PLEASE NOTE: WE HAVE PROVIDED THIS AGREEMENT AS GUIDANCE ONLY. WE ARE NOT ACTING AS A LEGAL COMPANY AND THEREFORE CAN NOT GUARANTEE THAT THE INFORMATION BELOW IS ENTIRELY GDPR-COMPLIANT.
GDPR Candidate Agreement
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC) The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.
Your new rights under the GDPR are set out in this notice, and were last updated on 12/08/2026 .
The Information we collect
To carry out our core recruitment activities, we collect information about you which may include: your name, address and post code; private and corporate e-mail address and phone number; financial information and compliance documentation; references verifying your qualifications and experience and your right to work in the United Kingdom; curriculum vitae and photograph; employment details and preferences; links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, Facebook for Business or corporate website.
How we collect this information
The information we collect about you will be provided by you, either by filling out a form on our website [company website] or by corresponding with us by phone, e-mail or otherwise. It will also include information you provide when you register to use our website, subscribe to our services, attend our events, participate in discussion boards or other social media functions on our website, enter a competition, promotion or survey, and when you report a problem with our site.
We may also obtain information about you from other sources such as LinkedIn, corporate websites, job board websites, online CV libraries, your business card, personal recommendations, and any relevant social media sites. In this case – and within 30 days of collecting – we will inform you that we hold this personal data, the source the data originated from, whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.
Our legal basis for processing data
Our legal basis for the processing of personal data is: [insert basis]
[NB: You are likely to have justification for using legitimate interest and/or consent when processing data for the purposes of recruitment.
Contract or legal obligation are likely to be the legal basis to justify keeping placement information on candidates.
We would advise you to refer to the ICO for guidance and detail your scenarios for processing data - https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/ ]
Where we store your personal data
All information stored on our recruitment software is secured through the Microsoft Azure Infrastructure and located at two data centres locations within Europe. Our primary centre is located in Microsoft’s Western European centre, and these facilities are secured by a series of measures, including (but not limited to) biometric access, security alarm systems and round-the-clock security staff. Additional security information on Microsoft’s data centres can be found here.
How long we keep your data for
We retain different types of data for differing periods of time. The criteria we use to determine whether we should retain your personal data and how long for includes:
- The nature of the personal data
- Its perceived accuracy of your date
- Your engagement levels with our services
- Our legal obligations following an offer or when a placement has been made.
We may archive part or all of your personal data, or retain it on our financial systems but delete all or part of it from our recruitment software system. On removal, we may anonymise parts of your data – particularly following a request for suppression or deletion of your data – to ensure we do not re-enter your personal data to our database, unless you have requested us to do so.
Our current retention period for data on candidates who have not been placed, or are no longer showing any signs of engagement with our website, is [Years / Months].
Your rights
The GDPR provides you with the following rights.:
- The right to be informed about the personal data we process on you
- The right of access to the personal data we process on you
- The right to rectification of your personal data
- The right to erasure of your personal data in certain circumstances
- The right to restrict processing of your personal data
- The right to data portability in certain circumstances
- The right to object to the processing of your personal data
- The right not to be subjected to automated decision-making and profiling.
Therefore, we encourage you to log in to your profile through our website to ensure your data is accurate, complete and up to date at all times.
Changes to our privacy notice
Any changes we make to our privacy notice in future will be posted on this page and, where appropriate, you will be notified by e-mail. Please check back frequently to view any updates or changes to our privacy notice or for any further information please email jobs@flexistaffing.co.uk
FLEXISTAFFING LTD
PPE CARE, RETURN & DEDUCTION AGREEMENT
PAYE Temporary Workers - Contract for Services
This Agreement sets out the terms that will apply if FlexiStaffing Ltd ("FlexiStaffing") issues personal protective equipment ("PPE") to a temporary worker ("Worker") during their engagement. The Worker may not know at onboarding whether PPE will be required, as PPE requirements depend on the particular Assignment.
1. Provision of PPE
• FlexiStaffing does not routinely issue PPE to every temporary worker. PPE requirements depend on the particular Assignment.
• Where suitable PPE is required for an Assignment and the Worker does not already have suitable PPE available, FlexiStaffing may issue the required PPE without charge where FlexiStaffing is responsible for providing it.
