Privacy Policy

Company Name:	Supertemps Limited (‘the Company’)
Company Contact:	Operations Director, Supertemps Limited, Carlton House, 68 Conway Road, Colwyn Bay LL29 7LD email corporateservices@supertemps.co.uk Tel: 01492 517602
Document PR_005_V3	Privacy Notice Source: REC Model document DP5 – Privacy Notice (combined document; own data, received data and for website).V3: October 2022. Supersedes document PL_011_V2
Topic:	Data protection
Date:	September 2026
Version:	Version 3 – 2026 modernisation & consolidation with PL_011_V2

The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with this privacy statement. At all times we will comply with current data protection laws.

Collection and use of personal data
1. Purpose of processing and legal basis
2. Legitimate interest
3. Statutory/contractual requirement
4. Recipients of data
Information to be provided when data is not collected directly from the data subject
1. Categories of data
2. Sources of data
Overseas transfers
Data retention
Your rights
Cookies
Login files
Links to external sites
Sale of the business
Data security
Changes to this privacy statement
Complaints or queries

1. Collection and use of personal data

a. Purpose of processing and legal basis

The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.

If you have opted-in we may also send you marketing information and news via email/ text. You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us.

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.

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:

Your consent
Where we have a legitimate interest
To comply with a legal obligation that we have
To fulfil a contractual obligation that we have with you

b. Legitimate interest

This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests are as follows:

Managing our database and keeping work-seeker records up to date;
Providing work-finding services to you and our clients;
Contacting you to seek your consent where we need it;
Giving you information about similar products or services that you have used from us recently;

c. Statutory/contractual requirement

The Company has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements). Our clients may require this personal data, and we may need your data to enter into a contract with you. If you do not give us the personal data we need to collect In order to comply with our statutory and legal requirements, we may not be able to continue to provide work-finding services to you.

d. Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients:

Clients (whom we may introduce or supply you to)
Former employers whom we may seek references from
Payroll service providers who manage payroll on our behalf or other payment or pension intermediaries whom we may introduce you to
Other recruitment agencies in the supply chain
CRM provider (Eploy)
Payroll cloud solution (RSM’s InTime / InPay)
Neutral vendor Matrix SCM LTD where workers are engaged with Conwy County Borough Council.
Recruitment contractors engaged directly by The Company.
IT support contractors.
Auditors who are assessing the compliance and processes of the Company to ensure it is adhering to all relevant legislation and good practice guidance

2. Information to be provided when data is not collected directly from the data subject

We collect data in 2 ways:

Directly from you (eg when you apply online via our website or via a company registration form).
From a third party where you have uploaded your information for workfinding services (eg job boards, Linkedin etc)

We do not purchase lists of data from third parties or sell lists of data to third parties. We are only interested in processing personal data for work finding services and processing client data in order to supply the services they have asked of us.

Categories of data

The Company has collected the following personal data on you:

Personal data:

Name, address, telephone number, email
Qualifications and Education
Employment history
Nationality and date of birth
National Insurance number
Hobbies and interests
Any other CV data.

Special categories of personal data:

Health information including whether you have a disability
Criminal convictions

Source of the personal data

The Company sourced your personal data/special categories of personal data:

From jobs boards including CV Library, Jobcentre Plus, Indeed, Guardian Jobs, Glassdoor, Jobteam, 4ITjobs, Adzuna, Careerjet, Careers4A, Job is Job, Jobrapido, UK Recruitment, LinkedIn
A referee whose details you previously provided to us.
Software providers who we use to support our services.
Cookies listed in section 6

This information came from a publicly accessible source.

3. Overseas Transfers

The Company may transfer only the information you provide to us to countries outside the UK and/or the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

4. Data retention

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

We are required to keep your records relating to the right to work in the UK 2 years after employment or the engagement has ended alterable and working time records including your 48 hour opt out notice annual leave/holiday records 2 years from the time they were created.

Additionally, we must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.

Where the Company has obtained your consent to process your personal data/special categories of personal data, we will do so in line with our retention policy, a copy of which can be requested from the contact shown above. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data/sensitive personal data.

5. Your rights

Please be aware that you have the following data protection rights:

The right to be informed about the personal data the Company processes on you;
The right of access to the personal data the Company processes on you;
The right to rectification of your personal data;
The right to erasure of your personal data in certain circumstances;
The right to restrict processing of your personal data;
The right to data portability in certain circumstances;
The right to object to the processing of your personal data that was based on a public or legitimate interest;
The right not to be subjected to automated decision making and profiling; and
The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data/sensitive personal data you have the right to withdraw that consent at any time by contacting us at:

Operations Director, Supertemps Limited, Carlton House, 68 Conway Road, Colwyn Bay LL29 7LD.
Or email corporateservices@supertemps.co.uk Tel: 01492 517602

Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.

There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.

You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

6. Cookies

We may obtain data about you from cookies. These are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content.

Primary website (www.supertemps.co.uk)

The Cookies used on the Supertemps website are listed on the website Cookie Policy. These are updated and showed at https://www.supertemps.co.uk/cookie-policy/

Timesheet & Payslip Portal (https://portal.supertemps.co.uk/

The worker portal uses only essential authentication and application cookies required for the secure operation of the service. No analytics or marketing cookies were identified during testing; therefore, no consent banner is required for these cookies under PECR.

Cookie	Purpose	System
intime_trusted_device	Remembers trusted device for authentication	InTime
JSESSIONID	Maintains authenticated user session	InTime
lastRefreshTime	Stores last refresh timestamp	InTime
showWarning	Remembers warning message state	InTime
ASP.NET_SessionIdSS	Maintains your session while you’re logged into the ASP.NET application. It allows the server to recognise each request as belonging to your current session.	InPay
RSMPayslipPortalInPay4	An application-specific authentication cookie used by the RSM InPay Payslip Portal. It likely stores an encrypted authentication token or identifies that you’ve successfully logged in.	InPay

Supertemps Candidate Portal (https://recruitment.supertemps.co.uk/)

When registering and applying for work, users are taken to a sub-domain site, hosted by the company Eploy. A separate cookie policy and cookie inventory

https://recruitment.supertemps.co.uk/cookie-policy.aspx

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies please refer to https://www.allaboutcookies.org/.

7. Log Files

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

8. Links to external websites

The Company’s website may contain links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. When you leave our site 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.

9. Sale of Business

If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.

10. Data Security

The Company takes every precaution to protect our users’ information. Our security measures include the following: Data minimisation, Data encryption, use of SSL’s on website, password protection, firewalls and limited access to specific areas of our systems. We are continuously assessing and making improvements to our systems and processes to keep abreast of ever-changing threats.

Only employees who need the information to perform a specific job (for example, consultants, our accounts clerk or a marketing assistant) are granted access to your information.

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.

If you share a device with others we recommend that you do not select the “remember my details” function when that option is offered.

If you have any questions about data security you can contact us at:

Operations Director, Supertemps Limited, Carlton House, 68 Conway Road, Colwyn Bay LL29 7LD. Or email corporateservices@supertemps.co.uk Tel: 01492 517602

11. Changes to this privacy statement

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.

12. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact:

Operations Director, Supertemps Limited, Carlton House, 68 Conway Road, Colwyn Bay LL29 7LD. Or email corporateservices@supertemps.co.uk Tel: 01492 517602

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.