Privacy Policy

1. Introduction

Chefs Bay Hospitality Limited ("we", "us", "our") is committed to protecting your privacy and personal data. This privacy policy explains how we collect, use, store, and protect your information when you use our services or interact with us.

Company Details:
Chefs Bay Hospitality Limited
Company No. 13588811
Registered Office: 1 Queen's Park Road, Handbridge, Chester CH4 7AD
Email: contact@chefsbay.co.uk

We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

For Candidates/Workers:

• Personal identification: Full name, date of birth, address, contact details (phone number, email)
• Employment documents: CV/resume, references, qualifications, certifications
• Right-to-work documentation: Passport, visa, share code, National Insurance number
• Compliance documents: DBS check results, food safety certificates, allergen training certificates
• Banking details: For payroll purposes
• Emergency contact information
• Photographs: For identification purposes
• Work history and shift records through our platform

For Clients:

• Business contact information: Name, job title, email, phone number
• Company details: Business name, address, VAT number
• Billing information: Payment details, invoicing preferences
• Communication records: Emails, call notes, booking requests

Website Visitors:

• Technical data: IP address, browser type, device information
• Usage data: Pages visited, time spent on site
• Contact form submissions: Name, email, message content

3. How We Use Your Data

We use your personal data for the following purposes:

Staffing Services:

• Matching candidates with suitable job opportunities
• Contacting you about available shifts and work assignments
• Verifying your identity and right to work in the UK
• Processing payroll and payments
• Managing compliance requirements (DBS, food safety, etc.)
• Communicating about shift details, changes, or cancellations

Client Services:

• Processing and fulfilling staffing requests
• Billing and invoicing
• Account management and relationship building
• Service improvement based on feedback

General:

• Responding to enquiries and providing customer support
• Complying with legal obligations
• Preventing fraud and ensuring security
• Improving our website and services

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract: Processing necessary to perform our contract with you, such as matching you with work opportunities, processing your pay, or providing staffing services to clients.
• Legal obligation: Processing required by law, such as verifying right-to-work status, maintaining payroll records, or complying with tax requirements.
• Legitimate interests: Processing necessary for our legitimate business interests, such as improving our services, preventing fraud, or maintaining our candidate database.
• Consent: Where you have given explicit consent, such as for marketing communications or sharing your details with specific clients.

5. Data Sharing

We may share your personal data with:

• Clients: We share relevant candidate information with clients to fulfil staffing requirements. This includes name, contact details, qualifications, and compliance status.
• Payroll providers: We work with third-party payroll services to process worker payments accurately and on time.
• Platform providers (Ubeya): We use workforce management software to coordinate shifts, track attendance, and manage communications.
• Professional advisors: Including accountants, legal advisors, and auditors where necessary for business operations.
• Government bodies: Where required by law, such as HMRC for tax purposes or the Home Office for right-to-work verification.

We do not sell your personal data to third parties. All third parties we share data with are required to maintain appropriate security measures and only use your data for the specified purposes.

6. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected:

• Active candidates: Data is retained while you are registered with us and actively seeking work.
• Inactive candidates: If you have not worked with us for 2 years, we will contact you to confirm whether you wish to remain on our database.
• Payroll and tax records: Retained for 6 years as required by HMRC.
• Right-to-work documents: Retained for 2 years after employment ends, as required by law.
• DBS checks: We retain the result only, not the certificate, and update as required.
• Client records: Retained for the duration of the business relationship plus 6 years.

7. Your Rights

Under data protection law, you have the following rights:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can request correction of inaccurate or incomplete data.
• Right to erasure: In certain circumstances, you can request deletion of your personal data.
• Right to restrict processing: You can request that we limit how we use your data.
• Right to data portability: You can request your data in a machine-readable format.
• Right to object: You can object to processing based on legitimate interests.
• Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at contact@chefsbay.co.uk. We will respond within one month. If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device that help us understand how you use our site.

Types of cookies we use:

• Essential cookies: Required for the website to function properly.
• Analytics cookies: Help us understand how visitors interact with our site.
• Functional cookies: Remember your preferences and settings.

You can control cookies through your browser settings. Please note that disabling certain cookies may affect website functionality.

9. Contact Us

If you have any questions about this privacy policy or how we handle your personal data, please contact us: