1. Who we are
Motion Workforce Solutions Ltd, company number 17197227, is the controller of personal information covered by this notice unless a contract identifies another party as controller. Our registered office is Flat 18 Jenga Court, 356 High Road, Wembley HA9 6EJ, United Kingdom. Privacy enquiries may be sent to info@motionworkforcesolutions.com.
2. Information we collect
The information we collect depends on the relationship and service involved.
- identity and contact details, including name, address, email address and telephone number
- employment, assignment and workforce information supplied by individuals, clients or authorised partners
- right-to-work, qualification, training and compliance records where relevant to an agreed service
- payroll inputs, payment-related information and worker identifiers where payroll support is provided
- company, supplier and client due diligence information
- correspondence, enquiries, complaints and service records
- technical information contained in security and server logs
3. How we obtain information
We may receive information directly from the individual, from a client or hirer, from a recruitment or payroll partner, from an authorised screening provider, or from public registers and other lawful sources. Where information is provided by another organisation, that organisation is responsible for having authority to share it with us.
4. Purposes and lawful bases
- to respond to enquiries and take steps requested before entering into a contract
- to provide contracted services and manage client, worker and supplier relationships
- to meet legal obligations relating to employment, taxation, right to work, record keeping, fraud prevention and regulatory cooperation
- to pursue legitimate interests in operating, securing and improving our business, carrying out proportionate due diligence, managing risk and establishing or defending legal claims
- to process special category or criminal offence information only where an additional condition under the Data Protection Act 2018 applies
- to send optional business updates where valid consent has been given or another lawful marketing basis applies
5. Sharing information
We disclose personal information only where there is a clear business or legal reason.
- clients, hirers and workforce partners where necessary for the agreed service
- payroll, pension, banking, technology, hosting, identity verification and professional service providers
- HM Revenue & Customs, the Home Office, law enforcement, courts, regulators or public authorities where disclosure is required or permitted
- a purchaser, investor or adviser involved in a genuine corporate transaction, subject to confidentiality and due diligence controls
6. International transfers
Where a provider processes information outside the United Kingdom, we check that an approved transfer mechanism and appropriate safeguards are in place. These may include UK adequacy regulations, the International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses.
7. Retention
Information is retained for no longer than reasonably necessary for the purpose for which it was collected. Retention periods reflect legal duties, contractual requirements, limitation periods and the sensitivity of the information. Enquiry records are normally reviewed after 24 months of inactivity. Contract, payroll, tax and due diligence records may be kept for up to six years after the relevant relationship or accounting period, or longer where law, litigation or a regulatory requirement applies.
8. Security
We use proportionate organisational and technical controls, including restricted access, appropriate authentication, secure transfer methods, supplier checks, staff responsibilities, backup arrangements and incident procedures. No electronic system can be guaranteed to be completely secure, but suspected incidents are assessed promptly and reported where the law requires.
9. Your rights
Depending on the circumstances, individuals may have rights of access, rectification, erasure, restriction, objection and data portability, and rights relating to automated decisions. Consent may be withdrawn at any time where processing relies on consent. A request may be made through info@motionworkforcesolutions.com. We may need to verify identity before responding.
- We do not use solely automated decision-making that produces legal or similarly significant effects through this website.
- Some rights are qualified and may not apply where information must be retained for legal, contractual or claims purposes.
10. Complaints
Please raise privacy concerns with us first at info@motionworkforcesolutions.com so that we can investigate. Individuals may also complain to the Information Commissioner’s Office at ico.org.uk or by telephone on 0303 123 1113.
11. Changes
We review this policy regularly and publish material changes on this page. A separate privacy notice or contract may apply to a particular workforce, recruitment or payroll service where more specific information is required.