We are Grid Point Holdings Limited (Registered in England & Wales No. 09164038) and Grid Point Recruitment Limited (Registered in England & Wales No. 10778982). We act as joint data controllers in respect of the personal data which we use in the course of our business activities as an engineering contractor and as an employment business.

We reserve the right to update this Privacy Notice from time to time. Where appropriate, we shall contact you to notify you of any material changes to the Privacy Notice. You should also refer to this webpage periodically so that you may view our updated Privacy Notice. This will ensure that you understand (i) how we are using your personal data and (ii) your legal rights around our usage of such personal data. 

This Privacy Notice applies to any living, identifiable individuals about whom we may process personal data in the course of our business activities. 

You should read this Privacy Notice if you are a:

In some cases, you will fall into more than one of the above categories.

For an explanation of the definitions which are used in this Privacy Notice, please refer to the section at the end of the document.

We will obtain personal data relating to you:

Indirectly from:

We will collect, store and process the following types of personal data about you:

We use your personal data to:

We have determined that we have a legitimate interest to process your personal data where you are a Temporary Worker, on the basis that it is necessary for us to maintain a database of individuals who are (i) actively seeking new engagement with a Client or (ii) potentially suitable for engagement with a Client. By processing your personal data and contacting you from time to time, we are able to gain an understanding of your current role (where applicable), your skills and experience, and your career aspirations. Our processing of your personal data is therefore of benefit to:

If you are a Temporary Worker, we may also need to process sensitive (special) personal data relating to you. The type of sensitive personal data which we might process includes (i) information about any medical conditions or disability insofar as they are relevant to the type of work which you are proposing to carry out (ii) information about any unspent criminal convictions and, where relevant to the type of role which you are carrying out, spent convictions, police warnings etc and (iii) information about any trade union of which you are a member (but only insofar as it relates to an employment claim or pay and working conditions on a client site). 

We are acting as an employment business in our dealings with you. In accordance with Article 9 (2)(b) of the GDPR, this sensitive personal data is necessary in the field of employment. i.e. it is required for performing our obligations as an employment business and is used solely for this purpose. Any sensitive personal data shall be held strictly in accordance with our policies on data retention and sensitive personal data. 

We may also process equal opportunities information relating to you. This shall be anonymised and it is not therefore personal data within the meaning of the Data Protection Legislation.

We may share your personal data for legitimate purposes with:

We will share sensitive personal data relating to you with our Clients if there is a legitimate reason to do so. For example, we will share information about any medical condition which you have if it is relevant for health & safety purposes. We will share information about any convictions which you disclose as we are under a legal obligation to notify our Client of information which is relevant to your suitability to carry out a temporary assignment.

We will obtain personal data relating to you:

Directly if you have:

Indirectly from:

We will collect, store and process the following types of personal data about you:

We do not collect, store or use any “special categories” of sensitive personal information if you are a Subcontractor.

We use your personal data to:

Where you engage with us as a self-employed Subcontractor, we need to process your personal data as it is necessary for the performance of a contract to which you are a party.

Where you are contracting through a third-party company or limited liability partnership, we have a legitimate interest to process your personal data on the basis that it is necessary for us to maintain information about the individuals who are performing services on our behalf for (i) health and safety reasons (ii) security reasons and (iii) verifying that such individuals are competent and suitable for the performance of such services.

We may share your personal data for legitimate purposes with:

We obtain personal data relating to you:

Indirectly from:

We collect, store, and use the following categories of personal data about you:

We do not collect, store or use any “special categories” of sensitive personal information if you are a Client Contact.

We use your personal data to:

We have determined that we have a legitimate interest to process your personal data where you are a Client Contact on the basis that we need to be able to contact and interact with the individuals who represent our Clients. This will allow us to effectively provide services to them, better understand their requirements and generate revenue for our business. We do not use your data in any way which could reasonably be considered to be prejudicial to your interests.

