Privacy Policy

Privacy Policy

FC Workforce Ltd takes the privacy and security of personal information seriously. We are committed to protecting the personal data that we process and to complying with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how FC Workforce Ltd collects, uses, stores and protects personal information when you use our website, contact us, register with us, apply for work, work through us, or otherwise interact with us as a candidate, worker, client or other individual.

We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal requirements or how we process personal information. The latest version will be published on this website.

Effective date: 6th October 2026

FC Workforce Ltd Privacy Policy

Effective date: 6 October 2026

FC Workforce Ltd (“FC Workforce”, “we”, “us” or “our”) is a recruitment agency and temporary labour provider. We take the protection of personal information seriously and aim to be clear about how and why we use your information.

This Privacy Policy explains how we collect, use, store and protect personal information when you apply for work, register with us, communicate with us, use our website or interact with our recruitment services.

1. Who we are

FC Workforce Ltd
Company number: 11198022
Registered office: Stuart House, City Road, Peterborough, PE1 1QF

Our Data Protection Contact is Bailey Wootton.

If you have any questions about how we use your personal information, you can contact us at bailey@fcworkforce.co.uk.

2. The information we collect

Depending on your relationship with FC Workforce and the services you use, we may collect and process information including:

your name and contact details;
your address, town and postcode;
your email address and telephone number;
your employment history and experience;
qualifications, certificates, licences, skills and training;
information contained within your CV;
your availability and preferences for work;
right to work information and documentation;
information from identity documents where required for recruitment or compliance checks;
information relating to assignments and placements;
information needed to arrange payment;
information relating to references and other pre-employment checks;
information relating to driving licences where relevant to a role;
information you provide when communicating with us; and
information you provide through our website or recruitment systems.

Where information is not provided on your CV or during the recruitment process, we do not assume that you do not have the relevant qualification, licence, skill or experience. For example, information may be recorded as not evidenced where it has not been provided to us.

3. Where we obtain your information

We may obtain your personal information directly from you or from other sources, including:

applications made through Indeed;
the Totaljobs CV database;
CVs sent directly to FC Workforce;
people who come to us through a referral link;
clients and other organisations involved in the recruitment process;
referees and other verification sources; and
information generated during your interactions with FC Workforce.

Where we obtain your information from another source, we will provide the privacy information required by applicable data protection law.

4. How we use your information

We use personal information for purposes including:

identifying suitable employment opportunities;
assessing your suitability for roles;
contacting you about suitable work;
arranging interviews, assignments and placements;
communicating with you about recruitment and employment matters;
carrying out identity, right to work and other compliance checks;
checking qualifications, licences and experience where relevant;
communicating your details to clients where appropriate;
maintaining accurate recruitment and worker records;
administering payments and other employment-related matters;
preventing duplicate or inappropriate contact;
responding to requests, complaints and enquiries;
maintaining records of our recruitment activity and decisions;
improving our recruitment processes and systems; and
meeting our legal and regulatory obligations.

5. Our use of Artificial Intelligence

FC Workforce uses an internally developed artificial intelligence system called Alex & Anna as part of some of our recruitment processes.

We believe it is important to be open about this.

Alex is an automated recruitment assistant which can assist with reviewing CVs, identifying information relevant to vacancies, matching candidates to roles and communicating with candidates.

Alex may:

read and extract information from CVs;
identify experience, qualifications, licences, certificates, skills and equipment stated in a CV;
compare candidate information against programmed vacancy requirements;
rank, filter or shortlist candidates;
assist with recruitment communications;
communicate with candidates through our web chat;
process information provided by candidates through that chat;
read certain identity and other documents where this is required for recruitment or compliance purposes;
assist with right to work and other compliance processes;
prepare or issue recruitment documentation for electronic signature; and
create or update recruitment records.

Alex is configured to identify itself as an automated system when you interact with it.

Courier companies and owner-drivers
Who this covers

Directors, owners and staff of courier companies, and owner-drivers, whom we may offer subcontracted multi-drop courier work for a national parcel carrier. It also covers people who register interest on our depot pages, and people who refer someone to us.

What we hold

Business contact details: name, role, business email address, business phone number.
Company details: company name and number, registered office and website.
What the business says publicly about its vans and services.
If you register with us: your name, mobile, email address, postcode, whether you have a van and how many, when you could start, your answers to our requirement questions, how you’d like us to contact you, and how you heard about us (including any referral code).
Our emails, calls and notes with you.
Any request not to be contacted.

Where we get it

The public Companies House register: company details and officers’ names.
Your company’s own website.
You, when you register, reply or speak to us.
Someone who refers you to us.

