Privacy Policy

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Last Updated: 28/09/2026

We take customer privacy seriously and are committed to handling your personal data securely, lawfully and responsibly. Please read this Privacy Policy below to understand how we collect, use and protect your information. If you no longer wish to receive marketing emails from us, you can unsubscribe or update your preferences here. You can also request that we stop holding or processing your data here.

If you no longer wish to receive marketing communications from us, you may unsubscribe or update your preferences here. You can also request that we stop holding or processing your personal data here.

This Privacy Notice applies to Advance TRS Ltd. and all services delivered under its trading names, including Advance Infrastructure Partners (AIP).

Advance TRS Ltd. is the legal entity responsible for processing your personal data. The business operates through two distinct service lines:

  • Advance Infrastructure Partners is a trading name of Advance TRS Ltd., providing infrastructure consultancy and delivery services, including project and programme management, commercial management, project controls and advisory services across aviation, rail, water and major programmes.
  • Advance TRS is the specialist recruitment division of Advance TRS Ltd., providing recruitment and talent solutions across rail, water, environment, highways, defence, energy and construction sectors.

Regardless of which service line you engage with, your personal data will be processed by Advance TRS Ltd. in accordance with this Privacy Notice and applicable data protection legislation.

1. Data Controller

Advance TRS Ltd. is the data controller responsible for the personal data collected and processed through both Advance TRS and Advance Infrastructure Partners. Advance Infrastructure Partners is a trading name and service line of Advance TRS Ltd. and is not a separate legal entity.

Whichever business area you engage with, your personal data will be collected, held and processed by Advance TRS Ltd. in accordance with this Privacy Notice and applicable data protection legislation.

For any questions about how we collect, use or protect your personal data, or to exercise your data protection rights, please contact our Data Protection Officer at gdpr@advance-trs.com.

Data Controller Details:

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

Not every part of this notice applies to everyone. Regardless of your relationship with us, all individuals should read this Privacy Notice in full to understand how Advance TRS Ltd. collects, uses and protects personal data.

  • 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, consultant biographies, project history, and security clearances and site passes.
  • 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.
  • 3.7For candidates: Where we obtain your data: we usually collect personal data directly from you. We may also obtain it from job boards, your employer, from introductions and bid or tender documentation, from clients and referees, from recruitment agencies, and from public sources such as company websites, professional networks and industry publications.
  • 3.8 For clients, prospective clients, partners and other business contacts: Where we obtain your data: we may collect personal data directly from you, from your organisation or colleagues, from introductions and referrals, from procurement and tender portals, from event attendance or networking activity, from previous business relationships, and from publicly available sources such as company websites, professional networks, industry publications and directories. We collect and use this information to manage our relationship with you, provide and improve our services, respond to enquiries, prepare bids and proposals, invite you to relevant events, and send appropriate business-to-business communications where lawful to do so.

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.
  • Delivering consultancy and advisory services to our clients, including assigning our people to client projects and recording time and expenses – performance of a contract; our legitimate interests in providing consultancy services.
  • Preparing bids, proposals and capability statements, which may include the biographies of our people and the contact details of client personnel – legitimate interests.
  • 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.
  • Meeting client security, vetting and site access requirements, including pass administration and background screening where required – legitimate interests; legal obligations; performance of a contract; and, where special category or criminal offence data is involved, only where an additional lawful condition applies under UK data protection law. We will only process this type of information where it is necessary, proportionate, relevant to the role or access requirement, and subject to appropriate safeguards.
  • Establishing, exercising or defending legal claims – legitimate interests.

5. 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 place non-essential cookies or similar technologies on your device, we do so only with your consent, given through our cookie banner, and you can change your preferences at any time.

Service communications are different from marketing communications. We may send service communications where necessary to manage an enquiry, contract, project, assignment, event, bid, supplier relationship, client relationship or legal obligation. These may include operational updates, project communications, account administration, changes to our services, contract notices, access or onboarding information, and responses to requests you have made. These communications are not optional marketing, although you may still contact us if you believe they are not relevant to you.

Marketing communications may include client updates, invitations to events, newsletters, thought leadership, sector insights, service updates, opportunity alerts, and information about Advance Infrastructure Partners, Advance TRS or related Group services that we think may be relevant to you. We may send these to corporate contacts, clients, prospective clients, partners, consultants, candidates and other professional contacts where we have a lawful basis to do so. Where consent is required, we will ask for it. Where we rely on legitimate interests, you can object or opt out at any time.

For candidates, consultants and prospective consultants, we may contact you about suitable opportunities, assignments, availability, market updates, events, training, community or talent network updates, and related services. These communications may be based on our legitimate interests in maintaining our professional network and providing recruitment, consultancy and resourcing services, or on consent where required. You can ask us to stop sending non-essential communications at any time.

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

6. Who We Share Your Data With

  • Clients and prospective clients in connection with job opportunities or assignments (only relevant candidate information).
  • Clients and their screening providers, where a client requires security vetting, background checks or site access passes as a condition of working on its sites or systems.
  • 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.
  • Where we deliver consultancy, advisory or project services to a client, we may handle personal data relating to the client’s employees, contractors, customers, stakeholders, suppliers or other third parties. Depending on the circumstances and the terms of our contract, we may act either as an independent controller, a joint controller, or a processor acting on the client’s documented instructions. Where the client determines the purposes and means of processing, the client’s own privacy notice will usually explain how that data is used. Where we act as a processor, we will process the relevant personal data only in accordance with our contract, the client’s documented instructions, and applicable data protection law.
  • This distinction does not affect our use of business contact data for our own relationship management, business development, service delivery, marketing, compliance and operational purposes, for which Advance TRS Ltd will generally act as controller.

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

7. 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.

This also applies to the business systems used, including Projectworks and Microsoft 365.

8. How Long Do 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.

How long we keep other records depends on the lawful basis we rely on, our legal and contractual obligations, and whether we may need the information to establish or defend a legal claim. We can tell you the period that applies to you on request.

For Advance Infrastructure Partners, records we may retain include client and prospective client contact records, CRM records, event invitation and attendance records, bid and proposal records, consultant biographies and CVs used in tenders, project delivery records, supplier and partner contact records, account management records, marketing consent and suppression records, and correspondence relating to consultancy services. We retain these records only for as long as needed for the relevant business, contractual, legal, audit, regulatory or claims-related purpose.

9. Requesting Removal of Your Personal Data

Individuals may request the removal of their data from our marketing communications at any time by clicking the following link. Upon receipt of such a request, we will process the removal of your data in accordance with applicable data protection laws.

10. 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, by contacting the DPO, or by clicking the following link to request removal from marketing communications by email.

We do not sell personal data.

11. 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.

Not all of these rights apply in every situation and, some are subject to exemptions. We will tell you which apply when you contact us.

12. 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.

13. 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.

This applies to both of our websites. A Cookie Policy is published on each.

14. 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.

15. 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.

16. 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.

We will show the date this notice was last updated at the top of the page.