The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including special category data) so that it can provide these services – in doing so, the Company acts as a data controller. When you register with a different Unitemps branch, apply for their roles, or are engaged under a contract for services to work for them, then they will act as data controller. Their privacy notice will apply to the processing of your data and you should direct any queries to them directly.

1. What personal information do we collect about you?

When you engage with the Company in relation to work finding services, we collect and retain relevant personal data. This information is used for the purposes set out in Section 3 of this Privacy Notice.

We may process the following categories of personal data about you:

• Name
• Contact details
• Experience, training, qualifications and skills
• CV – which may include job and educational history
• Contact details of referees

We may also process special category data about you such as:

• Health or medical condition
• Religion

2. How do we collect your information?

The Company may collect your personal data through a range of methods and sources, depending on your relationship with us and the nature of our interaction. We may collect your personal information:

• Directly from you – when you submit applications or contact us directly.
• From third parties – from a third party such as an online job board or recommendations from clients or candidates. Where we obtain your personal data from a third party, it is our policy to advise you of the source when we first communicate with you.
• From publicly available sources – from social media such as LinkedIn, online jobsites such as Reed and other information in the public domain.

3. How do we use your personal data?

The Company may process your personal data for the following purposes:

• To fulfil a contractual obligation that we have with you
• To verify your identity
• Assess your suitability for a job role
• Conduct right to work checks
• Adhere to payroll, tax, social security and HMRC requirements
• Managing our database and keeping work seeker records up to date
• Assessing your suitability and to contact you regarding potential opportunities and/or our services
• In order to source potential opportunities or roles as part of our recruitment services
• Contacting you to seek consent where we need it
• Providing work finding services to you, including sending your information to our clients where you have demonstrated an interest in doing that particular type of work but not expressly consented to us passing on your CV
• Arranging payments to you
• To send you marketing communications and news via email. You can opt-out of receiving these at any time by clicking “unsubscribe” when you receive these communications from us.
• Establishing compliance with contractual obligations with clients or suppliers
• Addressing any query or dispute that may arise including establishing, exercising or defending any legal claim
• Protecting our reputation
• Maintaining a back up of our system
• Financial reporting
• To prevent and detect fraud, bribery, corruption, or other unlawful activities in accordance with the University’s internal policies and legal obligations;
• To comply with statutory and regulatory requirements, including those under the Data Protection Act 2018 and UK GDPR and other relevant legislation.

4. The lawful basis we use to process your data

Data protection law sets out reasons for collecting and processing your personal data. In this section, we outline the legal bases the University uses.

We will be processing your data under:

• Article 6(1)(a) Consent “the data subject has given consent to the processing of his or her personal data for one or more specific purposes”
  We may process your personal data on the basis that you have consented to us doing so for a specific purpose, for example, if we would like to put you forward for a vacancy that you have not applied for we would ask for your consent to share your details with our client, we also ask for your consent to send you any marketing information.
  You may withdraw your consent to our processing of your personal information for a particular purpose at any stage. To withdraw your consent, contact unitemps@canterbury.ac.uk.
• Article 6(1)(b) Contract “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”
• Article 6(1) (f) Legitimate Interests “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child”

We may process your personal data under this legal basis to:

• • Manage our database and keep work seeker records up to date
  • To assess your suitability and to contact you regarding potential opportunities and/or our services
  • In order to source potential opportunities or roles as part of our Recruitment Services
  • Contacting you to seek consent where we need it
  • Providing work finding services to you, including sending your information to our clients where you have demonstrated an interest in doing that particular type of work but not expressly consented to us passing on your CV
  • Retaining records of our dealings and transactions and where applicable, use such records for the purposes of:
  • Establishing compliance with contractual obligations with clients or suppliers
  • Addressing any query or dispute that may arise including establishing, exercising or defending any legal claims
  • Protecting our reputation
  • Maintaining a back up of our system, solely for the purpose of being able to restore the system to a particular point in the event of a system failure or security breach.
  • Financial reporting
  • Determining staff training and system requirements.We may need to process your data in order to ensure we are complying with our statutory obligations and legal requirements.

• Article 6(1)(c) Legal obligation “processing is necessary for compliance with a legal obligation to which the controller is subject”
  We process your personal data under this legal basis in order to:
  • Verify a candidate’s identity
  • Assess a candidate’s suitability for a job role
  • Conduct right to work checks
  • Adhere to payroll, tax, social security and HMRC requirements.We do so to comply with a number of statutory provisions including the Conduct of Employment Agencies and Employment Businesses Regulations 2003.

Where we process Special Category Data, we will do so under the following legal basis:

• Article 9(2)(b) Employment, social security and social protection (if authorised by law)

5. Who do we share your personal data with

Unitemps is a franchise network and the details you provide will be shared with all of the UK Unitemps franchises in our network in order to provide you with our Recruitment Services.

We may also share your personal data with trusted third-party service providers who act as data processors on our behalf. These are

• Hirers and clients, where it is necessary for the provision of our Recruitment Services
• Your former or prospective new employers that we obtain or provide references to
• Any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us
• IT support
• Storage service providers
• Legal and professional providers
• Amiqus for right to work checks
• Background screening providers
• Payroll departments/bureaus
• Government, law enforcement agencies and other regulators e.g. the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI), DWP.

These third parties support with the administration, management and regulation of Recruitment Services. All third parties are required to handle your data securely and in accordance with data protection legislation.

We may also disclose your personal data where necessary to meet our legal or statutory obligations under the Data Protection Act 2018 and UK GDPR or other relevant legislation. This may include sharing information with government departments, regulatory bodies, funding agencies, or law enforcement authorities where disclosure is legally required.

The Company may transfer only the information you provide to us to countries outside the European Economic Area (EEA) for the purposes of providing you with work-finding services. We will only do this is the client and the job role are based outside the EEA.

Whoever we share your information with, we will only share what is relevant and necessary to perform the specific task or to meet our legal obligations.

6. How long do we keep your personal data

We retain personal data only for as long as is necessary to fulfil the purposes set out in this Privacy Notice, including to satisfy legal, regulatory, and contractual obligations. This includes our obligations under the Data Protection Act 2018 and UK GDPR or other relevant legislation.

Information about Unitemps systems retention periods can be found on the System Retention Period page on the Unitemps website.

When identifiable records are no longer required for the purposes set out in this Privacy Notice, they are either anonymised or securely disposed of according to our Confidential Waste Policy.

7. How do we protect and store your personal information

We are committed to safeguarding the personal data we process and have robust internal policies and controls to prevent unauthorised access, accidental loss, destruction, misuse, or disclosure of personal data. Access to personal information is strictly limited to authorised personnel who require it for the performance of their duties in connection with Unitemps.

Where personal data is shared with third-party processors, such parties are contractually required to act solely on our instructions, implement appropriate technical and organisational safeguards, and comply fully with the requirements of the Data Protection Act 2018 and UK GDPR.

8. The data controller and further information

Canterbury Christ Church University is the Data Controller for this personal data.

Please click the link below to access further information regarding:

• The Data Controller
• The name and contact details of the University Data Protection Officer
• Where to make a complaint
• Your Rights as a Data Subject
• How to contact the Regulator

Version control

We will update this privacy notice from time to time. We will post any changes on the notice with revision dates. If we make any material changes, we will notify you.

Title: CCCU Unitemps Privacy Notice
Process Owner: Director of Research, Enterprise & Innovation Services
Department responsible: Research, Enterprise & Innovation Services
Date approved: 24th June 2026
Date of review: 24th June 2028
Date last amended: 24th June 2026