Eden Private Staff Ltd is committed to protecting the privacy and security of your personal information. We only collect and use personal data in line with the General Data Protection Regulation, the Data Protection Act 2018 and any other applicable laws and regulations.
This Privacy Notice informs you (the ‘data subject’) about our processing activities: the data we hold, why we use it, how long we will retain it for, and other relevant information.
Any questions and requests regarding personal data may be sent to our Data Protection Officer by sending an email to: data@edenprivatestaff.com or by phone: 0207 471 6000, or by post: Data Protection Officer, 20-21 Falkland Square, Crewkerne, Somerset, TA18 7JS.
APPLICABILITY
This notice is issued by Eden Private Staff Ltd (the ‘data controller’); it applies only to candidates seeking placement through our agency.
This notice applies only in relation to your candidacy for placements. If you are successful and placed with a client, your client will become the data controller for personal data they hold about you in connection with your employment or engagement with them.
DATA PROTECTION PRINCIPLES
We ensure any personal data we hold about you is:
- Used lawfully, fairly and in a transparent way
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
- Relevant to the purposes we have told you about and limited only to those purposes
- Accurate and kept up to date
- Kept only as long as necessary for the purposes we have told you about
- Kept securely
THE KIND OF INFORMATION WE HOLD ABOUT YOU
Personal data means any information about an individual from which that person can be identified.
We collect, store, and use the following categories of personal information about you:
- Name, address, contact telephone numbers, email address
- Date of birth, gender, marital status
- Photograph
- Details of qualifications, certificates, experience, employment history
- Nationality, immigration status, National Insurance number, passport and any other identification documents
- Test results, assessment results and details of courses such as Paediatric First Aid and Safeguarding
- Job references from current and former employers
- Salary expectations and employment preferences
- Information regarding your criminal record, including DBS (Disclosure and Barring Service) checks or overseas police clearance certificates
- Health information where relevant to assess your ability to perform specific duties safely
- Interview notes and recruitment assessment records
- Emergency contact information
- Correspondence with you
WHAT LEGAL BASES DO WE RELY ON?
We use the types of personal data above on the following legal bases:
- When we need the information to take steps at your request prior to any placement (i.e. to progress your application, arrange interviews and match you to suitable vacancies).
- When we need to comply with our legal obligations (e.g. to ensure right to work in the UK under the Immigration, Asylum and Nationality Act 2006, to carry out DBS checks under the Safeguarding Vulnerable Groups Act 2006 for roles involving work with children or vulnerable adults, to comply with money laundering regulations, to comply with our obligations under the Equality Act 2010).
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Our legitimate interests include:
◦ Carrying out a fair recruitment process and making informed decisions about candidate suitability
◦ Matching candidates to suitable vacancies based on their skills, experience and preferences
◦ Assessing candidate qualifications and skills
◦ Protecting our clients and their households from unsuitable candidates
◦ Maintaining records for potential future placements
◦ Ensuring the safety and wellbeing of vulnerable people including children and vulnerable adults
We only collect, store and use sensitive personal information (special category data) when:
- Processing is necessary for the purposes of carrying out obligations under employment law (under Article 9(2)(b) GDPR) – this applies to health information where we need to consider reasonable adjustments or assess fitness for work.
- Processing is necessary for reasons of substantial public interest (under Article 9(2)(g) GDPR and Schedule 1, Part 2 of the Data Protection Act 2018) – this applies to criminal conviction data including DBS checks, which we process for the purposes of safeguarding children and vulnerable adults and preventing or detecting unlawful acts.
- We have your explicit consent – where none of the above bases apply, we will seek your explicit consent before processing special category data.
Criminal conviction data is processed under the control of official authority pursuant to Article 10 GDPR and in accordance with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.
WHY DO WE PROCESS THIS INFORMATION?
We process your personal information for the following purposes:
- RECRUITMENT – To process your application, arrange interviews, and assess your suitability for positions
- MATCHING – To match you to vacancies that you have expressed interest in and others which we believe would suit your experience and preferences
- ELIGIBILITY – To ensure you are entitled to work in the UK
- QUALIFICATION – To verify your qualifications, certificates, and skills
- SAFEGUARDING – To ensure we comply with our duties to protect children and vulnerable adults by conducting appropriate background checks
- SERVICE DELIVERY – To provide placement services to you and our clients
- SHARING – To share relevant information about you with prospective employers (clients) to enable them to assess your suitability and make recruitment decisions and as we may be required to do by government authorised third parties (e.g. in relation to Safeguarding)
- CONTRACT – To enable out clients to generate appropriate contractual documentation where you are placed with a client
- RECORDS – To maintain appropriate records for potential future placements
- LAWFUL – To ensure our activities are within the law
- EQUAL OPS – To comply with equal opportunities and reporting requirements
- FRAUD – To prevent and aid the investigation of fraud
- CLAIMS – To retain documents that may be relevant to legal claims
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
WHERE DID WE COLLECT THIS DATA FROM?
