Privacy Policy

This Privacy Policy explains how TJS Vetting Ltd collects, uses, stores and protects personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

Who We Are

TJS Vetting Ltd provides professional outsourced administration to businesses across the UK, supporting hiring, onboarding and pre-employment processes, as well as ongoing employee administration.

Our services may include the coordination and administration of pre-employment checks such as Right to Work checks, employment references, employment history verification, identity and address verification, qualification checks and other checks requested by our clients.

Depending on the processing activity, TJS Vetting Ltd may act as either a data controller or a data processor.

Where we process candidate or employee information on behalf of a client and in accordance with their instructions, the client will generally act as the data controller and TJS Vetting Ltd will act as the data processor.

Where we process personal information for our own business purposes, such as responding to enquiries or managing client relationships, TJS Vetting Ltd may act as the data controller.

If you have any questions about this Privacy Policy or how personal information is handled, please contact:

Email: hello@tjsvetting.co.uk

What Information We May Process

Depending on the services being provided, we may process personal information including:

• Name, address and contact details
• CVs and employment history
• Employment references
• Identity documents
• Right to Work information and documentation
• Proof of address
• Qualifications, licences and training records
• New starter and onboarding information
• Employee records and employment-related documentation
• Information relating to starters, changes and leavers
• Information required to carry out or coordinate agreed pre-employment checks
• Information provided through our website or when contacting TJS
• Other information reasonably necessary to provide the services agreed with our client

Some services may involve the processing of special category personal data or criminal offence information. Where this applies, the information will only be processed where permitted by applicable data protection law and subject to appropriate safeguards.

Where We Obtain Personal Information

Depending on the services being provided, personal information may be obtained directly from the individual concerned or provided to TJS by our client.

We may also receive information from relevant third parties where necessary to provide the agreed services, such as referees, previous employers, verification providers, training or qualification providers and other organisations involved in agreed pre-employment or employee administration processes.

Where TJS acts as a data processor, personal information will be processed in accordance with the documented instructions of the relevant client, subject to applicable legal requirements.

How We Use Personal Information

Depending on the services we have been asked to provide, personal information may be processed to:

• Provide hiring administration
• Coordinate interviews and candidate communications
• Provide onboarding and new starter administration
• Carry out or coordinate agreed pre-employment checks
• Administer Right to Work processes
• Request and follow up employment references
• Verify employment history, identity, addresses and qualifications
• Maintain agreed employee records
• Administer training, qualifications, licences and expiry information
• Support starter, employee change and leaver administration
• Communicate with clients, candidates, employees and relevant third parties
• Provide other agreed employee administration
• Respond to enquiries submitted to TJS
• Manage our client relationships and business administration
• Meet applicable legal, regulatory and contractual obligations

When acting as a data processor, TJS will process personal information in accordance with the documented instructions of the relevant client, subject to applicable legal requirements.

Our Legal Basis for Processing

The lawful basis for processing personal information will depend on the particular processing activity and our role in relation to that information.

Where TJS acts as a data controller, the lawful bases we may rely upon include:

• Performance of a contract
• Compliance with a legal obligation
• Legitimate interests
• Consent, where appropriate

Where special category personal data or criminal offence information is processed, an appropriate additional condition for processing will be identified where required by law.

Where TJS acts as a data processor, the relevant client is generally responsible for determining the lawful basis for the processing and TJS processes the information in accordance with the client’s documented instructions.

How We Store and Protect Personal Information

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

Depending on the services being provided, information may be stored or processed using secure systems and third-party service providers used by TJS or our clients.

Access to personal information is limited to what is reasonably necessary to provide the agreed services.

Sharing Personal Information

We do not sell personal information.

Personal information will only be shared where necessary to provide the agreed services, where instructed by our client or where required or permitted by law.

Depending on the service, this may include:

• The client engaging TJS
• Candidates, employees and relevant business contacts
• Referees and previous employers
• Right to Work or identity verification providers
• DBS or background-check providers where applicable
• Training or qualification providers where applicable
• Secure technology and software providers used in delivering our services
• Professional advisers where necessary
• Regulatory, government or law-enforcement authorities where legally required

Where appropriate, suitable contractual and data protection arrangements will be put in place with organisations processing personal information on our behalf.

Data Retention

We retain personal information only for as long as necessary for the purposes for which it is being processed and to meet applicable legal, regulatory and contractual requirements.

Where TJS processes personal information on behalf of a client, retention and deletion will be managed in accordance with the client’s instructions, the agreement between TJS and the client and applicable legal requirements.

When personal information is no longer required, it will be securely deleted or disposed of as appropriate.

Your Rights

Depending on the circumstances and applicable data protection law, individuals may have the right to:

• Request access to their personal information
• Request correction of inaccurate or incomplete information
• Request erasure of personal information in certain circumstances
• Request restriction of processing
• Object to certain processing
• Request data portability where applicable
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Where TJS processes personal information solely on behalf of a client, requests relating to that information may need to be referred to the relevant client as data controller.

Website Enquiries

When you contact TJS through our website, we will use the information you provide to respond to your enquiry and, where appropriate, discuss our services with you.

Please do not include candidate or employee personal information in your initial website enquiry.

Information submitted through our website will be handled in accordance with this Privacy Policy.

Cookies and Website Analytics

Our website is provided using IONOS MyWebsite Now and uses IONOS SiteAnalytics for statistical analysis and technical optimisation.

According to IONOS, MyWebsite Now and SiteAnalytics do not use cookies. SiteAnalytics uses a pixel or log file and may collect information including the referring website, requested page or file, browser type and version, operating system, device type, time of access and an anonymised IP address.

For further information about the technologies used on our website, please see our Cookie Policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal requirements.

The latest version will always be published on this page.

Contact Us

If you have any questions about this Privacy Policy or how TJS Vetting Ltd handles personal information, please contact:

TJS Vetting Ltd
Email: hello@tjsvetting.co.uk

You also have the right to raise a concern with the Information Commissioner’s Office if you are unhappy with how your personal information has been handled.

Last Updated: August 2026