We take data protection seriously. This Privacy Policy is to help contractors (‘you’) understand what data we collect and store, how long we keep it for, and how we use it. We also give you information about your rights over your data.
We store, process, and share your data differently depending on whether you are an applicant or have been accepted as a contractor, so please read this policy carefully.
What data do we collect?
We collect data from you during the application process including:
Your name, telephone number, and email address; we collect this so that we can contact you about potential work.
Your National Insurance number, unique tax reference, passport details, where applicable visa details, and your postal address; we collect this so that we can confirm you have a right to work in the UK, as this is our legal responsibility.
Other data such as your measurements, skills, experience, and photographs of you; we use this during the placing process to help provide you with suitable work.
Details of your next of kin; we require this in case of emergency when you are working onsite.
Once you are approved as contractor we also:
Require you to provide us with a scan of your passport page and if applicable, your UK visa (or other proof of your right to work in the UK); this is to confirm your right to work in the UK and is a legal requirement for us.
Collect and store your bank account details so we can arrange payment for your work.
Ask that you obtain and upload a basic disclosure certificate. This is optional but required to work on some sites.
Request optional additional photographs of you to help match you with more for site ID cards.
Once you have been approved as a contractor you will have access to the online portal where you will be able to update your own personal data at any time. This is a web-based system accessible on any internet-capable device.
Our purposes and legal grounds for collecting your data
As explained above, we process your personal data for several different purposes. For each purpose we must have a legal ground for processing.
Purpose for processing
Working as a Contractor.
Legal grounds for using your personal data
It is necessary to perform our contract with you (e.g., to enter you into our database and communicate with you).
We have a relevant legal or regulatory obligation (e.g., to confirm your eligibility to work in the UK).
We have an appropriate business need to use your information, and that use does not overly prejudice you (e.g., to manage our business operations).
Legal grounds for using your special category data
You have given us your explicit consent (e.g., you have provided information on your race when registering with us).
Purpose for processing
Placing you on a site and working with you while you are engaged on a contract.
Legal grounds for using your personal data
It is necessary to perform our contract with you (e.g., to communicate with you or make payments).
We have a relevant legal or regulatory obligation (e.g., for tax purposes)
We have an appropriate business need to use your information, and that use does not overly prejudice you (e.g., to manage our business operations).
Legal grounds for using your special category data
You have given us your explicit consent (e.g., you have provided information on your race when registering and this is relevant to the site).
Your special category data
During the application process and once you have been approved as a contractor, you can provide information to us which is special category data relating to your race or ethnic origin.
Providing this data is always optional, but it will assist us in matching you to more opportunities for work. If you provide this data, you will have given us your explicit consent to process it, and this will be our condition for processing. You may withdraw this consent at any time emailing us at datarequest@your-covered.co.uk
or writing to us at The Directors, Your Covered, KEMP House, 152 City Road, London EC1V 2NX. If you are an approved contractor, you may also remove the data from your online organiser.
We will otherwise securely store and process your special category data in the same ways as other data you provide.
Who has access to your data?
The bookers will have access to and use your data to suggest you for jobs. In addition, we pass on some of your data (such as skills and experience) to companies for the purposes of placing you. Also, to send you newsletters and email notifications.
When you work, we provide the company responsible with your name and mobile number so that they can communicate with you on the day (for example, if you are running late).
Once you have worked, our accountant has access to your bank details in order to process payments to you.
By law, we are also required to retain and provide some of your data to HMRC.
We use the data that you provide to us for the sole purposes of getting you work, running our business, and meeting our legal requirements. We have agreements in place to make sure that the companies we work with comply with data protection law when they process your personal data.
We will never sell or share any of your details with any third-party organisation for marketing purposes.
How long do we keep your data?
How long we retain your data depends on whether you have completed an application or are registered with us, and whether you have worked on a site though us.
If you have started but not completed an application with us:
We will remove all the data, you have provided within 30 days of inaction on your application. You may also log back into your application and request removal
If you have completed an application as a contractor and been approved:
We will retain your data for up to 3 years after you have been approved. You may request removal before this time (see below). You may also update your own online organiser. We are required to maintain some of your data if you have worked on a site through us.
Your rights
Under data protection law you have the following rights in relation to the personal data we hold about you. Please email us at datarequest@your-covered.co.uk or write to us at The Directors, Your Covered, KEMP House, 152 City Road, London EC1V 2NX if you have any request related to your rights.
Accessing your data
You have the right to request a copy of your personal data that we hold.
Changing the personal data we hold
We want to make it as easy as possible for you to change your personal data with us. You can manage this yourself with your online organiser, where you will be able to update information such as your email address, telephone number, and address, as well as your photographs and details of your skills and experience. During the annual review process, we will also ask you to confirm (and sometimes re-enter) your information so that your details are kept up to date.
If you believe that any information, we are holding on you is incorrect or incomplete and are having any difficulty correcting it yourself, please email us as soon as possible at datarequest@your-covered.co.uk
We will correct any incorrect information promptly.
Removing your data
You have the right to fully remove your data. If you are a contractor, you can do this yourself at any time by accessing your online portal and visiting the link to remove yourself; we will then remove your data from our systems within one month.
Alternatively, you can email datarequest@your-covered.co.uk, from the email address that you have registered with and include your full name and reason for removal. We will remove your data from our systems within one month.
If you request removal, we will no longer use your personal data (except where required as explained below) and we will no longer offer you work.
However, please note that we are required by law to retain some information. For example, if you have worked through us, we are required to keep some information to pass onto HMRC. This information will be kept solely for that purpose.
Restrict or object to the processing of your data
Please contact us if you would like to exercise one of these rights with the reasons for the restriction or objection and we will respond within one month.
Exporting your data
In certain circumstances, you can request that we transfer personal information that you have provided to us to a third party. Please contact us if you would like to exercise this right and we will respond within one month.
If you have a complaint
If you have a complaint about how we hold or process your personal data, please email us at datarequest@your-covered.co.uk, or write to us at The Directors, Your Covered Ltd, Kemp House, 152 City Road, London EC1V 2NX
Updates
This Privacy Policy has been last updated on 1st June 2022 and may be updated from time to time to ensure it remains accurate. Please check back each time you provide personal data to us.