Direct Staff UK LTD

11-12 Windsor Street, Uxbridge, UB8 1AB
Registered Number: 09270060

Privacy Notice for Direct Staff (UK)

Last Updated: 1st January 2026

1. Introduction

Direct Staff UK LTD (“the Company”, “we”, “us”, or “our”) is committed to protecting the privacy and security of the personal data of its employees.

This Privacy Notice explains how we collect, use, store, and protect personal data relating to our direct staff in accordance with:

The UK General Data Protection Regulation (UK GDPR)
The Data Protection Act 2018

This notice applies to current and former employees, workers, contractors, and job applicants engaged directly by Direct Staff UK LTD in the United Kingdom.

Direct Staff UK LTD is the Data Controller for the purposes of data protection legislation.

2. The Types of Personal Data We Collect

We collect, store and process the following categories of personal data about you:

A. Personal Identification Data

Full name
Home address
Date of birth
National Insurance number
Passport or right-to-work documentation
Contact details (telephone number, email address)
Emergency contact details

B. Employment Data

Employment contract and job title
Salary, pension and benefits information
Bank account details
PAYE and tax information
National Insurance details
Start and end dates of employment
Training and qualifications
Performance appraisals and disciplinary records
Absence records (including sickness and family leave)

C. Special Category Data

Where necessary and lawful, we may process:

Health information (e.g., sickness records, occupational health reports)
Equality and diversity data (e.g., ethnicity, disability status)
Trade union membership (if applicable)

Special category data is processed only where permitted under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018.

D. Monitoring Data

Where applicable:

CCTV footage (for security and safety purposes)
IT usage data (in line with our IT and Acceptable Use Policies)

3. How We Collect Your Data

We collect personal data:

Directly from you during recruitment and throughout employment
From recruitment agencies
From referees
From occupational health providers
From pension providers
Through internal systems (HR, payroll, time recording systems)

4. Purposes of Processing

We process your personal data for the following purposes:

To administer your employment contract
To pay salary and provide benefits
To meet tax and National Insurance obligations
To manage attendance, performance, and disciplinary matters
To ensure health and safety compliance
To fulfil pension and statutory reporting obligations
To manage workforce planning and business operations
To comply with legal and regulatory obligations

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider another use compatible with the original purpose.

5. Legal Basis for Processing

We rely on the following lawful bases under UK GDPR:

Contractual Necessity – Processing necessary for the performance of your employment contract
Legal Obligation – Compliance with HMRC, employment law, health and safety legislation, and other statutory requirements
Legitimate Interests – Efficient management of our workforce and business operations
Consent – Where explicitly obtained (e.g., certain optional benefits)
Employment Law Obligations – For special category data under Schedule 1 Data Protection Act 2018

6. Data Sharing

We may share your personal data with:

HM Revenue & Customs (HMRC)
Pension providers
Payroll service providers
Occupational health providers
Benefits providers
IT system providers
Legal and professional advisers
Regulatory authorities where required

We ensure that all third parties process personal data in accordance with data protection law and under appropriate contractual safeguards.

7. International Transfers

We do not routinely transfer personal data outside the UK.

Where international transfers are necessary (e.g., cloud-based IT systems), we ensure appropriate safeguards are in place, such as:

UK International Data Transfer Agreements (IDTA)
Adequacy Regulations
Standard Contractual Clauses

8. Data Retention

We retain employee data in line with statutory and business requirements, including:

Payroll records: Minimum 6 years
Tax records: In accordance with HMRC requirements
Health and safety records: As required by law
Recruitment records (unsuccessful candidates): Up to 12 months

Personal data will not be retained longer than necessary.

9. Your Data Protection Rights

Under UK GDPR, you have the right to:

Access – Request a copy of your personal data
Rectification – Correct inaccurate or incomplete data
Erasure – Request deletion where legally permissible
Restriction – Request limited processing in certain circumstances
Data Portability – Receive your data in a structured format
Object – Object to processing based on legitimate interests

To exercise these rights, contact:
[email protected]

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office

Website: https://www.ico.org.uk

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

Secure HR and payroll systems
Access controls and role-based permissions
Encryption where appropriate
Confidentiality obligations for staff
Regular security reviews

Despite these measures, no system can be completely secure.

11. Failure to Provide Data

If you fail to provide certain information when requested, we may be unable to:

Perform your employment contract
Pay you correctly
Comply with legal obligations

12. Changes to This Privacy Notice

We may update this Privacy Notice periodically. Any changes will be communicated internally and the “Last Updated” date will be revised accordingly.

13. Contact Details

If you have any questions about this Privacy Notice or how your data is handled, please contact:

Direct Staff UK LTD
11-12 Windsor Street, Uxbridge, UB8 1AB

Email: [email protected]
Telephone: 0208 037 0050

Privacy Statement