How we use it, and our lawful basis

Finding and contacting businesses about courier work. Our lawful basis is our legitimate interests. We need courier capacity for our client, and this is ordinary business-to-business contact about paid work. We only email company addresses. We do not cold-email sole traders or personal addresses, and you can object at any time.
Dealing with your registration and talking to you about the work. This is a step you have asked us to take before any contract, and is also in our legitimate interests.
Calling, texting, emailing or messaging you on WhatsApp after you register. This is based on your consent, separately for each way you tick. You can withdraw it at any time.
Before we phone a business we found ourselves, we check the number against the Telephone Preference Service and the Corporate Telephone Preference Service.
Referral payments. These are made under the referral terms (contract) and kept for our accounts (legal obligation).
Keeping a do-not-contact list. We do this so that we respect your objection for good (legitimate interests and legal obligation).

Our AI assistant, Anna

Anna is an AI assistant. She reads public information, such as the Companies House register and a company’s website, to judge whether a business may be a good fit and how close it is to a depot. She also sends our emails and reads the replies.
This is profiling for direct marketing. It does not lead to any decision with legal or similarly significant effects: a person decides whether we work with you.
You can object to it at any time.
Information is processed by our AI provider on the terms described in the Alex section of this notice.

Who we share it with

Microsoft, which hosts our systems and email.
Our AI provider.
If you choose WhatsApp, Meta’s WhatsApp service carries those messages.
If you decide to go ahead with the work, our client, once a confidentiality agreement is in place.
We never sell your details.

How long we keep it

Business contact records: 2 years after our last contact.
If your company signs a confidentiality agreement with us, we keep the signed agreement and its signing record (the time and IP address of signing) indefinitely, as a record of the agreement.
Registrations that don’t go ahead: 12 months.
Email and audit records: 6 years.
The do-not-contact list: for as long as we do this work, holding only what we need to recognise you.

Stopping contact

Reply “stop” or “unsubscribe” to any email, or email anna@fcworkforce.co.uk, and we will not contact you again. Your other rights are set out in this notice.

6. Automated recruitment decisions

Some parts of our recruitment process involve automated decision-making.

Alex may use programmed vacancy criteria to determine whether a candidate appears to meet the requirements of a particular role. This can include ranking, filtering, shortlisting or rejecting candidates.

An automated rejection is specific to the vacancy concerned. It does not mean that you are permanently rejected by FC Workforce or unsuitable for all future roles.

Where an automated rejection is made, you will be given an opportunity to request human review. If you request a review, an appropriately authorised member of our team can consider your circumstances and the information available to us.

We monitor and test our automated recruitment processes and may make changes where we identify errors or areas for improvement.

7. Web chat and recruitment assistant

We may use Alex through a web-based chat as part of our recruitment process.

At the beginning of the interaction, Alex will identify that you are communicating with an automated system.

The chat may be used to:

discuss available roles;
ask recruitment questions;
collect information needed to assess suitability;
collect compliance information;
process documents;
provide recruitment information; and
arrange or progress recruitment steps.

If the system cannot appropriately deal with a question, issue or situation, it may refer the matter to a member of our team.

8. Identity and compliance documents

As part of recruitment and worker compliance, we may ask you to provide documents such as a passport, driving licence, birth certificate or other documentation.

Where appropriate, our systems, including Alex, may read information from photographs or electronic copies of these documents to assist with recruitment or compliance checks.

For example, where we need to establish whether a person meets a minimum age requirement, the system may record whether the person is at least 18. It is not intended to extract or retain a date of birth from an identity document solely for that purpose.

Some compliance checks may be completed or finally approved by a human member of FC Workforce rather than by AI.

9. Driving licence information

Where a role involves driving, we may need to check information relating to your driving licence, including whether you hold the appropriate licence and whether there are relevant restrictions or disqualifications.

Where information relating to driving offences or licence points is required, this is handled through our human compliance process and is not used by Alex to make automated recruitment decisions.

10. Our lawful bases for using your information

We rely on the lawful bases available to us under UK data protection law, depending on the particular processing activity.

These may include:

Legitimate interests
We may use your information where this is necessary for our legitimate interests in operating our recruitment business, identifying suitable work, communicating with candidates and clients, maintaining recruitment records and managing our services, provided those interests are not overridden by your rights and interests.

Contract
We may process information where this is necessary to enter into or perform a contract with you.

Legal obligation
We may process information where this is necessary for us to comply with a legal or regulatory requirement.

