Legal

Candidate Privacy Notice

Last updated: 9 September 2026

This Candidate Privacy Notice explains how Lancers Group Ltd collects, uses, stores and protects personal information about people who register an interest in security work, apply for assignments or complete our candidate-onboarding process.

1. Who we are

Lancers Group Ltd is a temporary employment agency specialising in the supply of security personnel.

For the purposes of UK data protection law, Lancers Group Ltd is the data controller responsible for the candidate information covered by this notice.

Company name: Lancers Group Ltd
Company number: 17406949
Registered office: 16 Sealand Road, Chester, CH1 4LB
Registered in: England and Wales
Website: https://lancersgroup.co.uk
Candidate privacy contact: [email protected]

2. Information collected when you register

Our public candidate-registration form is intended to collect only the information needed to review an initial expression of interest. This may include:

Your full name.
Your email address and mobile number.
Your postcode or general location.
Your work experience and employment history.
Your availability and preferred working arrangements.
The types of security assignments that interest you.
Details of your SIA licence, including its type and expiry date.
Any information you choose to include in your message or application.
Technical information associated with submitting the form, such as your IP address, browser information and submission time.

Please ensure that the information you provide is accurate and relates to you.

3. Information not requested through the public form

Please do not upload or submit the following through our public registration form:

Passport scans or other identity documents.
National Insurance numbers.
Bank or payment details.
Visa documents or immigration files.
Copies of right-to-work documents.
Criminal-record or DBS documents.
Medical records or detailed health information.
Other sensitive personal or compliance documents.

If your application progresses, we will contact you separately and explain how to provide any information required for secure onboarding.

4. Information collected during onboarding

If we decide to progress your application, we may collect additional information necessary to assess your suitability, meet our legal obligations and administer your work.

This may include:

Your full address and date of birth.
Proof of identity and address.
Right-to-work information and supporting evidence.
National Insurance and tax information.
Bank details for payment.
Emergency-contact information.
Detailed employment history and references.
Training, qualification and SIA licence information.
Assignment history, availability and performance information.
Information required for payroll, pension and employment administration.
Information needed to meet client, insurance, screening or regulatory requirements.
Relevant health information where necessary to assess workplace adjustments, health and safety or fitness for a particular assignment.
Criminal-record or vetting information where a check is appropriate, lawful and necessary for the role.

We will collect only information that is relevant and reasonably necessary for the recruitment, onboarding or assignment process.

5. Where we obtain information

We normally obtain candidate information directly from you.

Where appropriate and lawful, we may also obtain or verify information from:

Referees or previous employers.
The Security Industry Authority.
Right-to-work checking services.
Background-screening or compliance providers.
Clients for whom you have completed an assignment.
Publicly available professional sources.
Government departments, regulators or other authorised bodies.

Where information is obtained from another source, we will handle it in accordance with applicable data-protection law.

6. How we use candidate information

We may use your information to:

Review your expression of interest or application.
Contact you about your registration.
Assess your experience, qualifications, availability and suitability.
Identify potentially suitable security assignments.
Verify your identity, references, employment history and SIA licence.
Complete right-to-work and other legally required checks.
Decide whether to offer registration, employment or an assignment.
Introduce or propose you to prospective clients where appropriate.
Arrange and manage temporary security assignments.
Administer contracts, working time, attendance, payroll, tax and pension obligations.
Communicate with you about assignments, training and compliance requirements.
Meet our employment, health and safety, immigration, tax and regulatory obligations.
Prevent fraud and protect candidates, clients and our business.
Establish, exercise or defend legal claims.
Maintain appropriate recruitment, employment and compliance records.

We will not sell your personal information.

7. Our lawful bases

Depending on why we use your information, we may rely on one or more of the following lawful bases:

Steps before entering into a contract: to review your application, discuss opportunities and complete appropriate pre-engagement steps at your request.
Performance of a contract: to administer your employment, engagement or assignments.
Legal obligation: to complete right-to-work checks and meet employment, tax, payroll, workplace-safety and other legal requirements.
Legitimate interests: to operate our staffing business, assess candidates, match suitable workers with assignments, verify information, maintain security and manage relationships with candidates and clients.
Consent: where we specifically ask for permission and consent is appropriate. You may withdraw your consent at any time.

If we need to use special-category information, such as relevant health information, we will identify an additional legal condition before processing it.

