Privacy Policy

Advance TRS is committed to combining the finest quality services with the highest level of integrity.

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Advance TRS policies Corporate Social Responsibility

1. Data Controller

Advance TRS Ltd, Wonersh House, The Guildway, Old Portsmouth Road, Guildford GU3 1LR

Data Protection Officer: Lauren Hawkins — gdpr@advance-trs.com, 01483 361 061

We are the ‘data controller’, which means we determine the purposes and means of processing your personal data.

2. Who This Notice Applies To

This notice explains how we handle personal data for: candidates, prospective candidates, employees and workers, clients and client contacts, suppliers, referees, and emergency contacts.

3. Personal Data We Collect

  • 3.1 Identification and contact details: name, title, address, email, telephone, date of birth, and emergency contacts.
  • 3.2 Recruitment and employment data: CVs, application details, interview notes, right to work evidence, employment history, qualifications, professional memberships, references, offer and contract terms, performance and training records, timesheets and assignments.
  • 3.3 Financial and payroll data: bank details, tax and National Insurance numbers, pay and benefits information, pension and expenses details.
  • 3.4 Special category data (only where necessary and lawful): health information (e.g., reasonable adjustments, sickness and OH), equal opportunities monitoring (e.g., ethnicity/disability), trade union membership where relevant. Criminal records data may be processed for specific roles, subject to legal checks.
  • 3.5 Systems and security data: log data, device and access records, CCTV images (where used), building access records, and communications metadata in line with our IT and communications policy.
  • 3.6 Website, analytics and marketing data

This includes website interaction data (e.g., pages visited, device/browser information, IP address in truncated/pseudonymised form), behavioural analytics (clicks, scroll activity, session recordings), advertising identifiers, and email engagement metrics (opens, clicks). This information is collected via tools such as Google Analytics, Microsoft Clarity, Google Tag Manager, Meta Pixel, TikTok Pixel, Mailchimp, YouTube/Vimeo embeds, and other marketing or CRM systems.

We process personal data for the following purposes and legal bases:

  • Recruiting, vetting and placing candidates; performing pre‑engagement checks; arranging assignments and onboarding — performance of a contract; legal obligations; our legitimate interests in providing recruitment services.
  • Managing employment or engagement (HR administration, payroll, benefits, performance, learning, health & safety) — contract; legal obligations; legitimate interests.
  • Operating our business (client management, supplier management, analytics, service improvement, marketing to corporate clients) — legitimate interests. Where required, we obtain consent for specific marketing.
  • Meeting legal and regulatory requirements (immigration/right to work, tax and payroll reporting, employment and equality laws) — legal obligations; public interest where applicable.
  • Protecting our people, property and systems (security monitoring, fraud prevention, CCTV) — legitimate interests; legal obligations.
  • Establishing, exercising or defending legal claims — legitimate interests.

Marketing, analytics and advertising

We use website analytics and advertising technologies to understand how users interact with our website, measure marketing effectiveness, build audience segments, and deliver relevant advertising. This includes processing through Google Analytics, Google Ads, Microsoft Advertising, Meta Pixel, TikTok Pixel, Mailchimp and similar platforms. Processing is based on our legitimate interests in promoting our services, except where consent is required (for example, for non‑essential cookies or email marketing to individuals).

Where we rely on consent (for example, certain special category data or optional initiatives), you can withdraw it at any time without detriment.

5. Who We Share Your Data With

  • Clients and prospective clients in connection with job opportunities or assignments (only relevant candidate information).
  • Background screening providers, referees, occupational health, training providers, umbrella/PSC/payroll providers (where applicable).
  • Our professional advisers, auditors, insurers, and regulatory bodies (e.g., HMRC, Home Office), where required.
  • Our IT service providers and business systems hosting data on our behalf under contract.

All third parties must protect your data and may only process it on our documented instructions.

6. International Transfers

Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or the ICO’s International Data Transfer Agreement/Standard Contractual Clauses. Details are available on request.

Some providers involved in analytics, advertising and email marketing (such as Google, Microsoft, Meta, TikTok, Mailchimp, Bullhorn CRM and Voyager) may process data outside the UK. We implement appropriate safeguards (such as adequacy decisions or ICO-approved transfer mechanisms) before any such transfers occur.

7. How Long We Keep Your Data

    We keep personal data only for as long as necessary for the purposes set out in this notice and to meet legal and regulatory requirements. Our Data Retention Policy and Schedule set specific periods (for example: working time records 2 years; right to work employment + 2 years; NMW 6 years; payroll and tax records minimum 6 years; health surveillance 40 years where applicable). Where litigation, investigation or audit is contemplated or ongoing, deletion is suspended until the hold is lifted.

    8. Marketing

      We may contact corporate clients and contacts about our services under legitimate interests. Individuals can opt‑out of marketing at any time via the unsubscribe link or by contacting the DPO. We do not sell personal data.

      9. Your Rights

        You have rights to: access; rectification; erasure; restriction; portability; and to object to processing based on legitimate interests or direct marketing. You may also withdraw consent where relied upon. To exercise your rights, contact the DPO using the details above. We may need to verify your identity and will respond within statutory timelines.

        10. Security

          We use technical and organisational measures to keep data secure, including access controls, encryption in transit and at rest where appropriate, user authentication, staff training, and incident response procedures.

          11. Use Of Cookies And Similar Technologies

            We use cookies and similar technologies on our website to ensure functionality, improve user experience, analyse website performance and support our marketing activities. For detailed information about the types of cookies we use, their purposes, duration, and how you can manage your preferences, please refer to our Cookie Policy, available on our website.

            12. Automated Decision‑Making

              We do not make solely automated decisions with legal or similarly significant effects. If this changes, we will inform you and explain your rights.

              13. Contact And Complaints

                Questions or complaints: contact Lauren Hawkins at gdpr@advance-trs.com or 01483 361 061.

                You can also complain to the Information Commissioner’s Office (ICO). Visit www.ico.org.uk or call 0303 123 1113.

                14. Updates To This Notice

                  We may update this notice from time to time. The latest version will be available on request or on our website.