eclipse recruitment

 

Privacy Notice Last updated: September 2026

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Eclipse Recruitment Driving Solutions Limited takes the privacy and security of personal information seriously.

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This Privacy Notice explains what personal information we collect, why we collect it, how we use it, who we may share it with, how long we keep it and the rights you have in relation to your information.

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1. Who we are

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Eclipse Recruitment Driving Solutions Limited is a recruitment business providing temporary, contract and permanent recruitment services to work-seekers and clients.

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For the purposes of UK data protection law, Eclipse Recruitment Driving Solutions Limited is the Data Controller for the personal information that we determine how and why to process.

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Our details are:

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Eclipse Recruitment Driving Solutions Limited
Foxhall Lodge
Foxhall Road
Nottingham
NG7 6LH

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Telephone: 0115 704 4777

Company number: 06583345
ICO registration number: Z1685045

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You can contact us using the details above if you have any questions about this Privacy Notice or how we use your personal information.

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2. The information we collect

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The information we collect depends on your relationship with Eclipse and the services we provide to you.

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Work-seekers and temporary workers

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We may collect and process information including:

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• your name, address and contact details;

• date of birth;

• National Insurance number;

• emergency contact or next-of-kin details;

• employment history and CV;

• education, skills, training and qualifications;

• driving licence details and driving entitlement;

• Driver CPC and digital tachograph information where relevant;

• employment references;

• availability for work;

• details of assignments and placements;

• right-to-work and identity documentation;

• passport, birth certificate, visa or immigration status information where required;

• bank details for payment purposes;

• pay, tax, pension and payroll information;

• timesheets and working hours;

• communications between you and Eclipse;

• information relating to your performance, conduct or suitability for assignments;

• information supplied through our website, application forms, Driver Portal or other systems;

• technical information relating to your use of our websites and online services.

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Where necessary and permitted by law, we may also process special category personal information, including information relating to:

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• health or medical conditions where relevant to your ability to undertake an assignment or where adjustments may be required;

• disabilities and reasonable adjustments;

• racial or ethnic origin where required for equality monitoring;

• other information afforded additional protection under data protection legislation.

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Where appropriate and permitted by law, we may also process information relating to criminal convictions and offences, for example where this is relevant to a particular role or required by a client, law or regulatory requirement.

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We will only collect information that is necessary and proportionate for the purposes for which it is required.

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Clients, prospective clients and business contacts

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We may collect:

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• your name;

• job title;

• employer or organisation;

• business address;

• telephone number;

• email address;

• details of recruitment requirements;

• records of communications and meetings;

• contractual and financial information;

• information relating to assignments, workers and services supplied;

• information obtained through normal business development activities.

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Website users

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When you use our website, Client Portal, Driver Portal or other online services, we may collect technical information such as:

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• IP address;

• browser and device type;

• operating system;

• pages visited;

• login information;

• date and time of visits;

• website usage information;

• cookie and similar technology information.

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Further information about our use of cookies is available in our Cookie Policy.

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3. Where we obtain your information

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We may obtain personal information directly from you when you:

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• register with Eclipse;

• complete an application form;

• submit a CV;

• use our website or portals;

• apply for a vacancy;

• contact us by telephone, email, website form or other means;

• attend an interview or assessment;

• undertake an assignment;

• provide information required for payroll, compliance or employment administration.

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We may also receive information about you from other sources, including:

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• recruitment websites and job boards;

• referees and previous employers;

• clients and prospective clients;

• publicly available professional or business information;

• government bodies or regulatory authorities where appropriate;

• payroll providers or umbrella companies;

• recommendations and referrals;

• other organisations where you have authorised them to provide information to us.

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Where we obtain personal information about you from another source, we will provide appropriate privacy information in accordance with our legal obligations.

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4. Why we use your personal information

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We use personal information to operate our recruitment business and provide our services.

For work-seekers and temporary workers, this may include:

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• registering you for work;

• assessing your skills, experience, qualifications and suitability;

• identifying suitable vacancies and assignments;

• contacting you about work opportunities;

• matching you to client requirements;

• introducing or supplying you to clients;

• arranging interviews, assessments and assignments;

• verifying your identity and right to work in the UK;

• checking licences, qualifications, training and other relevant credentials;

• obtaining employment references;

• administering assignments;

• recording availability and working hours;

• operating payroll and making payments;

• administering tax, National Insurance and pension requirements;

• managing holiday entitlement;

• dealing with queries, complaints or disputes;

• managing health and safety requirements;

• complying with employment, recruitment, tax, immigration and other legal obligations;

• preventing and detecting fraud or other unlawful activity;

• establishing, exercising or defending legal claims;

• monitoring and improving our services;

• maintaining appropriate business and compliance records.

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For clients and business contacts, this may include:

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• providing recruitment services;

• managing our commercial relationship;

• processing recruitment requirements and bookings;

• supplying information about suitable candidates;

• administering contracts and assignments;

• invoicing and payment administration;

• responding to enquiries;

• maintaining business records;

• developing and improving our services;

• keeping appropriate records of communications and transactions.

