Privacy policy
Specific rather than generic: the actual documents we ask a driver for, why we are allowed to hold them, how long they stay and how to get them removed.
The controller
The data controller is Maine Couriers Ltd, company number 10970780, registered at Office 1, Izabella House, 24-26 Regent Place, Birmingham B1 3NJ. Transport Temps is a trading name of that company and not a separate legal entity, so "we" throughout this policy means Maine Couriers Ltd trading as Transport Temps.
Data protection in the UK is governed by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Contact us about anything in this policy at hello@transporttemps.co.uk or on 0330 113 2825.
This page was written from the legislation and the published government guidance and every instrument named on it was read at the source. It is not legal advice and it must be reviewed by a solicitor before the site goes live. If anything here conflicts with the signed terms of business, the signed terms take precedence.
What we collect from drivers and warehouse workers
- Identity and contact details — name, home postcode, phone number, email address and date of birth where a check requires it.
- Driving licence data — licence number, the categories held, penalty points and disqualifications, obtained from the DVLA record using a check code you generate yourself and re-obtained every 90 days while you are on our books.
- Driver CPC card — the card and its expiry date.
- Digital tachograph driver card — the card and its status.
- Right-to-work documents — passport, biometric residence permit, birth certificate or the result of a Home Office online check made using a share code. This category can include immigration status.
- Qualifications and certificates — forklift certificates and the issuing accreditation body, ADR, lorry loader, Moffett, tanker, PCV Driver CPC, site passports.
- References — referee names, contact details and what they tell us.
- Basic DBS check results, where a hirer requires one for the work.
- Assignment and payroll records — shifts worked, hours logged, timesheets, pay, deductions, holiday accrual, National Insurance number and bank details.
- A CV, if you send one.
Some of this is special category or criminal-offence data — immigration status within right-to-work documents and the results of a DBS check. It is collected only where the check is required for the work or by law, is not used for anything else and is not shared with a hirer beyond confirming that the required check was satisfactorily completed.
⚠️ OWNER ACTION — CONDITION FOR SPECIAL-CATEGORY AND CRIMINAL-OFFENCE DATA NOT YET STATED. Processing this data needs a condition beyond the lawful bases set out below and criminal-offence data also requires an appropriate policy document. Neither is named here because neither has been settled for this business and naming the wrong one would be worse than naming none. Both must be confirmed with a solicitor or against ICO guidance and stated on this page before the site goes live.
What we collect from employers
- The name, job title, work email address and work phone number of the people who book cover, approve timesheets and handle invoices.
- The company's trading and registered details, site addresses and purchase order references.
- Booking, assignment, timesheet, invoice and payment records.
- Correspondence with us about bookings, cover, timesheets, invoices and complaints.
Site contact details given to us with a booking — a gate contact, a shift manager — are passed to the worker attending that shift, because that is the entire point of collecting them.
Lawful basis
Contract
Registration, assignment, timesheet, pay and invoice data is processed to perform the contract with you, or to take steps at your request before entering into one.
Legal obligation
Right-to-work checks, payroll and tax records and the record-keeping duties that fall on an employment business are processed because the law requires it.
Legitimate interests
Licence and qualification checks, reference taking, matching a worker to a booking and keeping records to defend a dispute — balanced against your interests and none of it goes beyond what the work requires.
Consent
Used only where it genuinely is a choice, such as keeping your details on file after you have asked us to stop looking for work. Consent given can be withdrawn at any time.
We do not sell personal data, we do not share it with third-party advertisers and we do not use it to build profiles for marketing. Nobody is subjected to a decision with legal or similarly significant effects made solely by automated means.
Who else sees it
- The hirer — the worker's name, the qualifications relevant to the booking and confirmation that the required checks were completed. Not your full file and not your documents.
- The DVLA — when a check code you generated is used to view your driving record.
- The Home Office online right-to-work service — when a share code you generated is used.
- Referees — the people you named, contacted about you.
- Our payroll, accounting and IT suppliers — processing on our instructions under a contract, not for their own purposes.
- HMRC and other authorities — where the law requires it.
How long we keep it
Records are kept for as long as they are needed for the purpose they were collected for and then for as long as a statutory retention or limitation period requires. Payroll and tax records, right-to-work records and the record-keeping obligations that apply to an employment business all carry their own periods, which set the floor.
A registration that never leads to an assignment is not kept indefinitely. If you register and no work follows, tell us and we will delete your file rather than keep it in case something turns up.
⚠️ OWNER ACTION — RETENTION PERIODS NOT YET SET. The specific number of years for each record class (payroll, right-to-work, assignment records, unsuccessful registrations, CCTV or telematics if ever used) must be fixed with a solicitor or a data protection adviser and written into this section before the site goes live. No figure is stated here because none has been decided and an invented retention period would be worse than an unstated one.
What you can ask us to do
- Be informed about how your data is being used — which is what this page is for.
- Get access to the personal data we hold about you.
- Have incorrect data corrected.
- Have data erased.
- Stop or restrict our processing of your data.
- Data portability — get and reuse your data for different services.
- Object to how your data is processed, in certain circumstances.
Ask by emailing hello@transporttemps.co.uk. A request for a copy of your data must be answered as soon as possible and within one month at most. That can be extended by up to two further months for complex requests and if it is, we will tell you within the first month. Requests are normally free.
Some rights are qualified. Where a record has to be kept to meet a legal obligation — payroll and tax records, right-to-work records — erasure of that specific record may not be possible. We will say so and explain why rather than simply refusing.
If you are not satisfied
Raise it with us first. If you think your data has been misused, or that we have not kept it secure, contact us and tell us — that is the route the government's own guidance sets out and most things are resolved there.
If you are unhappy with our response, you can complain to the Information Commissioner's Office, the UK's independent data protection regulator, or get advice from them. Their telephone number is 0303 123 1113.
Cookies and analytics
This site is deliberately plain. It does not run advertising trackers, it does not embed third-party social widgets and it does not use cookies to profile visitors. Web fonts are loaded from Google Fonts, which means your browser makes a request to that service to fetch them.
⚠️ OWNER ACTION — ANALYTICS NOT YET LIVE. No analytics is running at the time of writing and the site's shared chrome carries a placeholder measurement ID that injects nothing. If Google Analytics or any comparable tool is switched on before launch, this section and any cookie notice must be updated at the same time. A privacy policy that describes a cookie position the site no longer has is a defect, not a technicality.
Privacy questions
How do I get a copy of everything you hold about me?
Email hello@transporttemps.co.uk and ask. We must respond as soon as possible and within one month at most, extendable by up to two further months for complex requests, in which case we will tell you within the first month. It is normally free.
Can I have my data deleted?
In most cases yes. Where a record has to be kept to meet a legal obligation — payroll and tax records, right-to-work records — that specific record may have to be retained. We will tell you which and why rather than refusing outright.
What do you tell a hirer about me?
Your name, the qualifications relevant to their booking and confirmation that the required checks were completed. Not your documents, not your full file and not your references' contents.
Why do you re-run my licence check every 90 days?
Because entitlements and endorsements change, so a hirer relying on a six-month-old check is relying on nothing. It uses a check code you generate yourself and a check code is only valid for 21 days, so a fresh one is needed each time.
Who do I complain to if I am not happy with your answer?
Raise it with us first. If you are still unhappy, complain to the Information Commissioner's Office, the UK's independent data protection regulator, on 0303 123 1113. That does not affect any other legal remedy available to you.