Privacy Notice for Applicants and Temporary Workers

Who we are

Bond Associates (Events) Limited ("we", "us", "our") is an employment business that supplies temporary workers to clients for events. We are the data controller for the personal data described in this notice.

Who this notice covers

This notice applies to people who apply to work with us through the portal and to temporary workers we engage under our terms of engagement.

It also covers the limited information we hold about an emergency contact that you choose to provide. Please tell that person that you have given us their details.

What personal data we collect

Most of the personal data we hold is information you enter or upload in the portal, together with records created while we review your application and manage assignments.

• Identity and contact details, including your name, email address, mobile number, date of birth, home address and profile photo.
• Application and profile information, including your bio, previous work and clients, experience, education, preferred work location, key skills, languages, how you heard about us, and interview records.
• Identity, right-to-work and qualification documents you upload, together with verification and expiry information.
• Emergency-contact details that you provide.
• Bank and building-society details that you provide so we can make payments and keep required payment records.
• Engagement records such as signed terms of engagement, booking packs, shift offers and responses, availability, assignments, invoices and expense receipts.
• Messages, ratings, comments and other records created in connection with applications, assignments and the service we provide.
• Security and audit information such as login history, important portal actions, electronic-signature evidence, IP address and browser information.

Why we use your information

• To consider your application, arrange interviews and manage onboarding.
• To confirm your identity and right to work and maintain records required of an employment business.
• To match you to suitable assignments, issue offers and booking documents and manage event delivery.
• To pay you, process invoices and maintain accounting and tax records.
• To communicate with you about your application, assignments and portal account.
• To keep the portal and our business secure, prevent misuse and maintain evidence of important actions and decisions.
• To review the quality and safety of the service we provide to clients and temporary workers.

Our lawful bases

The lawful basis depends on what we are doing. We process information where it is necessary to take steps at your request before entering into an engagement and to perform our contract with you; where we must comply with legal obligations such as right-to-work, tax, accounting and employment-business record keeping; and where necessary for our legitimate interests, provided those interests are not overridden by your rights.

Our legitimate interests include recruiting and maintaining a suitable temporary workforce, matching workers to assignments, administering and protecting the portal and our business, preventing misuse or fraud, maintaining service quality and safety, keeping evidence of decisions and transactions, and establishing, exercising or defending legal claims.

If we need consent for a separate optional use, we will ask for it specifically and explain how to withdraw it. If you voluntarily provide special-category information, we will only process it where an appropriate lawful condition applies.

Information we need from you

Core identity, contact, eligibility and right-to-work information is needed to assess whether we can engage and place you. Assignment information is needed to offer and administer work. Bank details are needed before we can pay you. If required information is not provided, we may be unable to progress an application, offer an assignment or make a payment. Optional fields are identified as such in the portal where applicable.

Who we share your information with

We share personal data only where it is needed to recruit or engage you, deliver an assignment, pay you, operate the portal or meet a legal obligation. We do not sell personal data.

• Clients considering staff may receive an anonymised profile containing your photo, first name and surname initial, and languages. Once you are booked onto an event, that client can see the staff profile information needed to manage the assignment. Private contact details, your address, bank/tax details and identity documents are not shared with clients through that profile.
• HM Revenue & Customs, regulators, courts, law-enforcement or other authorities where disclosure is required by law.
• Our accountants, professional advisers, banking providers, hosting provider and email provider where they need the information to provide services to us.

International transfers

Some service providers may process information outside the United Kingdom. Where a disclosure is a restricted international transfer, we use an applicable UK transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, and apply additional protections where required. Contact us if you would like information about safeguards relevant to your data.

How long we keep your information

We keep personal data only for as long as it is needed for the purposes described above and for applicable legal, tax, accounting, immigration, employment-business and dispute-retention periods.

• Applications that do not lead to an engagement are normally kept for up to 12 months after the decision so that we can respond to queries about the application.
• Engagement, assignment and related records are kept for the period needed to administer the engagement and meet employment-business, contractual and legal record-keeping requirements.
• Invoices, payment and tax records may need to be kept for statutory accounting and tax periods.
• Right-to-work and identity-check records are kept for the period required by applicable immigration requirements.
• Security and audit records are kept for as long as reasonably needed to protect the portal and evidence important transactions or electronic signatures.

Security and portal cookies

The portal uses HTTPS, authenticated role-based access and protected document storage. Sensitive bank and tax fields are encrypted in the database and important access/actions are audit logged.

The portal uses strictly necessary session and security cookies, and an optional remember-me cookie if you choose that feature. These are used to sign you in, maintain your session and protect the portal; they are not used for advertising.

Automated decision-making

We do not use the portal to make solely automated decisions about you that produce legal or similarly significant effects. Decisions about applications, approval and assignments involve human review.

Your rights and complaints

Depending on the circumstances, UK data-protection law gives you rights to ask for access to your personal data, correct inaccurate information, erase or restrict information, object to processing based on legitimate interests, and receive certain information in a portable format. Where consent is the basis for a particular use, you can withdraw that consent.

Contact us using the details below if you want to exercise a right or have a concern about how your information is handled. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this notice

We may update this notice from time to time. The current public version will remain available from the staff registration and sign-in screen. We will bring significant changes to your attention where appropriate.