PRIVACY
POLICY

1. Who We Are

Oakwell Workforce Limited is an employment business registered in England and Wales (Company No. 17098259), with registered office at Stourbridge, West Midlands, United Kingdom.

We are in the process of completing our ICO registration. We are the Data Controller for all personal data processed in connection with our website and services.

Data Protection contact: hello@oakwellworkforce.com

2. What Data We Collect

Website visitors

• Analytics data (pages visited, time on site, device type) — only if you accept analytics cookies
• Contact form submissions (name, email, phone, message)

Workers and candidates

• Identity data: name, date of birth, National Insurance number
• Contact data: home address, phone number, email address
• Right-to-work documentation: passport, visa, share code reference
• Employment data: work history, qualifications, licences, availability
• Financial data: bank account details (for payroll purposes only)
• Payroll records: timesheets, payslips, tax information

Clients and client contacts

• Identity and contact data: name, job title, work email, phone number
• Business data: company name, company registration number, VAT number
• Commercial data: contract terms, invoice records, assignment details

3. How We Use Your Data

• Providing our services: matching workers to assignments, managing payroll, and fulfilling our obligations to clients — lawful basis: performance of contract.
• Legal compliance: right-to-work checks, PAYE and NI reporting to HMRC, AWR compliance — lawful basis: legal obligation.
• Legitimate business interests: managing client and candidate relationships, maintaining business records — lawful basis: legitimate interests.
• Responding to enquiries: processing contact form submissions — lawful basis: legitimate interests / performance of contract.
• Direct marketing to existing clients: relevant updates about our services — lawful basis: legitimate interests. You may opt out at any time.

We will never sell your data to third parties.

4. Who We Share Data With

• Client hirers — limited to information needed for a worker’s assignment
• HMRC — payroll, PAYE, NI and VAT data as required by law
• Pension providers — for auto-enrolment purposes
• Payroll software providers — as data processors under our instructions
• Insurance providers — where necessary to process a claim
• Our accountants — on a confidential basis
• Law enforcement / regulatory bodies — where required by law

We do not transfer personal data outside the UK or EEA without appropriate safeguards.

5. How Long We Keep Data

• Worker payroll and tax records: 6 years from the end of the tax year
• Right-to-work documentation: duration of engagement plus 2 years
• Worker records (unsuccessful candidates): 6 months from last contact
• Client financial records: minimum 6 years from end of relevant tax year
• Contact form enquiries (not converted): 6 months

6. Your Rights

• Right of access — request a copy of personal data we hold about you
• Right to rectification — ask us to correct inaccurate data
• Right to erasure — ask us to delete your data in certain circumstances
• Right to restrict processing — ask us to pause processing
• Right to data portability — receive your data in a machine-readable format
• Right to object — object to processing based on legitimate interests

To exercise any right, contact us at hello@oakwellworkforce.com. We will respond within one calendar month.

7. Cookies

What are cookies?

Cookies are small text files stored on your device when you visit a website. They help websites work properly and provide information to website owners.

What cookies does this site use?

• Essential cookies: Required for the website to function. These include cookies that remember your cookie preference. They cannot be declined.
• Analytics cookies (optional): We may use analytics tools to understand how visitors use our site. These are only set if you click “Accept” on our cookie banner.

Managing cookies

You can accept or decline non-essential cookies using the banner displayed when you first visit the site. You can also clear cookies from your browser settings at any time.

8. Contact and Complaints

Oakwell Workforce Limited
Stourbridge, West Midlands, United Kingdom
Stourbridge, West Midlands
Email: hello@oakwellworkforce.com

If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office (ICO)
Tel: 0303 123 1113  |  ico.org.uk

9. Website Terms of Use

The information on this website is provided for general information purposes only. While we endeavour to keep the information up to date and accurate, we make no representations or warranties of any kind about the completeness, accuracy, or suitability of the information.

Oakwell Workforce Limited is not liable for any loss or damage arising from your use of, or reliance on, information provided on this website.

All content on this website is the intellectual property of Oakwell Workforce Limited unless otherwise stated. Reproduction without prior written permission is prohibited.

This website and its content are governed by the laws of England and Wales.