If criminal-offence or DBS information is required, we will process it only where this is necessary, proportionate and legally permitted. Where required, we will maintain an appropriate policy document covering how that information is protected and retained.

8. Sharing candidate information

Where appropriate and lawful, we may share candidate information with:

Clients or prospective clients considering you for an assignment.
Referees and previous employers.
The Security Industry Authority and other relevant regulatory bodies.
Right-to-work, identity-verification, screening or compliance providers.
Payroll, pension, banking, accounting and payment providers.
Website-hosting, form-processing, email and IT service providers.
Professional advisers, including accountants, insurers and legal advisers.
HM Revenue & Customs, government departments, courts, law-enforcement agencies or regulators where required.
A purchaser or successor if our business is sold, transferred or reorganised.

We will share only the information reasonably necessary for the relevant purpose.

Where possible, we will inform you before presenting your details to a client. We will not provide sensitive onboarding documents to clients unless this is necessary, lawful and appropriately protected.

Service providers acting on our behalf may use candidate information only to provide their services to us and must protect it appropriately.

9. International transfers

Some website, email, screening or technology providers may process personal information outside the United Kingdom. Where candidate information is transferred internationally, we will take reasonable steps to ensure an appropriate legal safeguard is used, such as UK adequacy regulations or approved contractual protections.

10. How long we retain candidate information

We keep candidate information only for as long as reasonably necessary for recruitment, employment, legal, regulatory and record-keeping purposes.

Our usual retention periods are:

Initial registrations that do not progress: normally up to 6 months after the last meaningful contact or recruitment decision.
Talent-pool records: for a longer period only where we have told you and have an appropriate lawful basis. We will periodically review whether the information remains necessary.
Vetting documents: only for as long as necessary to complete the relevant checks. Where appropriate, we may securely destroy the underlying documents while retaining a record of the result and decision.
Right-to-work check records: for the duration of your employment and for 2 years after it ends, where required by law.
Worker, payroll, assignment and contractual records: for the duration of our relationship and normally for up to 6 years afterwards where needed for legal, tax or record-keeping purposes.
Information relating to a complaint, dispute or legal claim: for as long as necessary to address the matter and meet applicable limitation periods.

We may retain information for longer where required by law, requested by a regulatory authority or necessary to establish, exercise or defend a legal claim.

Information that is no longer required will be securely deleted or anonymised.

11. Automated decision-making

We do not currently make recruitment or assignment decisions based solely on automated processing that produces legal or similarly significant effects.

If this changes, we will provide appropriate information about the process, its likely consequences and your relevant rights before using it.

12. Protecting your information

We use reasonable organisational and technical measures designed to protect candidate information against unauthorised access, loss, misuse, alteration or disclosure.

Access to onboarding and compliance information is limited to people and service providers who reasonably need it for their work.

No internet transmission or storage system is completely secure. You should not send sensitive documents through our public registration form or ordinary email unless we specifically instruct you to do so using an appropriate process.

13. Your data-protection rights

Depending on the circumstances, you may have the right to:

Ask for access to your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to delete your information.
Ask us to restrict how your information is used.
Object to processing based on legitimate interests.
Receive certain information in a portable format.
Withdraw consent where processing is based on consent.
Ask for human intervention where a significant decision is made solely by automated means.
Complain to the Information Commissioner's Office.

These rights are subject to legal conditions and exemptions. For example, we may need to retain certain information to comply with a legal obligation or deal with a legal claim.

To exercise a right, contact [email protected]. We may need to verify your identity before responding.

You may also complain to the Information Commissioner's Office:

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

We would appreciate the opportunity to address your concerns before you contact the ICO.

14. If you do not provide requested information

You are not required to submit an initial expression of interest.

However, if you choose not to provide information that is necessary to assess your application, complete required checks or administer an assignment, we may be unable to progress your registration, offer you employment or place you in an assignment.

15. Changes to this notice

We may update this Candidate Privacy Notice when our recruitment processes, services or legal obligations change.

The latest version will be published on our website with a revised “last updated” date.

16. Contact us

If you have questions about this notice or how we use candidate information, please contact:

Lancers Group Ltd
16 Sealand Road
Chester
CH1 4LB
United Kingdom

Email: [email protected]
Company number: 17406949
Registered in England and Wales