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Staff Privacy Notice


This privacy notice describes how The Specialists Hub Ltd and its service providers collect and use your personal data for recruitment and employment purposes and applies to current and former employees, contractors and candidates for recruitment.

Who collects your personal data?

The Data Controller is The Specialists Hub Ltd, registered office:  The Landing, Blue, MediaCityUK, Salford, M50 2ST.  Details about how we process your data can be requested by emailing hello@specialistshub.co.uk

What personal data do we collect?

The Specialists Hub Ltd collects and processes the following type of information:


  • Contact details, such as name, address, telephone number and email address
  • Date of birth
  • Gender
  • National Insurance number
  • Copy of driving licence, passport, birth and marriage certificates, decree absolute
  • Secondary employment, register of interests and volunteering information
  • Recruitment information, such as right-to-work documentation, references and details in a curriculum vitae (CV)
  • Evidence of how you meet nationality rules, your right to work in the UK and immigration status, such as passport and nationality details
  • Information about criminal convictions or allegations of criminal behaviour
  • Suitability for working with vulnerable children and adults and any safeguarding issues or concerns

In relation to your employment

  • Salary, payroll records, annual leave, pension and benefits information
  • Confirmation of your security clearance (if applicable)
  • Start and leave dates
  • Location of workplace
  • Employment records, such as your contract, job title, working hours and attendance
  • Performance, appraisal, disciplinary and grievance information
  • Information about criminal convictions or allegations of criminal behaviour
  • Your use of Specialists Hub information and communications systems
  • Health data, such as medical conditions and sickness records

Where we collect your personal data from

The Specialists Hub or its service providers collect personal data about employees and contractors through the recruitment process. This data comes directly from candidates or sometimes from an employment agency or background check provider.

We sometimes collect information from third parties including:

  • Former employers
  • Credit reference agencies or other background check agencies
  • Doctors, medical and occupational health professionals
  • Disclosure Barring Service
  • United Kingdom Security Vetting
  • UK Visas and Immigration
  • Consultants and other professionals who advise us
  • We may collect additional personal data during job-related activities throughout your employment.

How we use your personal data

The Specialists Hub or its service providers use your personal data to:

  • Manage your contract of employment
  • Make a decision about your recruitment or appointment
  • Pay you and deduct tax and National Insurance contributions
  • Provide you with employment-related benefits
  • Give information to your pension provider
  • Conduct performance reviews, manage performance and set performance goals
  • Help plan your education, training and development requirements
  • Comply with health and safety regulations
  • Monitor your use of Specialists Hub information and communication systems and check you follow its IT and security policies

We may also use your personal data to:

  • Make a decision about your promotion or suitability for transfer to another role
  • Check you’re legally entitled to work in the UK
  • Gather evidence for grievance or disciplinary matters
  • Make decisions about your continued employment or engagement and termination of contract
  • Deal with legal disputes involving you and other employees or contractors
  • Decide if you’re fit to work or to manage sickness absence
  • Prevent fraud
  • Make decisions about salary reviews and compensation
  • Gather data to review and better understand employee retention and attrition rates
  • Carry out business management and planning, for example, accounting, auditing or for business continuity



We may use your more sensitive personal data to:

  • Carry out our legal obligations or employment-related legal rights
  • Manage leave of absence
  • Carry out our statutory duties or for official purposes
  • Decide if you’re fit to work or to manage sickness absence
  • Ensure your health and safety in the workplace, provide appropriate workplace adjustments and administer benefits
  • Register the status of a protected employee and comply with employment law obligations
  • Administer our pension scheme
  • Prevent or detect unlawful acts
  • Protect your interests or those of another person

Use of criminal conviction data

We will use information about criminal convictions or allegations:

  • To make decisions regarding suitability for the role
  • In possible grievance or disciplinary matters and associated hearings

We only use your personal data in these ways where one of the following applies:

  • We need to carry out our legal obligations or employment-related legal rights
  • To carry out our statutory duties

Legal basis for processing your personal data

The Specialists Hub or its service providers only use your personal data when the law allows them to. They most commonly use your personal data:

  • For the performance of a contract, such as your contract of employment
  • To carry out its statutory duties
  • To comply with a legal obligation
  • To protect your interests or those of another person

Processing special category personal data

We may process this data to:

  • Carry out our obligations and exercise our rights in employment
  • Safeguard your employment rights
  • Protect your vital interests or those of another person where you are incapable of giving your consent
  • Establish, exercise or defend legal claims
  • Archive items that are in the public interest

We rely on the processing conditions in the Data Protection Act 2018 which relate to the processing of special category data for employment, statutory and regulatory purposes.

Processing criminal conviction data

We may process personal data relating to criminal convictions and offences or related security measures to:

  • Meet our legal obligations, such as employment law, social security law or the law relating to social protection
  • Exercise our employment-related legal rights
  • To protect your interests or those of another person

We rely on the processing conditions in the Data Protection Act 2018 which relate to the processing of criminal conviction data for employment and statutory purposes.

Who do we share your data with

The Specialists Hub or its service providers share your personal data with third parties when:

  • Required by law
  • Requested by a regulator or official agency, including Ofsted, Department for Education or Education and Skills Funding Agency
  • Necessary to manage its working relationship with you
  • It’s in the public interest to do so
  • Contacted by a new or prospective employer for an employment reference
  • Asked for a financial reference, such a tenancy or mortgage application
  • Necessary for fraud and data error investigations

Service Provider/Third Party


EBA Chartered Accountants

Payroll, Pensions

Peninsula Group Limited

HR Services


Managing all data processing in relation to your employment

HM Revenue and Customs

Tax and Pay


Data backup

Government agencies (Ofsted, DfE, ESFA, etc.)

To meet our statutory and regulatory obligations

Disclosure and Barring Service, United Kingdom Security Vetting and UK Visas and Immigration

Visa applications and security vetting

Pension service providers, and any additional voluntary contributions (AVCs) providers

Pensions administration

External auditors

Variety of audit checks to assure compliance with process/policy

Travel providers

Travel and accommodation management


We expect all service providers to have adequate technical and organisational controls in place and to only process your data for the purposes we have specified.

How long do we hold your personal data?

The Specialists Hub and its service providers only retain personal data for as long as necessary to fulfil the purposes they collected it for, such as legal, accounting or reporting requirements.


All personal data is held in accordance with the Specialists Hub's retention schedule and more information can be requested from hello@specialistshub.co.uk

What happens if you do not provide the data requested?

If you do not provide certain data when requested, Specialists Hub may not be able to:

  • Fulfil its contract with you, such as to pay you or provide benefits
  • Meet its legal obligations

Use of automated decision-making or profiling

The data you provide is not used for:

  • Automated decision-making (making a decision by automated means without any human involvement)
  • Profiling (automated processing of personal data to evaluate certain things about an individual)

Transfer of data outside the European Economic Area (EEA)

The Specialists Hub does not transfer data outside of the EEA.

Your rights

Find out about your individual rights under the General Data Protection Regulation (GDPR), the Data Protection Act 2018 at: Individual rights | ICO


You have the right to make a complaint to the Information Commissioner’s Office at any time. Make a complaint | ICO




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