Employee and applicant privacy notice

Recyclr Group Ltd is the data controller. Our company number is 17201596 and our registered office is 18 Avon Walk, Basingstoke, Hampshire, RG21 4DJ, England. Questions or rights requests can be sent to info@recyclrgroup.co.uk or raised through our contact page.

Depending on your relationship and role, we may hold identity and contact details; date of birth; address history; National Insurance and right-to-work information; recruitment, references and qualifications; employment terms, role, location and line management; attendance, leave, hours and training; performance, conduct, grievance and disciplinary records; pay, tax, pension, expenses and bank details; equipment and system-access records; emergency contacts; and records created when you use company systems or vehicles.

Where it is necessary and lawful, records may include health, disability, workplace-adjustment, fit-note, accident, equality-monitoring, trade-union or criminal-offence information. We do not ask for sensitive information merely because the system has space for it.

Information normally comes from you. It may also come from referees, recruiters, previous employers, government or regulatory bodies, occupational-health or benefit providers, managers and company systems.

We use information to recruit and onboard people; check eligibility, identity, competence and right to work; manage the employment relationship and work allocation; pay salary, tax, pension, benefits and expenses; provide training, equipment and system access; manage attendance, performance, capability, conduct, grievances, health and safety and workplace adjustments; protect people, vehicles, sites and systems; keep required records; and establish, exercise or defend legal claims.

Our lawful bases depend on the activity and include taking steps before or performing an employment contract, complying with legal obligations, and our legitimate interests in managing and protecting the organisation. We do not normally rely on employee consent where the employment relationship means consent would not be freely given.

Where special-category or criminal-offence information is needed, we also identify an applicable condition under UK data-protection law, such as employment and social-protection law, occupational health, health and safety, substantial public interest or legal claims. Recyclr must maintain the additional policy and safeguards required for that processing.

Access inside Recyclr is limited by role and business need. This may include authorised People, payroll, finance, line-management, IT/security and senior-management staff. A restricted HR record is not made available to ordinary CRM users merely because they can use the CRM.

We may share the minimum necessary information with payroll, pension, benefits, banking, occupational-health, training, recruitment, legal, insurance, IT, hosting and communications providers; HMRC and other public authorities; regulators; prospective business purchasers; and other parties where law or a legal claim requires it. We do not sell worker information.

Some technology providers may process information outside the United Kingdom. Where they do, we use an available lawful transfer mechanism and required safeguards. We use access controls, audit records and technical and organisational security measures appropriate to the sensitivity of HR information. No online service can promise absolute security.

We keep each type of record only for its documented employment, safety, tax, regulatory or legal-claims purpose. Different records require different periods rather than one blanket period. For example, right-to-work evidence is normally retained for employment plus two years; PAYE records for at least three years after the relevant tax year; and minimum-wage records for at least six years. Records that are no longer needed are deleted or anonymised where appropriate.

Before live HR use, Recyclr will complete and professionally review its detailed retention schedule, including recruitment, core personnel, health, conduct, payroll, pension, driving and safety records. You may ask us for the period that applies to a particular record.

Depending on the circumstances, you may ask for access, correction, deletion, restriction or portability, or object to particular use. You may also ask us to record your disagreement with an employment assessment. These rights can have legal limits, and we may need to verify your identity.

Contact us first so we can investigate. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

We will bring material new uses of worker information to the people affected before they begin. Last updated: 18 October 2026.