Privacy Policy

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Last Updated: March 2025

CWHaven (“we,” “us,” or “our”) is committed to protecting the privacy of our clients, recruitment agencies, and temporary workers. This Privacy Policy explains how we collect, use, and safeguard your personal data when you use our services or website.

1. Data We Collect

We collect and process the following types of data:

    a. Client and Agency Data

• Contact Information: Name, email, phone number, job title, company name.
• Business Details: Billing address, payment information, agency contracts.
• Portal Activity: Vacancy postings, candidate submissions, timesheet approvals.

    b. Temporary Worker Data

• Personal Details: Name, contact information, right-to-work documents, DBS checks, qualifications.
• Employment Data: Timesheets, hours worked (via GPS tracking), pay rates, compliance records.

    c. Website Usage Data

• Cookies: Session cookies, analytics tools (e.g., Google Analytics).
• Device Information: IP address, browser type, operating system.

2. How We Use Your Data

We process your data for the following purposes:

• Service Delivery: Posting vacancies, verifying compliance, processing payments, and managing agency relationships.
• Legal Compliance: Ensuring adherence to UK employment and data protection laws.
• Communication: Sending service updates, security alerts, or responding to inquiries.
• Improvements: Analysing website usage to enhance user experience.

3. Legal Basis for Processing

We rely on:

• Contractual Necessity: To fulfil agreements with clients and agencies.
• Legal Obligations: Compliance with UK employment and tax laws.
• Legitimate Interests: Improving our services and preventing fraud.
• Consent: For non-essential communications (e.g., marketing emails).

4. Data Sharing

We only share data with:

• Recruitment Agencies: To fill vacancies and verify candidate compliance.
• Third-Party Providers: Secure cloud storage, payment processors, and IT support.
• Regulatory Bodies: When required by law (e.g., HMRC, UKVI).

We never sell your data.

5. Data Security

We protect your data with:

• Encryption: SSL/TLS for data transfers.
• Access Controls: Role-based permissions within our portal.
• Regular Audits: Security testing to identify vulnerabilities.

6. Your Rights

Under GDPR/UK Data Protection Act, you have the right to:

• Access: Request a copy of your data.
• Rectify: Correct inaccurate information.
• Delete: Request erasure of non-essential data.
• Object: Opt out of specific processing activities.
• Portability: Transfer your data to another provider.

To exercise these rights, contact us.

7. Cookies

We use cookies to:

• Essential Cookies: Enable portal functionality (e.g., login sessions).
• Analytics Cookies: Track website traffic via tools like Google Analytics.

You can manage cookie preferences via your browser settings.

8. Data Retention

We retain data only as long as necessary:

• Clients/Agencies: 6 years post-contract termination (for tax/legal compliance).
• Temporary Workers: 2 years after last assignment (for compliance audits).

9. International Data Transfers

Data is stored in the UK/EU. If transferred outside these regions, we ensure safeguards (e.g., EU Standard Contractual Clauses).

10. Changes to This Policy

We may update this policy periodically. Updates will be posted on our website with a revised “Last Updated” date.