Who we are
Ace Multiservice Ltd trades as Ace Recruitment. We are a staffing agency supplying workers to hospitality, cleaning, medical and care, security and education settings across the UK. In this policy, "Ace", "we" and "us" mean Ace Multiservice Ltd.
We are the controller of the personal data described in this policy under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We also act as an employment agency and employment business under the Conduct of Employment Agencies and Employment Businesses Regulations 2003, which set some of the records we must keep.
Questions about this policy or your data can be sent to info@acerecruitment.com, by phone on 020 8854 3826, or by post to 103B Island Business Centre, 18-36 Wellington Street, Woolwich, London SE18 6PF.
Who this policy covers
- Job seekers who apply through our website, by phone or in person.
- Staff on our staff bank whom we place with clients, including anyone we have offered a contract for services.
- Referees and emergency contacts whose details a job seeker or member of staff gives us.
- People at client businesses who request staff from us or use the employer portal.
- Suppliers and their contacts.
- Anyone who visits our website, uses our chat assistant or signs in to one of our portals.
What we collect
- About
- Job seekers and staff
- Information we may hold
- Name, date of birth, address, phone, email and photo; nationality, passport, visa or share code for right-to-work checks; work history, qualifications, training and references; National Insurance number and bank details for pay; signed contracts; availability, rotas, attendance, timesheets and leave.
- About
- Sensitive information (only where needed)
- Information we may hold
- Health or disability information relevant to your role or adjustments you ask for; criminal record and DBS information where the role legally requires it; optional equality monitoring answers such as ethnicity, religion and gender.
- About
- Referees and emergency contacts
- Information we may hold
- Name, phone number, email address and relationship to the person who named you.
- About
- Client contacts
- Information we may hold
- Name, job title, work contact details, the sites you manage, your hiring requests and our communications with you.
- About
- Suppliers
- Information we may hold
- Business contact details and the payment details we need to pay you.
- About
- Website and portal users
- Information we may hold
- Sign-in details, messages you send through the chat assistant or contact form, browser and device information, and a notification token if you turn on push notifications.
| About | Information we may hold |
|---|---|
| Job seekers and staff | Name, date of birth, address, phone, email and photo; nationality, passport, visa or share code for right-to-work checks; work history, qualifications, training and references; National Insurance number and bank details for pay; signed contracts; availability, rotas, attendance, timesheets and leave. |
| Sensitive information (only where needed) | Health or disability information relevant to your role or adjustments you ask for; criminal record and DBS information where the role legally requires it; optional equality monitoring answers such as ethnicity, religion and gender. |
| Referees and emergency contacts | Name, phone number, email address and relationship to the person who named you. |
| Client contacts | Name, job title, work contact details, the sites you manage, your hiring requests and our communications with you. |
| Suppliers | Business contact details and the payment details we need to pay you. |
| Website and portal users | Sign-in details, messages you send through the chat assistant or contact form, browser and device information, and a notification token if you turn on push notifications. |
How we collect it
- Directly from you — through our application form, uploaded documents, the staff and employer portals, our chat assistant, emails, calls and meetings.
- From referees and previous employers you name, when we check your references.
- From clients you work for, for example attendance records and feedback about assignments.
- From official checks where the law requires them, such as the Home Office right-to-work service and the Disclosure and Barring Service.
- Automatically, when you use our website and portals (see our Cookie Policy).
How we use it, and our lawful basis
We only use personal data where the law allows it. The table below shows our main purposes and the lawful basis we rely on for each.
