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Who We Are
Chef Staffing Solutions (“CSS”, “we”, “us”, “our”) is a trading name of HCC Temps Ltd, registered in England and Wales. We operate the website at chefstaffingsolutions.com and provide specialist staffing and recruitment services to the UK hospitality industry.
For the purposes of UK data protection law, HCC Temps Ltd is the data controller responsible for your personal data.
HCC Temps Ltd
trading as Chef Staffing Solutions
This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data We Collect
We collect different categories of personal data depending on whether you are a venue client, a candidate, or a general website visitor.
For Candidates & Job Seekers
| Category | Examples |
|---|---|
| Identity data | Full name, date of birth, photograph, national insurance number |
| Contact data | Email address, phone number, home address |
| Right to work | Passport, visa, share code, proof of eligibility to work in the UK |
| Employment history | CV, work history, qualifications, references, food hygiene certificates |
| Bank & payroll data | Bank account details, national insurance number, tax code (P45/P46) |
| Availability data | Preferred working days, travel radius, role preferences |
| Performance data | Client feedback, ratings, assignment records |
For Venue Clients
| Category | Examples |
|---|---|
| Identity & contact | Name, job title, business email, phone number |
| Business data | Company name, address, Companies House number, VAT number |
| Billing data | Invoice address, payment records, purchase order references |
| Operational data | Booking history, staff preferences, venue requirements |
For All Website Visitors
- IP address and approximate location
- Browser type, device, and operating system
- Pages visited, time on site, referral source
- Cookie identifiers (see our Cookie Policy)
How We Collect It
We collect personal data through the following means:
- Directly from you — when you complete our booking form, instant quote tool, candidate registration form, or contact us by phone, email, or in person
- From our website — through cookies, analytics tools, and technical logs when you browse chefstaffingsolutions.com
- From third parties — including recruitment platforms (e.g. Indeed, CV-Library), referral agencies, reference providers, and right-to-work verification services
- From public sources — such as LinkedIn, Companies House, or professional directories, where relevant to a placement
Why We Use Your Data
For Candidates
- To register you on our candidate database and assess your suitability for placements
- To verify your right to work in the UK and confirm relevant qualifications
- To match you with appropriate temporary or permanent roles
- To process your payroll, timesheets, and related administration
- To comply with our obligations under employment and tax law
- To communicate available shifts, assignments, and opportunities
- To maintain performance and feedback records
For Venue Clients
- To manage your account, process bookings, and arrange placements
- To issue invoices and manage payment
- To communicate about your staffing needs and upcoming events
- To maintain records required for regulatory compliance
For All Users
- To operate and improve our website and digital tools
- To send service updates and, where consented, marketing communications
- To respond to enquiries, complaints, and support requests
- To prevent fraud and ensure the security of our systems
- To comply with legal obligations
Lawful Basis for Processing
We only process personal data where we have a valid lawful basis under UK GDPR Article 6. The basis we rely on depends on the context:
Contract
Processing necessary to fulfil our contract with you — for example, arranging a placement, processing payroll, or managing a venue booking.
Legal Obligation
Processing required by law — including right-to-work checks, HMRC reporting, IR35 compliance, and health & safety obligations.
Legitimate Interests
Processing for purposes such as fraud prevention, candidate matching, improving our services, and maintaining business records — balanced against your interests.
Consent
Where you have given explicit consent — such as opting in to marketing emails, or agreeing to non-essential cookies. You may withdraw consent at any time.
Who We Share Your Data With
We do not sell your personal data. We share it only where necessary and with appropriate safeguards in place:
| Recipient | Purpose |
|---|---|
| Venue clients | Candidate profiles shared to facilitate placements (with candidate awareness) |
| Payroll & accountancy providers | To process wages, pensions, and HMRC submissions |
| Reference & DBS check providers | To verify candidate credentials and right to work |
| IT & website service providers | Hosting, CRM, email, and analytics platforms (data processors under contract) |
| Legal & professional advisors | Where required for legal proceedings, compliance, or dispute resolution |
| Regulatory authorities | HMRC, the ICO, or other bodies where legally required |
All third-party processors are subject to data processing agreements and are required to process your data only in accordance with our instructions and applicable law.