• If FlexiStaffing issues PPE to the Worker at any time after onboarding, the care, return and deduction terms in this Agreement will apply to that PPE. FlexiStaffing will maintain an internal record of the PPE actually issued.
2. Ownership and use
• Unless FlexiStaffing confirms otherwise in writing, reusable PPE issued by FlexiStaffing remains the property of FlexiStaffing.
• The Worker must use PPE in accordance with the Client’s and FlexiStaffing’s instructions, site rules, training and safe systems of work.
• The Worker must take reasonable care of PPE and must promptly report loss, damage, defects, contamination or deterioration that may make the PPE unsafe or unsuitable.
• The Worker must not deliberately damage, dispose of, sell, give away or misuse FlexiStaffing-owned PPE.
3. Return of PPE
• Reusable FlexiStaffing-owned PPE must be returned when the Worker’s overall engagement or registration with FlexiStaffing ends, or earlier if FlexiStaffing reasonably requests its return. The end of an individual Assignment does not by itself require return where the Worker remains registered with FlexiStaffing and FlexiStaffing has not requested the PPE back.
• FlexiStaffing will provide reasonable instructions about where and how the PPE is to be returned.
• FlexiStaffing will not charge the Worker for fair wear and tear, deterioration arising from proper use, or replacement required because PPE has reached the end of its normal usable life.
4. Loss, deliberate damage, negligence and failure to return
The Worker will be contractually liable, subject to applicable law, for the applicable reasonable replacement cost where: (a) FlexiStaffing-owned reusable PPE is not returned when the Worker’s overall engagement or registration with FlexiStaffing ends, or following an earlier reasonable request for return; (b) PPE is lost through the Worker’s failure to take reasonable care; or (c) PPE is deliberately or negligently damaged beyond fair wear and tear. No replacement cost is due merely because PPE has deteriorated through normal and proper use.
5. Authorisation for deduction from sums due
The Worker expressly authorises FlexiStaffing, to the extent permitted by law, to deduct from wages or other sums properly due to the Worker the applicable reasonable replacement cost for PPE for which the Worker is contractually liable under section 4 above, including unreturned FlexiStaffing-owned reusable PPE when the Worker’s overall engagement or registration ends.
• Any proposed deduction will be notified to the Worker and will identify the item and amount concerned.
• A deduction will not exceed the reasonable replacement cost of the relevant item.
• No deduction will be made merely because PPE has worn out through normal and proper use.
• FlexiStaffing will apply applicable rules on lawful deductions from wages and National Minimum Wage when considering and processing any deduction.
• Where FlexiStaffing decides that a wage deduction cannot lawfully be made, this Agreement does not by itself permit an unlawful deduction. Any separate recovery action would remain subject to applicable law.
6. PPE issued after onboarding and standard replacement costs
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PPE item
Standard replacement cost
|
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Safety boots
£20.00
|
|
Hi-vis
£15.00
|
The Worker does not need to know at onboarding whether PPE will be required. FlexiStaffing will record internally any PPE actually issued to the Worker. The above amounts are standard replacement costs only; they are not charges for receiving required PPE. If FlexiStaffing-owned reusable PPE is not returned when required under section 3, the applicable replacement cost may be recovered in accordance with sections 4 and 5, subject to applicable law. No charge will be made for fair wear and tear or normal deterioration through proper use.
7. Electronic acceptance
This Agreement is provided to the Worker through the FlexiStaffing onboarding portal for review. Acceptance is recorded separately within the onboarding portal. By accepting this Agreement in the portal, the Worker confirms that they have been given access to it, have had the opportunity to read and understand it, agree to its terms, and expressly authorise lawful deductions from wages or other sums due in accordance with this Agreement. FlexiStaffing will retain the electronic acceptance record.
• they understand that this Agreement applies only if FlexiStaffing subsequently issues PPE to them;
• they understand their responsibilities to use, care for and, where required, return any FlexiStaffing-owned PPE subsequently issued to them;
• they understand that they will not be charged for fair wear and tear or normal replacement through proper use;
• they agree to the contractual liability described in section 4, including for FlexiStaffing-owned reusable PPE that is not returned when required, and for loss or damage arising from misconduct or negligence; and
• they expressly authorise lawful deductions from wages or other sums due in accordance with section 5.
FlexiStaffing Ltd | Company No. 17264778 | legal@flexistaffing.co.uk | 0117 961 4000
Version 1.6 | 12 August 2026