Consent
Where we rely on consent, we will ask for it where required and you may withdraw it as explained when consent is requested.

Different lawful bases may apply to different categories of information and different stages of the recruitment process.

11. Sharing your information

We may share your personal information where necessary for recruitment, employment, compliance or the operation of our business.

This may include sharing information with:

clients and prospective clients;
organisations carrying out checks on our behalf;
payroll and payment providers;
technology and software providers;
recruitment platforms and job boards;
professional advisers;
regulatory or government authorities where required; and
other service providers where necessary to provide our services.

We only share information where there is an appropriate reason and where applicable data protection requirements are met.

12. AI and third-party technology providers

Our AI recruitment system uses technology supplied by third-party providers.

Alex uses the Anthropic commercial API to provide its AI functionality.

Where third-party technology providers process personal information on our behalf, we require appropriate contractual and security arrangements and consider applicable data protection requirements, including international transfers where relevant.

We do not use personal information for purposes unrelated to our recruitment business simply because it has been processed by an AI system.

13. International transfers

Some of the technology providers we use may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place in accordance with UK data protection law.

14. How we protect your information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to recruitment information is restricted to authorised users and systems. We use appropriate account security measures, including multi-factor authentication where applicable.

Our recruitment systems are monitored and we maintain records of relevant activity to help us identify and investigate errors, security issues and other concerns.

15. How long we keep your information

We retain personal information only for as long as we have a legitimate reason to do so and in accordance with our retention policies.

As a general policy, where a candidate has had 24 months of complete inactivity, we may remove the record from active automated matching and proactive recruitment activity and, where appropriate, anonymise information that we no longer need to retain in an identifiable form.

Activity such as responding to us, communicating with us, uploading documents, being placed into work or other meaningful contact may reset the relevant retention period.

Some information may need to be retained for longer where this is necessary for legal, regulatory, accounting, dispute-resolution or other legitimate purposes.

16. Records of requests and actions

Where you make a request relating to your personal information, such as an erasure request or request to stop being contacted, we may retain a limited record showing that your request was received and actioned.

This helps us demonstrate compliance and prevents us from accidentally re-contacting you or re-importing information that you have asked us to remove.

Such records are kept separately from the recruitment information where appropriate and are not used for recruitment purposes.

17. Stopping recruitment contact

You can ask us to stop contacting you about recruitment opportunities at any time.

We maintain appropriate suppression records so that we can respect requests not to receive further recruitment communications.

Stopping recruitment contact is different from asking us to erase your personal information. You may ask for one or both.

If you ask us to stop contacting you, we will take reasonable steps to ensure that your request is respected.

18. Your rights

Depending on the circumstances, you may have rights under UK data protection law including the right to:

request access to your personal information;
request correction of inaccurate information;
request erasure of your information;
request restriction of processing;
object to certain processing, including processing based on legitimate interests;
request information about automated decision-making; and
request human intervention in certain circumstances where automated decision-making is used.

If you wish to exercise a right or ask us a question about your information, please contact our Data Protection Contact at bailey@fcworkforce.co.uk.

19. Erasure

If you make a valid request for erasure, we will assess the request and, where applicable, remove your personal information from our active recruitment systems.

This may include deleting your CV or other documents held in our recruitment systems and deleting the associated recruitment record.

We may retain a limited audit record showing that your request was received and actioned. We may also retain information where we have a lawful reason or legal obligation to do so.

Where technical backup systems temporarily contain residual information, those systems are subject to their own retention and deletion processes and are not used for recruitment activity.

20. Accuracy

We take reasonable steps to keep personal information accurate and up to date.

You should tell us if your contact details, qualifications, availability or other relevant information changes.

If you believe information we hold about you is inaccurate, please contact us so that we can review and, where appropriate, correct it.

21. Cookies and website use

Our website may use cookies and similar technologies to operate effectively, understand website usage and improve our services.

Where required, we will ask for your consent before placing non-essential cookies on your device.

You can manage cookies through your browser settings and, where available, our website cookie controls.

22. Links to other websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those websites. You should review the privacy information provided by any third-party website you visit.

23. Marketing and recruitment communications

We may contact you about recruitment opportunities where we have a lawful basis to do so.

You can ask us to stop recruitment communications at any time.

Where consent is required for a particular type of communication, we will obtain consent before sending it.

24. Complaints

If you have concerns about how we use your personal information, please contact us first so that we can investigate and try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe that your personal information has been handled unlawfully.

Information about the ICO and how to make a complaint is available through the ICO’s website.

25. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or how we process personal information.

The latest version will be published on our website and will show the date on which it became effective.