaches the end of its retention period it is securely deleted or destroyed under our Data Retention Schedule.

7. YOUR RIGHTS

You have the right to: ask for a copy of the data we hold about you (a subject access request); have inaccurate data corrected; have data erased where we no longer need it; restrict or object to how we use it, including objecting to marketing or contact about work; receive the data you gave us in a portable format; and withdraw consent where consent is the basis we rely on. To exercise any right, contact the Compliance Team. We respond within one month. We will not treat you differently for exercising a right.

If you are unhappy with how we handle your data you can complain to us under our Complaints Policy and Procedure – we acknowledge data protection complaints within 30 days – and you have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

8. KEEPING YOUR DATA SAFE

Your data is held in access-controlled systems, sent only through secure channels (sensitive documents are password-protected or sent through the app, never as open email attachments), and seen only by staff who need it to do their job. Staff are trained in data protection and our Cyber Awareness Policy. A data breach affecting you is handled under our Breach of Data Process and you are told where there is a high risk to you.

9. CHANGES TO THIS NOTICE

We review this notice annually and when we change how we use data. The current version is on our website and available from any office. Where a change is significant we tell registered workers through the app.