We may share contact information relating to you:

We obtain personal data relating to you:

Indirectly from:

We will collect, store, and use the following categories of personal information about you:

We do not collect, store or use any “special categories” of sensitive personal information if you are a Supplier Contact.

We use your personal data to:

We have determined that we have a legitimate interest to process your personal data where you are a Supplier Contact, on the basis that we need to be able to contact and interact with the individuals who represent our Suppliers. This will allow us to ensure that our Suppliers provide us with the best possible service which, in turn, is of direct benefit to both our Temporary Workers, Subcontractors and Clients. We do not use your data in any way which could reasonably be considered to be prejudicial to your interests.

We will share your personal data with other Suppliers for legitimate business purposes, such as the maintenance of our database or the outsourcing of any sales ledger functions.

We obtain personal data relating to you:

Indirectly from:

We collect, store, and use the following categories of personal data about you:

We do not collect, store or use any “special categories” of sensitive personal information if you are a Referee.

We use your personal data to:

We have determined that we have a legitimate interest to process your personal data where you are a Referee, on the basis that we are generally required to obtain references to comply with our contractual obligations to third parties and, in some instances, we are under a legal obligation to do so. It is therefore necessary and reasonable for us to process personal data relating to you strictly for compliance with these obligations. 

We will share with our Clients the details of any reference which you give. We will usually provide your name, job title and employer name when doing so. In some circumstances and only when you have agreed to such disclosure, we will provide your contact details so that our Client may verify the reference or ask for further information. We will also share your personal data with Suppliers for legitimate business purposes.

Your personal data is held and processed by us in the United Kingdom. 

We have put in place appropriate safeguards to ensure that your data is only transferred to jurisdictions with enforceable data subject rights and effective legal remedies in respect of data privacy breaches. We will therefore only transfer your personal data to jurisdictions outside of the EEA where:

This section applies to any interactions which you may have with our website at www.grid-point.co.uk (Website). In operating our Website, we may collect and process the following data about you:

On occasion, we may gather information about your computer for our services, and to provide statistical information regarding the use of our Website to our advertisers, where applicable. Such information will not identify you personally, it is statistical data about our visitors and their use of our site. This statistical data does not identify any personal details whatsoever. It is used by us to analyse how visitors interact with the Website so that we can continue to develop and improve this Website.

We may gather information about your general Internet use by using a cookie file that is downloaded to your computer:

You might find links to third party websites on our Website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. 

All decisions which are made in the course of our business processes involve human intervention. We do not make any decisions using automated means. 

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Directors.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 

Our standard data retention period is three years from the last date on which we are in actual contact with you i.e. where we actually speak with you or exchange correspondence. After this time, we will usually delete your personal data from our records. 

Where we are required to keep any information (i) for auditing or compliance purposes (ii) to comply with our contractual obligations to third parties or (iii) in respect of any potential or actual legal proceedings, we shall keep your data for as long as is strictly necessary for these purposes, which is typically for seven years in respect of audit data which we may be required to produce for HRMC and/or to prove compliance with our contractual and legal obligations. 

 

In some circumstances we may completely anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Your duty to inform us of changes. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. 

Your rights in connection with personal information. Under certain circumstances, you have the right to:

If you want to exercise any of the above rights, please contact a Director using the contact details at the end of this document. We will consider your request and confirm the actions which we have taken in response to such request.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is an appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Directors. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law. We will confirm the actions which we have taken in respect of any such request.

If you are unhappy with any aspect of the manner in which we have processed your personal data or dealt with your decision to exercise any of the rights set out in this section, you have the right to complain to the Information Commissioners Office in the United Kingdom. Their details are:

This Privacy Notice uses the following defined terms:

If you have any questions about this Privacy Notice, you can write to the Directors at Grid Point, Albany House, 14 Shute End, Wokingham, Berkshire RG40 1BJ. Alternatively, you may telephone us on 0118 466 0293 or email us at jason.hamblin@grid-point.co.uk.