This policy explains what personal data Convoy collects, why, and your rights over it. We take it seriously — your identity documents and bank details are only ever seen by those who need them, kept securely, and never sold.
1. Who we are
Convoy Workforce Solutions Ltd ("Convoy", "we", "us") is the data controller for the personal data described here. We are an employment business supplying temporary staff to event organisers and other clients.
- Registered company no.: [00000000]
- Registered office: [address]
- ICO registration no.: [XXXXXXXX]
- Contact for data matters: privacy@convoyevents.co.uk
2. The personal data we collect
If you are a worker / applicant ("crew")
- Identity & contact: name, email, phone, postcode/address.
- Work eligibility & compliance: right-to-work status and documents (e.g. passport, visa/share code), National Insurance number, proof of address.
- Suitability: availability, travel radius, vehicle, skills, qualifications and licences (e.g. SIA, first aid), experience, references.
- Engagement & pay: bank details, payroll and tax information, timesheets, shift history, reliability ratings.
Some of this is special-category data or criminal-records data where a role requires it — we only collect this where necessary and lawful.
If you are a client / organiser
Name, business name, email, phone, and details of your staffing requirements and bookings.
Website visitors
Basic technical/analytics data and any details you submit via our forms.
3. How we use it, and our lawful bases
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Registering you on our roster and matching you to shifts | Contract / steps prior to a contract |
| Verifying right to work and required qualifications | Legal obligation; substantial public interest |
| Paying workers, running payroll, tax and pensions | Contract; legal obligation |
| Supplying staff to, and invoicing, clients | Contract |
| Sending relevant shift offers or service updates | Consent (workers) / legitimate interests (clients) |
| Records, compliance and resolving disputes | Legal obligation; legitimate interests |
For special-category and criminal-records data (e.g. right-to-work, certain qualifications), we rely on the employment, social-security and "substantial public interest" conditions in the Data Protection Act 2018.
4. Who we share it with
We share personal data only as needed with:
- Clients you are assigned to (the minimum needed to perform the Assignment).
- Our payroll / accounting providers, IT/cloud providers (our database and form tools), and professional advisers.
- Government bodies where legally required (e.g. HMRC, Home Office checks).
We do not sell your data. Where providers are outside the UK, we ensure appropriate safeguards (e.g. UK adequacy or standard contractual clauses).
5. How long we keep it
- Active roster workers: while you remain available to us, and for [6/7] years after your last engagement for tax, payroll and legal-claim purposes.
- Unsuccessful or inactive applicants: [12] months, unless you ask us to keep you on file.
- Client records: [6] years after the end of our relationship.
- Right-to-work evidence: as required by Home Office rules.
After that, we securely delete or anonymise it.
6. How we protect it
Access to your data — especially identity documents and bank details — is restricted to those who need it, held in access-controlled systems, and protected by appropriate technical and organisational measures. We keep retention to a minimum.
7. Your rights
Under UK GDPR you can: access your data; have inaccurate data corrected; request erasure; restrict or object to processing; request portability; and withdraw consent at any time (e.g. to stop shift-offer messages). To exercise any right, contact privacy@convoyevents.co.uk; we respond within one month.
You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk — though we'd appreciate the chance to resolve it first.
8. Cookies
[If the site uses analytics or non-essential cookies, describe them here and add a consent banner that lets visitors decline non-essential cookies. If the site uses only essential cookies, state that.]
9. Changes
We may update this policy; the latest version will always be on this page with the date above.