Higher-ED Worker Privacy Statement -

Transform-ED Educational Consultancy Ltd

Contact details

Telephone: 01462 544737

Email: hello@transform-ed.uk

WORKER PRIVACY NOTICE:

BACKGROUND:

Transform-ED Educational Consultancy Ltd (“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 or ‘sensitive’ personal data) so that it can provide these services. In so doing, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form, CV, or via our website, or we may collect them from another source, such as a jobs board. The Company must have a legal basis for processing your personal data. See below for more details. We will only use your personal data in accordance with the terms of this notice for the purposes of providing you with work-finding services and/or information relating to roles relevant to you.

Information About Us

Transform-ED Educational Consultancy Ltd.

A limited company registered in England under company number 13863089.

Registered address: 7 Forbes Business Centre, Kempson Way, Bury St Edmunds, Suffolk, England, IP32 7AR.

Data Protection Officer: Dr Mark J.P. Kerrigan.

Email address: hello@transform-ed.uk.

Telephone number: 01462 544 737.

Postal address: 7 Forbes Business Centre, Kempson Way, Bury St Edmunds, Suffolk, England, IP32 7AR

What Does This Notice Cover?

This Privacy Notice explains how we use your personal data to deliver our Agency Worker Contract: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data. This includes the use of our online Recruitment Portal and related software. This Notice does not cover our websites which each have a separate Policies Notice at:

Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 12.
The right to access the personal data we hold about you. Part 10 will tell you how to do this.
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 12 to find out more.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 12 to find out more.
The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
Rights relating to automated decision-making and profiling. art 6 explains more about how we use your personal data, including automated decision-making and profiling.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 12.

It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed for as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 12.

What Personal Data Do You Collect and How?

The Company may collect and hold some or all of the following personal data and special category or ‘sensitive’ personal data:

Data Collected	How We Collect the Data
Identity Information including name, title, date of birth, previous names, account username, IP address, browser type	Data entry via our recruitment platform, email and telephone
Contact information including address, email, telephone number	Data entry via our recruitment platform, email and telephone
Work information including CV, personal statement, certificates of qualification and completion	Data entry via our recruitment platform, email and telephone
Other identity information including NI number, proof of ID (passport, driving licence),	Data entry via our recruitment platform, email and telephone
Sensitive personal information including health information, sexuality, ethnicity, religion, gender identity, disability status, credit check information DBS or criminal records checks (only if requested by the employer)	Data entry via our recruitment platform, email and telephone
Personal references related to previous employment and/or personal reference	Written submission or notes/transcript from a telephone/video call.
Video recording and transcription as part of our recruitment process	Google Meet and Gemini transcription

You are under no obligation to provide the Company with data. However, if you do not provide certain information, we will not be able to provide work-finding services.

How Do You Use My Personal Data?

The Company needs to collect and process data in order to offer work-finding services to you.

The Company will process your personal data for the purposes of providing you with work-finding services. This includes, for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, and developing and managing our services and relationship with you and our clients.

In some cases, the Company may be required to collect and process your data for the purpose of investigating, reporting, and detecting crime, and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

We use the following automated system for carrying out certain kinds of decision-making and profiling. If at any point you wish to query any action that we take on the basis of this or wish to request ‘human intervention’ (i.e. have someone review the action themselves, rather than relying only on the automated method), the Data Protection Legislation gives you the right to do so. Please contact us to find out more using the details in Part 12.

The following automated decision-making method(s) may be used:
- We do not use any system for automated decision-making
The following automated profiling may take place:
- Match to a vacancy. The legal basis of this process is ‘consent’, by agreeing to this contract, and ‘contract’, necessary to deliver this contract. Data used for this includes but not limited to those described under Part five of this notice. This result is a list of potential Workers matched to a vacancy to be subsequently reviewed by a human;
- Worker ranking to a vacancy. The legal basis of this process is ‘consent’, by agreeing to this contract, and contract’, necessary to deliver this contract. Data used for this includes but not limited to those described under Part five of this notice. This result is a ranking list of potential Workers matched to a vacancy to be subsequently reviewed by a human.

