Candidate & Worker Privacy Notice

Version 1.0 — Effective 3 October 2026

1. Who this notice applies to

This notice applies to candidates, new hires, workers and employees who receive or complete a FlexiStarter onboarding journey. It also explains how FlexiStarter handles information about referees and emergency contacts supplied during onboarding.

2. Who controls your onboarding data

The employer or organisation that invited you to FlexiStarter is normally the controller of the information it asks you to provide for recruitment, employment and onboarding. That employer determines the lawful basis, purposes, required information, retention and access permissions for its onboarding process.

FLEXIWORK LTD provides the FlexiStarter platform and normally acts as the employer’s processor for that information. If you have a question about why your employer needs a particular item, whether it is mandatory, or how long the employer will keep it, you should ask the employer.

3. Information processed through FlexiStarter

• identity and contact details;
• job offer and employment information, including role, workplace, pay, hours and start date;
• employment contract and electronic signature records;
• policy, handbook and privacy-notice acknowledgements;
• right-to-work and other evidence or checks requested by the employer;
• reference details and referee responses;
• emergency contact details;
• first-day preparation information, which may include payroll, tax and bank information where configured by the employer;
• questions, declarations and communications submitted during onboarding;
• health, disability, access needs or adjustment/support information where you choose or are required to provide it lawfully;
• equality-monitoring information where the employer lawfully collects it; and
• criminal offence or conviction information where the employer lawfully configures such a declaration or check.

4. Sensitive information

Some onboarding information can be special category personal data, particularly health, disability and equality-monitoring information. Criminal offence information is also subject to additional legal protections. The employer is responsible for establishing the legal conditions that allow it to collect and use this information.

FlexiStarter is designed to support restricted access to sensitive people information. Equality-monitoring information is not intended to affect offer, readiness or onboarding decisions. FlexiStarter does not use health, disability, equality or criminal-offence information to make automated hiring decisions.

5. How FLEXIWORK LTD uses information as a processor

We host, organise, transmit, display, merge and otherwise process onboarding data on the employer’s instructions so that the onboarding journey can operate. This can include generating personalised documents, recording acknowledgements and signatures, sending access links and reminders, managing evidence, and showing onboarding status to authorised employer users.

6. Limited processing where FLEXIWORK LTD is controller

We may independently process limited technical and security information needed to operate and protect the Service, such as IP address, device/browser information, access timestamps, token/session events, error logs, fraud or abuse indicators, and support communications sent directly to us. We use this for legitimate interests in operating, securing and improving the Service, and for legal obligations where applicable.

7. Sharing

Your onboarding information is available to the employer and authorised employer users according to the permissions the employer controls. It may also be processed by our service providers that support hosting, storage, authentication, communications and infrastructure. We do not sell candidate or worker personal data.

Reference information may be shared with the employer that requested the reference. Emergency contact information is made available to the employer for the employment/onboarding purpose for which it was collected.

8. International transfers

Some technology providers may process data outside the UK. Where required, we use an applicable adequacy regulation or appropriate contractual safeguards. The employer may also have its own international-transfer arrangements for data it controls.

9. Retention

The employer decides how long its onboarding records should be retained, subject to applicable law and its own policies. FLEXIWORK LTD retains processor data according to the employer’s instructions, the Data Processing Addendum and the operation of the Service. Limited security and legal records for which FLEXIWORK LTD is controller are retained only as long as reasonably necessary for those purposes.

10. Your rights

For onboarding information controlled by the employer, exercise your data-protection rights with the employer. If you contact us about that data, we may direct your request to the employer and assist the employer as required. For personal data controlled directly by FLEXIWORK LTD, you may contact us at joinflexiwork@gmail.com to exercise applicable rights.

11. Complaints

If your concern is about why the employer collected or used your onboarding information, contact the employer first. If your concern relates to FLEXIWORK LTD’s own handling of personal data, email joinflexiwork@gmail.com. We will acknowledge a data protection complaint within 30 days. You may also complain to the ICO.

12. Referees and emergency contacts

If you provide another person’s details as a referee or emergency contact, you should tell them that you have done so where appropriate. The employer is responsible for ensuring it has a lawful basis to use that person’s information for the relevant purpose.