International Transfers
We aim to keep your personal data within the UK and European Economic Area (EEA). Where we use service providers that may process data outside the UK or EEA, we ensure that appropriate safeguards are in place, such as:
- UK adequacy regulations or decisions
- Standard Contractual Clauses (SCCs) approved by the ICO
- The UK International Data Transfer Agreement (IDTA)
You may request details of the safeguards in place for any specific international transfer by contacting us at [email protected].
How Long We Keep Your Data
We retain personal data only for as long as is necessary for the purposes it was collected, or as required by law. Our standard retention periods are:
| Data Type | Retention Period |
|---|---|
| Active candidate records | Duration of registration + 3 years after last contact |
| Right-to-work documents | Duration of employment + 2 years (legal requirement) |
| Payroll & tax records | 7 years (HMRC requirement) |
| Client account records | Duration of contract + 6 years |
| Invoice & financial records | 7 years (Companies Act requirement) |
| Website analytics data | 26 months (Google Analytics default) |
| Unsuccessful candidate applications | 6 months from last contact, unless consent given to retain longer |
| Marketing consent records | Until consent is withdrawn + 1 year |
When data is no longer required, it is securely deleted or anonymised in accordance with our data retention schedule.
How We Protect Your Data
We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction, or alteration. These include:
- SSL/TLS encryption for all data transmitted via our website
- Password-protected and access-controlled internal systems
- Restricted staff access on a need-to-know basis
- Regular software updates, patching, and security reviews
- Secure cloud storage with reputable UK or EEA-based providers
- Staff training on data protection and information security
Your Rights
Under UK GDPR, you have the following rights in relation to your personal data. You can exercise any of these rights free of charge by contacting us using the details in Section 14.
| Right | What It Means |
|---|---|
| Right of access | Request a copy of the personal data we hold about you (a Subject Access Request) |
| Right to rectification | Ask us to correct inaccurate or incomplete data without undue delay |
| Right to erasure | Request deletion of your data where there is no longer a lawful basis to retain it |
| Right to restriction | Ask us to limit processing while a complaint or query is resolved |
| Right to portability | Receive your data in a structured, machine-readable format (where applicable) |
| Right to object | Object to processing based on legitimate interests or for direct marketing |
| Withdraw consent | Withdraw any consent you have given at any time, without affecting prior processing |
We will respond to all valid requests within one calendar month. If your request is complex or numerous, we may extend this by a further two months and will notify you accordingly.
We may need to verify your identity before processing your request. We will not charge a fee unless a request is manifestly unfounded or excessive.
Children’s Privacy
Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from anyone under the age of 18. If you believe we have inadvertently collected data from a child, please contact us immediately and we will take steps to delete it promptly.
Cookies
Our website uses cookies and similar tracking technologies. Cookies are small files placed on your device that help us operate the site, understand how it is used, and personalise your experience.
For full details of the cookies we use, the purposes they serve, and how to manage your preferences, please read our dedicated Cookie Policy.
Policy Updates
We review this Privacy Policy regularly and update it to reflect changes in our data practices, changes in the law, or updates to our services. The “Last updated” date at the top of this page will always reflect the most recent revision.
Where changes are material — for example, a new purpose for which we process your data — we will notify you by email or via a prominent notice on our website before the change takes effect.
We encourage you to review this policy periodically so you remain informed about how we handle your personal data.
Contact & Complaints
If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a concern about how we handle your personal data, please contact us:
We will always try to resolve your concern directly. However, if you are not satisfied with our response, you have the right to lodge a complaint with the UK’s supervisory authority:
ico.org.uk/make-a-complaint · 0303 123 1113
Chef Staffing Solutions is a trading name of HCC Temps Ltd, registered in England and Wales.
chefstaffingsolutions.com