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Candidate registration and information Policies

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Candidate registration and information Policies


1.      Equal Opportunities


The Recruitment Group Ltd is committed to a policy of equal opportunities for all work seekers and shall adhere to such a policy at all times and will review on an on-going basis on all aspects of recruitment to avoid unlawful or undesirable discrimination. We will treat everyone equally irrespective of sex, sexual orientation, gender reassignment, marital or civil partnership status, age, disability, colour, race, nationality, ethnic or national origin, religion or belief, political beliefs or membership or non-membership of a trade union and we place an obligation upon all staff to respect and act in accordance with the policy.


The Recruitment Group Ltd shall not discriminate unlawfully when deciding which candidate/temporary worker is submitted for a vacancy or assignment, or in any terms of employment or terms of engagement for temporary workers. The Recruitment Group Ltd will ensure that each candidate is assessed only in accordance with the candidate’s merits, qualification and ability to perform the relevant duties required by the particular vacancy.


2.     Criminal Record Disclosure:


We are asking you to complete this form in relation to job roles which are not exempt from the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (2013 and 2020). For this reason you are only required to disclose information about unspent convictions. You are not required to disclose spent convictions on this form.


Additionally, you are not required to declare any information about ‘protected’ offences – (offences to which the filtering rules apply).If you are unsure as to whether a conviction is unspent/spent or protected (filtered) please visit: or you can contact organisations such as NACRO ( or Unlock ( for further information


If you wish to be put forward for/if any role is identified which may be suitable for you but which is exempt from the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (2013 and 2020), meaning that you are required to disclose spent convictions, we will ask you to complete an additional criminal disclosure form. You are not required to complete that additional form if you do not wish to be put forward for that type of work.


If you have declared any convictions you are welcome to provide us with any additional information that you think may be relevant and which will help us to determine your suitability to be put forward for roles with our clients. This could include for example information about the circumstances of the offence, any work (paid or voluntary) or training that you have undertaken since, change in your circumstances etc.

We will seek to put forward/supply the best possible candidates to our clients. Having a criminal conviction will not necessarily exclude you from the process.


The information given will be treated in the strictest of confidence and only taken into account where, in our reasonable opinion, the offence is relevant to the post to which you are applying. Failure to declare a conviction may require us to exclude you from our register if the offence is not declared but later comes to light. If you are working in an assignment with a client at the time that we are made aware of a conviction that have

Not been disclosed to us, we may be legally required to inform our client of that information and your assignment may be terminated.



3.     Data Protection Statement


The Recruitment Group Ltd provides work-finding services to its clients and work-seekers. We must process personal data (including sensitive personal data) so that we can provide these services – in doing so, we act as a data controller.This is why we have asked for your personal data on this form.When we process your personal data we must do so in accordance with data protection laws.Those laws require us to give you a Privacy Statement to explain how we manage your personal data.


Please see our Privacy Statement in Annex A




Annex A – Data Protection Privacy Statement



In this Annex we explain how The Recruitment Group Ltd manages your personal data.


Collection and use of personal data


Purpose of processing and legal basis


The Recruitment Group Ltd 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.


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.


The legal bases we rely upon to offer these 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



Legitimate interest


This is where The Recruitment Group Ltd 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 Recruitment Group Ltd has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:


Managing your database and keeping work-seeker records up to date;

Contacting the individual to seek your consent where you need it;

Providing work-finding services to the individual, including sending their information to your clients where they have demonstrated an interest in doing that particular type of work but not expressly consented to you passing on their cv;

Contacting the individual with information about similar products or services that they have used from you recently; and

Passing work-seeker’s information to debt collection agencies.

