What we hold

• When you apply: your first name, surname, email, mobile number and age. You must be 18 or over; we check this on the form and again on our server. Your details are passed to Willo, our video-interview provider, so it can send you the interview invitation.
• If a friend referred you, we record who referred you.
• While you onboard: your right-to-work documents and the result of the gov.uk share-code check, your home address, a profile selfie, your documents including the criminal-conviction declaration, your health & safety quiz result, the HMRC New Starter Checklist, your National Insurance number, two references, your bank and payroll details and your signed contract. Students also give us their university term dates and, when they finish, their university completion letter.
• Reading your documents: an AI service reads each document you upload to take the expiry date (and, for students, term and completion dates) onto your profile. A manager still checks every document.
• While you work: the shifts you are offered, accept and work; your check-in and check-out times; your GPS location while the app is open during a shift, to show you were on site; and ratings and feedback from our office and our clients.

Who can see it

• THC’s office — the people who run onboarding, rotas and payroll. Details of a criminal-conviction declaration are visible to admin users only.
• Our clients see only the name, photo and role of the confirmed staff on their own events, and can leave feedback on them. They never see your pay, contact details, address or documents. The timesheet and allocation sheet sent to a client for an event show the names and photos of the staff who worked it.
• Your data is protected in transit and at rest, and every screen shows each person only what their role allows.

How long we keep it

• While you are applying or working with us, we keep your details for as long as they are needed for that purpose.
• When you stop working with us, your profile, documents and work history are kept as the employment records THC is required to hold.
• Right-to-work evidence is kept for the length of your employment plus two years after it ends: the passport, ID card or birth certificate we checked (with the NI document that goes with a birth certificate), your visa or status document, the gov.uk share-code check, its report and the photo it showed, your university term dates letter and completion letter. If you worked for us, it is held for that period even if you ask to be removed, because the law requires us to be able to show it; it is then deleted automatically.

Having your data removed

Email admin@thehospitalitycompany.co.uk to ask for your personal data to be removed. Leaving through the app does not remove it on its own; removal is a separate request. The office confirms it twice, and after that it cannot be undone:

• Your name is replaced with “Deleted account #id”, and your contact details, documents, bank details and photo are wiped — except the right-to-work evidence the law requires us to hold, as above.
• Your login is disabled and any future shifts are released.
• Your work history — past shifts and feedback — is kept for reporting, shown under “Deleted account #id”. Feedback comments are kept as written; ask us and the office will edit your name out of them.
• Timesheets and allocation sheets already sent to a client before your request stay exactly as issued, because they are a billing and HMRC record. Any copy produced afterwards shows “Deleted account #id” and no photo.
• If you made a criminal-conviction declaration, its details are wiped; the fact that one was made and its review outcome stay on the compliance record.
• The one exception to the wipe is the right-to-work evidence we must keep, described above.

Contact

Questions about this notice or your data: admin@thehospitalitycompany.co.uk