- Purpose
- Reviewing your application and matching you to suitable roles
- Lawful basis
- Steps taken at your request before entering a contract; our legitimate interest in providing work-finding services
- Purpose
- Right-to-work, identity and reference checks
- Lawful basis
- Legal obligation
- Purpose
- Issuing contracts, planning rotas, recording attendance and timesheets, paying you and managing leave
- Lawful basis
- Performance of our contract with you; legal obligation (tax, National Insurance, working time and holiday pay)
- Purpose
- Introducing you to clients and sharing the details they need for a placement
- Lawful basis
- Performance of our contract with you; legitimate interests
- Purpose
- Running our portals, sending service notifications and answering questions
- Lawful basis
- Performance of a contract; legitimate interests
- Purpose
- Equality monitoring
- Lawful basis
- Your answers are optional. Where given, we rely on the equality of opportunity condition in the Data Protection Act 2018 and report only in anonymous, combined form
- Purpose
- Health and criminal record information
- Lawful basis
- Employment and social protection law, safeguarding duties and the conditions in Schedule 1 of the Data Protection Act 2018
- Purpose
- Job alerts and news about our services
- Lawful basis
- Your consent, or the soft opt-in for existing contacts. You can unsubscribe at any time
- Purpose
- Keeping records, handling complaints and defending legal claims
- Lawful basis
- Legal obligation; legitimate interests
| Purpose | Lawful basis |
|---|---|
| Reviewing your application and matching you to suitable roles | Steps taken at your request before entering a contract; our legitimate interest in providing work-finding services |
| Right-to-work, identity and reference checks | Legal obligation |
| Issuing contracts, planning rotas, recording attendance and timesheets, paying you and managing leave | Performance of our contract with you; legal obligation (tax, National Insurance, working time and holiday pay) |
| Introducing you to clients and sharing the details they need for a placement | Performance of our contract with you; legitimate interests |
| Running our portals, sending service notifications and answering questions | Performance of a contract; legitimate interests |
| Equality monitoring | Your answers are optional. Where given, we rely on the equality of opportunity condition in the Data Protection Act 2018 and report only in anonymous, combined form |
| Health and criminal record information | Employment and social protection law, safeguarding duties and the conditions in Schedule 1 of the Data Protection Act 2018 |
| Job alerts and news about our services | Your consent, or the soft opt-in for existing contacts. You can unsubscribe at any time |
| Keeping records, handling complaints and defending legal claims | Legal obligation; legitimate interests |
If you don't provide information we need for a legal or contractual reason, such as right-to-work evidence, we may not be able to place you in work.
Sensitive information
Health, criminal record and equality information gets extra protection. We only ask for it when a role or the law requires it, limit access to the people who need it, and never share equality monitoring answers with clients. Every equality question includes a "Prefer not to say" option.
Transfers outside the UK
Some of our service providers may store or process data outside the UK. When that happens we make sure the transfer is protected — for example, by relying on UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or another safeguard recognised under UK law.
How long we keep it
We keep personal data only for as long as we need it. The periods below are our normal maximums; we may keep information longer if the law requires it or if it is needed for a legal claim.
- Record
- Applicants we have not placed
- Normally kept for
- 12 months after our last meaningful contact
- Record
- Staff we have placed
- Normally kept for
- 6 years after your last assignment, for tax and legal purposes
- Record
- Copies of right-to-work documents
- Normally kept for
- The length of your work with us, plus 2 years
- Record
- Client and supplier contacts
- Normally kept for
- 6 years after the business relationship ends
- Record
- Chat assistant conversations and contact messages
- Normally kept for
- 12 months, unless they become part of an application or complaint
| Record | Normally kept for |
|---|---|
| Applicants we have not placed | 12 months after our last meaningful contact |
| Staff we have placed | 6 years after your last assignment, for tax and legal purposes |
| Copies of right-to-work documents | The length of your work with us, plus 2 years |
| Client and supplier contacts | 6 years after the business relationship ends |
| Chat assistant conversations and contact messages | 12 months, unless they become part of an application or complaint |
The Conduct Regulations require us to keep certain records for at least one year after they are created or after we last provided services.
Your rights
Under UK data protection law you have the right to:
- Ask for a copy of the personal data we hold about you.
- Ask us to correct information that is wrong or incomplete.
- Ask us to delete your data, where we no longer have a reason to keep it.
- Ask us to restrict how we use your data while a concern is looked into.
- Object to us using your data on the basis of legitimate interests, and to direct marketing at any time.
- Receive data you gave us in a portable format, where processing is based on consent or contract.
- Withdraw consent at any time, where we rely on it.
To use any of these rights, contact info@acerecruitment.com. We may need to confirm your identity first. We will reply within one month, or tell you within that time if we need longer. There is normally no charge. We do not make decisions about you based solely on automated processing — a person always reviews applications and placements.
Keeping your data secure
Our website and portals use encrypted connections. Each portal only shows people the information their role needs, uploaded documents are held in private storage, and our team are trained to handle personal data carefully. If you think your information has been misused, tell us straight away at info@acerecruitment.com.
Complaints
If you are unhappy with how we have handled your data, please contact us first at info@acerecruitment.com so we can try to put it right.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We review this policy regularly and will update this page when anything changes. Where a change significantly affects you, we will also tell you directly.
Questions about this policy?
Get in touch with our team and we’ll help.
- info@acerecruitment.com
- 020 8854 3826
- 103B Island Business Centre, 18-36 Wellington Street, Woolwich, London SE18 6PF