We usually collect information from you directly when you:
- Submit an application or register with us
- Attend an interview with us
- Communicate with us by phone, email, or in person
- Complete assessment or qualification documents
We may also obtain information about you from the following third-party sources:
- Your referees and former employers (with your consent)
- The Disclosure and Barring Service (DBS) or equivalent overseas authorities
- The Home Office (for right to work verification)
- Professional bodies or qualification providers (to verify credentials)
- Other agencies or employers who may have recommended you
ARE YOU UNDER ANY OBLIGATION TO PROVIDE THE PERSONAL DATA?
Where we process personal data to comply with our legal obligations (such as right to work checks and DBS checks for certain roles), you must provide this information. If you do not provide this information, we will not be able to progress your application or place you in positions that require such checks.
For other information, while you are not under a strict legal obligation to provide it, failure to provide certain information may mean we cannot:
- Effectively match you to suitable vacancies
- Present you to our clients for recruitment opportunities
- Verify your suitability for positions
- Progress your application
WHO DO WE SHARE THIS INFORMATION WITH?
We share your personal information with the following categories of recipients:
Clients (Prospective Employers)
We share your CV, qualifications, references, and other relevant information with our clients (individuals, families, and organisations seeking staff) to enable them to assess your suitability for positions. This is essential to the recruitment process and is done with your knowledge and as part of the service you have requested from us.
Third-Party Service Providers (Processors)
We use the following third-party service providers who process data on our behalf under strict instructions and under binding contracts:
- IT services and systems support
- Cloud-based storage providers
- Customer relationship management software providers
- Background checking services
- Legal advisors and accountancy services
- Data protection consultancy
Processors are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our processors to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Regulatory and Legal Bodies
We may share your information with:
- The Home Office (for right to work verification)
- The Disclosure and Barring Service (for safeguarding purposes)
- Law enforcement or regulatory authorities where required by law
TRANSFERS TO OTHER COUNTRIES OR TO INTERNATIONAL ORGANISATIONS
PLACEMENTS WITHIN THE UK: We do not transfer your personal information outside the UK. If this changes, we will ensure that any recipient countries provide a similar degree of protection to those under UK law and will inform you before the transfer takes place.
PLACEMENTS OVERSEAS: Some of our clients are based outside the UK, and if you are matched to an international placement, your information will be transferred to that jurisdiction. Where we transfer your personal information outside the UK, we ensure appropriate safeguards are in place:
- We will only transfer to countries that have been deemed to provide an adequate level of protection for personal data by the UK Government
- Where transfers are to countries without an adequacy decision, we will use Standard Contractual Clauses approved by the UK Government or other appropriate safeguards
- We will inform you before transferring your data internationally and seek your consent where required
WILL THE INFORMATION BE USED FOR AUTOMATED DECISION MAKING OR PROFILING?
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We may use software systems to help match candidates to suitable vacancies based on skills, experience, and preferences, but all significant decisions about your suitability for positions are made by our recruitment consultants with human oversight.
HOW LONG DO WE KEEP THIS INFORMATION?
We retain personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Specific retention periods are as follows:
- Candidate application documents (unsuccessful) – 6 years from the date of last contact or service provision, to enable us to match you to future vacancies and maintain a relationship with you
- Candidate application documents (successful placement) – Duration of placement plus 6 years
- DBS documents – 6 months following commencement of placement unless relevant to ongoing placement, in which case duration of placement plus 6 years
- Right to work documents – Duration of placement plus 2 years
- References – 6 years from date of receipt
- Interview notes and assessment records – 6 years from date of creation
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
It is important that the personal information we hold about you is accurate and current. Please let us know if your personal information changes.
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a ‘data subject access request’). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us in writing at the address provided at the beginning of this notice.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is an appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us at the email address provided at the beginning of this notice.
Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Please note that withdrawal of consent will not affect our ability to rely on other legal bases for processing your information where applicable.
COMPLAINTS
If you have any concerns or complaints about data protection, you should first raise this with us either by email to: data@edenprivatestaff.com or by phone: 0207 471 6000, or by post: Data Protection Officer, 20-21 Falkland Square, Crewkerne, Somerset, TA18 7JS.
If you have a complaint or concern that has not been remedied internally, you may choose to raise this with the Information Commissioner’s Office (ICO). Visit https://ico.org.uk for more information or call 0303 123 1113.
This notice was last updated: 16/02/26
Version: 1.0