Employment agency privacy policy template
Our Employment Agency Privacy Policy Template outlines how personal data is collected, used, and protected, ensuring compliance with data protection regulations and building trust with candidates.
- 2 pages / 466 words.
- Last updated 15/10/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Employment agency privacy policy
1 Overview
1.1 [Agency Name] is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, and disclose personal information when you use our services or interact with us.
2 Scope
2.1 All customers and suppliers.
3 General Principles
3.1 Information We Collect:
3.1.1 We may collect various types of personal information, including but not limited to:
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Contact information (such as name, address, email address, phone number)
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Employment history and qualifications
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Financial information (if required for payment processing)
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Identification documents (if required for verification purposes)
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Health and disability information (if disclosed for accommodation purposes)
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Criminal conviction information (if disclosed as part of background checks)
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Any other information you choose to provide to us
4 How We Use Your Information:
We may use your personal information
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The Employment Agency Privacy Policy outlines how an agency collects, uses, stores, and protects personal data obtained from job seekers and clients. It ensures compliance with data protection laws, such as the GDPR, by informing individuals of their rights regarding their personal information and the agency's responsibilities in handling it.
This policy serves to build trust and transparency between the agency and its stakeholders, demonstrating a commitment to safeguarding their privacy and confidentiality.
By setting clear guidelines for data handling practices, it helps mitigate risks associated with data breaches and enhances the agency's reputation for ethical and responsible conduct in managing sensitive information.
Send to appropriate internal recipients such as employees, workers, contractors etc. and request confirmation that is has been read and understood.
Issue during onboarding / after changes / planned refresher.
Compliance
Compliance
This Employment agency privacy policy template incorporates relevant UK laws and HR standards, including those listed below:
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Data Protection Act 2018 (incorporating GDPR): Mandates how personal data is processed and protected by employment agencies.
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Privacy and Electronic Communications Regulations (PECR): Regulates electronic marketing communications and the use of cookies on agency websites.
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Employment Agencies Act 1973: Sets requirements for the handling and disclosure of personal information by employment agencies.
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Equality Act 2010: Ensures that the privacy policy does not discriminate against individuals based on protected characteristics.
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Common Law Duty of Confidentiality: Implies a duty on agencies to keep candidate information confidential unless legally required to disclose it.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Employment agency privacy policy template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