The legal bases we rely upon to offer our services to you are:

Your consent (e.g. to register you as a new candidate or to manage our relationship with you);
Where we have a legitimate interest (e.g. managing our database and keeping work records up to date, providing work finding services to you and our clients, and contacting you to seek your consent where it is needed);
To comply with a legal obligation that we are subject to (e.g. to check your entitlement to work in the UK and to comply with safeguarding requirements).

The Company will only use your personal data for the purposes for which it was originally collected, unless we reasonably believe that another purpose is compatible with those original purposes and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 12.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purposes for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

How Long Will You Keep My Personal Data?

The Company will only hold your personal data for as long as is necessary to fulfil the purposes for which we collected it.

Different laws may also require us to keep data for different periods of time.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003 require us to keep work-seeker records for at least one year from:

the date of their creation; or
after the date on which we last provide you with work-finding services.

The Company must also keep your payroll records, holiday pay, sick pay, and pensions auto-enrolment records. These records are retained for as long as is legally required by HMRC and associated national minimum wage, social security, and tax legislation.

Where the Company has obtained your consent to process your personal and sensitive data, we will do so in line with our Data Protection Policy. Upon expiry of the period to which you have consented, the Company will seek further consent from you. Where consent is not granted, we will not continue to process your data.

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

Type of Data	How Long We Keep It
Identity Information including name, title, date of birth, previous names, account username, IP address, browser type	2 years from submission unless legal requirement is for longer
Contact information including address, email, telephone number	2 years from submission unless legal requirement is for longer
Work information including CV, personal statement, certificates of qualification and completion	2 years from submission unless legal requirement is for longer
Other identity information including NI number, proof of ID (passport, driving licence),	2 years from submission unless legal requirement is for longer
Sensitive personal information including health information, sexuality, ethnicity, religion, gender identity, disability status, (only if requested by the employer), credit check information (only if requested by the employer), DBS or criminal records checks (only if requested by the employer)	2 years from submission unless legal requirement is for longer
Personal references related to previous employment and/or personal reference	2 years from submission unless legal requirement is for longer
Video recording and transcription as part of our recruitment process	2 years from submission unless legal requirement is for longer

How and Where Do You Store or Transfer My Personal Data?

Data is stored in a range of different places, including on your application record, in the Company’s candidate management systems and in other IT systems (including the Company’s email system).

We will or store some of your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.

We will store some of your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law. Transfers of personal data to the EEA from the UK are permitted without additional safeguards.

We may store some or all of your personal data in countries outside of the UK. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:

We will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information, please refer to the Information Commissioner’s Office.

Please contact us using the details below in Part 12 for further information about the particular data protection safeguards used by us when transferring your personal data to a third country.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

limiting access to your personal data to those employees, agents, clients, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.

Do You Share My Personal Data?

The Company may process your personal data and/or sensitive personal data with the following recipients:

HMRC;
Clients of the Company;
Any applicable legal or government authorities;
Previous employers (e.g. in respect of references);
Payroll service providers;
Recruitment software service providers;
IT software service providers;
Training software service providers.

When your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

If any personal data is transferred outside of the UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as explained above in Part 8.

How Can I Access My Personal Data?

If you want to know what personal data we hold about you, you can ask us for details of that personal data and for a copy of it. This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 12.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

How Do You Use Cookies?

Our services requite access to our websites which may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of our site and to provide and improve our services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

All Cookies used by and on our site are used in accordance with current Cookie Law.

Before Cookies are placed on your computer or device, you will be shown a CookieYes pop up box requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of our site may not function fully or as intended.

Certain features of our site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown in our Cookie Notice. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings, but please be aware that our site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.

Individual website Cookie Policies can be accessed via the following links:

A Transform-ED Educational Consultancy Cookie Policy: https://transform-ed.uk/cookie-policy/
A Higher-ED Website Cookie Policy: https://higher-ed.uk/cookie-policy/
Recruitment Portal Cookie Policy: https://transformed.vincere.io/careers/cookie-details

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Company Director)

Email address: hello@transform-ed.uk

Telephone number: 01462 544737.

Postal Address: 7 Forbes Business Centre, Kempson Way, Bury St Edmunds, Suffolk, England, IP32 7AR.

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available via our website. This Privacy Notice was last updated on 17^th May 2025.