1. Who We Are

Titan Facilities Services Ltd (\"the Company\", \"we\", \"us\") is the data controller responsible for the personal data described in this notice. This notice explains how we collect, use, and protect personal data belonging to our employees and subcontractors (referred to together as \"you\" in this notice), in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This notice applies whether you are engaged as an employee under a contract of employment, or as a subcontractor under a Subcontractor Agreement. Where the two are treated differently, this is indicated below.

2. What Personal Data We Collect

Depending on whether you are an employee or subcontractor, we may collect and hold the following categories of personal data about you:

Identity and contact details — full name, date of birth, home or business address, phone number, email address.
Financial details — bank account details, National Insurance number (employees), UTR and VAT number (subcontractors).
Right to work and vetting information — evidence of your right to work in the UK, and DBS check results where applicable.
Emergency contact details.
Vehicle and driving information — driving licence details, where your role involves driving.
Insurance details — for subcontractors, evidence of public liability and, where relevant, employer's liability insurance.
Employment and engagement records — job title, start date, pay and invoicing records, absence and holiday records, performance and disciplinary records (employees), or engagement and payment history (subcontractors).
Health and safety information — only where you choose to disclose it, or where relevant to an accident or incident report.
Records generated through Jobber — job scheduling, timekeeping (employees), and job-related photographs.

3. Recruitment and Applicants

This clause applies to job applicants and candidates, before you are engaged as an employee or subcontractor. Once your application is successful and you are engaged, the rest of this notice (Clauses 4 to 10) applies to you as well.

When you apply to work with us, we collect and hold the following categories of personal data about you:

Identity and contact details — full name, phone number, email address, home postcode or area.
Role and availability information — the role(s) you are applying for, your availability, your minimum acceptable hourly rate, and whether you would consider engagement as an employee or as a self-employed subcontractor.
Right to work information — your right to work status, and, if your application is successful, evidence of your right to work in the UK.
Vetting information — your consent to a Basic DBS check, and, if your application is successful, the results of that check.
Experience and suitability information — your relevant work experience and any other information you choose to provide in response to application questions.

We rely on the following legal bases to process your application data:

To take steps at your request prior to entering into a contract with you — for example, to assess your application and arrange a trial shift.
To comply with our legal obligations — for example, right to work checks.
With your consent — for example, where you consent to a Basic DBS check, or to us retaining your details for future opportunities if this application is unsuccessful.

Applications are collected through Microsoft Forms, and right to work and DBS checks are carried out through uCheck, an accredited checking provider. Both act as data processors on our behalf, and receive only the data necessary to carry out these functions.

If your application is successful, your application data becomes part of your wider employment or engagement record, and is retained in line with Clause 7 (How Long We Keep Your Data).

If your application is unsuccessful, we retain your application data for up to 12 months, so that we can consider you for future opportunities that may better match your role, availability, or rate expectations. Where you have consented to this, you may withdraw that consent and ask us to delete your data at any time by contacting us using the details in Clause 10. After 12 months, unsuccessful applicant data is securely deleted unless you have asked us to keep it for longer.

4. Special Category and Criminal Records Data

Some of the data described above is subject to additional protection under data protection law, because it is either \"special category data\" (such as health information) or criminal records data (such as DBS check results).

We only collect health information where you choose to provide it (for example, in response to an optional question on an onboarding form, or in connection with an accident report), and we process it on the basis that it is necessary for health and safety purposes and to comply with our legal obligations. Where we hold DBS check results, we process this data on the basis that it is necessary for employment vetting purposes, as permitted under the Data Protection Act 2018.

Special category and criminal records data is held more restrictively than other personal data, and access is limited to those who need it for the purposes described in this notice.

5. How We Use Your Data, and Our Legal Basis

We use your personal data for the following purposes, relying on the legal bases indicated:

To perform our contract with you (employment contract or Subcontractor Agreement) — for example, to pay you, to schedule work, and to administer your engagement.
To comply with our legal obligations — for example, tax and National Insurance reporting, right to work checks, and health and safety law.
For our legitimate interests — for example, keeping you safe at work, managing the quality of work carried out for clients, and maintaining business records — provided these interests are not overridden by your own rights and interests.
With your consent — for example, where you choose to disclose optional health and safety information.

6. Who We Share Your Data With

We may share your personal data with:

HMRC, for tax, National Insurance, and payroll purposes (employees).
Our payroll provider, accountant, or bookkeeper, where used to administer pay or invoicing.
Our pension provider, for auto-enrolment purposes (employees).
The Disclosure and Barring Service, or an umbrella body, for DBS check purposes.
Our insurers, where relevant to a claim or accident report.
Clients, only to the limited extent necessary — for example, your name, for site access purposes.
Jobber, as our job scheduling, timekeeping, and job-documentation software provider, acting as a data processor on our behalf.

We do not sell your personal data, and we do not share it with any other third party except as described above or as required by law.

7. How Long We Keep Your Data

We keep personal data only for as long as necessary for the purposes described in this notice, and in line with our legal obligations. As a general guide:

Employment and engagement records are typically kept for 6 years after your employment or engagement ends, to meet tax and legal record-keeping obligations.
DBS check results are held only for as long as necessary to confirm a check was carried out, in line with Disclosure and Barring Service guidance, and are not retained longer than necessary.
Right to work evidence is kept for the duration of your employment or engagement and for a limited period afterwards, as required by law.

Where we no longer need personal data, it is securely deleted or destroyed.

8. Your Rights

Under UK GDPR, you have the right to:

Request access to the personal data we hold about you.
Request that we correct any inaccurate or incomplete data.
Request that we delete your data, in certain circumstances.
Request that we restrict how we use your data, in certain circumstances.
Object to our use of your data where we rely on legitimate interests.
Request that certain data be provided to you, or transferred to another organisation, in a portable format.
Withdraw consent at any time, where we rely on consent (this will not affect the lawfulness of anything already done).

To exercise any of these rights, please contact us using the details in Clause 10 below. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has not been handled in accordance with the law.

9. Keeping Your Data Secure

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure, including restricting access to those who need it, and using secure systems to store records.

10. Contact Us and Changes to This Notice

If you have any questions about this notice, or wish to exercise any of your rights, please contact us at Belgrave House, 39 - 43 Monument Hill, Weybridge, Surrey, KT13 8RN.

We may update this notice from time to time. Where we make significant changes, we will let you know.

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Candidate Privacy Notice

Your data privacy is our priority during the recruitment process.

How We Protect Your Data