Other activities relating to work-finding purposes


Recipient/s of data


The Recruitment Group Ltd will process your personal data and/or sensitive personal data with the following recipients:


·       Clients that you introduce or supply individuals to

·       Candidates’ former or prospective new employers that you obtain or provide references to

·       The Recruitment and Employment Confederation

·       Any other third parties who carry out audits to ensure that you run your business correctly or line with your

·       Payroll service providers who manage your payroll on your behalf

·       Any umbrella companies that you pass candidate data to

·       Other recruitment agencies in the supply chain (e.g. master/neutral vendors and second tier suppliers);

·       Your insurers

·       Your legal advisers

·       Your IT and CRM providers

·       Any public information sources and third party organisations that you may use to carry out suitability checks on work-seekers e.g. the Disclosure and Barring Service (DBS), credit reference agencies

·       Government, law enforcement agencies and other regulators e.g the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI), Local Authority Designated Officers (LADOs), GLAA,

·       Trade unions;

·       Any of your group companies; and

·       Any other organisations an individual asks you to share their data with



Statutory/contractual requirement


Your personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data are:


·       Our Inability to Introduce or supply a worker to a client.


Data retention


The Recruitment Group Ltd 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.


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 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.


Where The Recruitment Group Ltd has obtained your consent to process your personal data, we will do so in line with our retention policy (a copy of which is attached). Upon expiry of that period The Recruitment Group Ltd will seek further consent from you. Where consent is not granted The Recruitment Group Ltd will cease to process your personal data.


Your rights


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


·       The right to be informed about the personal data The Recruitment Group Ltd processes on you;

·       The right of access to the personal data[The Recruitment Group Ltd 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 Recruitment Group Ltd processing your personal and sensitive data you have the right to withdraw that consent at any time by contacting our compliance department


There may be circumstances where The Recruitment Group Ltd will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific reasons.


If you believe that any of your data that The Recruitment Group Ltd 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.   



4.     Complaints or queries


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


You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at, 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.

If, during the course of a temporary assignment, the Client wishes to employ me direct, I acknowledge that The Recruitment Group will be entitled either to charge the client an introduction/transfer fee, or to agree an extension of the hiring period with the Client (after which I may be employed by the Client without further charge being applicable to the Client)



5.     Health & Safety


Whilst present at a temporary work assignment you will have a responsibility for Health and Safety under sections 7 & 8 of the Health and Safety at Work Act 1974. Here is a breakdown of your responsibilities:


·       You must use equipment provided in the interests of health and safety and for the purposes it was intended.

·       You should not act in a manner, nor ignore a potential or actual hazard, which is likely to cause an accident to yourself or others.

·       You must attend any required induction at the location you are working.

·       You should record any accident, near miss or injury in the accident book held by the hirer at the location where you are working.

·       You must co-operate with the hiring company in meeting statutory requirements and approved codes of practice.


If you have any concerns about health and safety (or questions relating to health and safety) you should speak with the person you report to or inform you consultant at The Recruitment Group Ltd.



6.     Worker Induction Briefing COVID-19


It is very important to remember your own personal responsibilities and respect others.


Our sites will have a range of numerous measures on site to protect you, your colleagues and their products, it is important to read take time to read all signs and familiarize yourself with all procedures and requirements, if you are unsure you should ask you Manager or Supervisor.


Social Distancing requires you where possible to keep 2 metres away from anyone not from your household, this will be whilst at work, during breaks, as you arrive and depart from site, whilst signing in or out and in the transport you use.


Our offices and sites will have floor markings and signage to guide you on how to move around site, there may be one way systems to reduce contact with others and to achieve effective distancing whilst at work on site and in our offices, its important you observe these rules.


You must observe the 2m rule when at bus stops, waiting to board buses, this includes waiting for buses on site. Its important to observe good distancing as you leave buses as well as onboard buses. Do not gather in groups.


Its important that you regularly wash and sanitize your hands, always wash hands on every opportunity to do so and continue to use sanitizer every time it is made available to you. It is a good idea to carry your own sanitizer and/or wipes and use them often to clean your hands. Avoid touching your face too.


You should avoid touching surfaces and items you are not required to contact, you should avoid sharing your belongings and items with others, such as pens, phones and lighters, this includes shaking hands.