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5. Our lawful bases for using personal information

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Data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, Eclipse may rely on one or more of the following bases.

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Contract

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We may process your personal information where it is necessary to:

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• take steps at your request before entering into a contract; or

• perform a contract that we have with you.

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For example, we may need your information to register you for work, arrange an assignment, administer your pay or provide agreed recruitment services.

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Legal obligation

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We may process personal information where this is necessary for us to comply with a legal obligation.

This may include obligations relating to:

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• recruitment and employment businesses;

• right-to-work checks;

• tax and National Insurance;

• payroll;

• pensions;

• working time;

• health and safety;

• record keeping;

• regulatory or law-enforcement requirements.

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Legitimate interests

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We may process personal information where this is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

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Our legitimate interests may include:

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• operating and administering our recruitment business;

• matching suitable work-seekers with appropriate vacancies and assignments;

• maintaining relationships with work-seekers and clients;

• responding to client recruitment requirements;

• maintaining accurate business records;

• preventing fraud and protecting our business;

• establishing, exercising or defending legal claims;

• improving our services and systems;

• business development with relevant organisations and professional contacts.

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Where we rely on legitimate interests, we consider whether our use of the information is necessary, proportionate and within your reasonable expectations.

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Consent

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In some circumstances we may ask for your consent.

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Where processing is based on consent, you may withdraw that consent at any time. Withdrawal of consent will not affect processing that took place before consent was withdrawn.

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Consent is not our only lawful basis for providing recruitment services, and withdrawing consent does not necessarily mean that we must delete all information we hold about you where another lawful basis requires or permits us to retain it.

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6. Special category information

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Certain information is given additional protection under data protection law. This includes information concerning health, racial or ethnic origin and certain other personal characteristics.

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Where we process special category information, we will do so only where we have both:

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• an appropriate lawful basis for processing the personal information; and

• an appropriate condition under UK data protection law for processing special category information.

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This may include circumstances involving employment, social security and social protection law, occupational health, equality monitoring, legal claims or where you have given explicit consent and this is appropriate.

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We only process this information where it is necessary and proportionate.

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7. Criminal offence information

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Certain positions may require information relating to criminal convictions or offences.

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We will only process this type of information where we are permitted to do so by law and where it is relevant and necessary for the role or service concerned.

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We will not carry out criminal record checks simply because a client requests one where there is no lawful basis for doing so.

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8. Right-to-work and compliance checks

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As a recruitment business, Eclipse has legal and contractual responsibilities relating to the workers we supply.

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We may therefore verify information including:

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• identity;

• right to work in the UK;

• driving entitlement;

• Driver CPC;

• digital tachograph cards;

• qualifications;

• licences;

• employment history;

• references;

• other documents relevant to an assignment.

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We may retain evidence of these checks where necessary for legal, regulatory, contractual or compliance purposes.

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9. Who we share information with

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We do not sell your personal information.

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Where necessary for the purposes described in this Privacy Notice, we may share information with:

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• clients and prospective clients where you are being considered for work;

• companies within a client's supply chain or neutral/master vendor arrangement where necessary;

• payroll providers;

• umbrella companies where applicable;

• pension providers;

• IT, database, hosting and software providers;

• communications and cloud service providers;

• background checking or verification providers where appropriate;

• insurers and insurance brokers;

• professional advisers including accountants, auditors and solicitors;

• banks and payment service providers;

• HM Revenue & Customs;

• government departments;

• regulators;

• law-enforcement authorities;

• courts or tribunals;

• other parties where required or permitted by law.

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We only disclose information that is reasonably necessary for the relevant purpose.

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Where another organisation processes personal information on our behalf, we require appropriate contractual and security safeguards to be in place.

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10. Recruitment clients

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Where we believe you may be suitable for an assignment or vacancy, we may provide relevant information to a client or prospective client.

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The information supplied will depend upon the role but may include:

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• your name;

• work history;

• skills and experience;

• qualifications and licences;

• availability;

• relevant compliance information;

• references where appropriate;

• other information relevant to assessing your suitability.

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We will not routinely provide unnecessary personal information such as your bank details or National Insurance number to recruitment clients.

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11. Payroll and umbrella companies

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Where you are paid through Eclipse, we process information necessary to administer your wages, tax, National Insurance, pension contributions and other statutory payments or deductions.

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Where you choose or are required to use an approved umbrella company or another permitted payroll arrangement, information necessary to establish and administer that arrangement may be shared with the relevant provider.

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These organisations may act as separate Data Controllers for the information they process for their own legal and payroll purposes.

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12. International transfers

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Some of the technology and service providers used by Eclipse may process or store personal information outside the United Kingdom.

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Where personal information is transferred internationally, we will ensure that appropriate safeguards are in place as required by UK data protection law.

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Depending on the destination and circumstances, these safeguards may include:

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• UK adequacy regulations;

• recognised contractual safeguards;

• the UK International Data Transfer Agreement;

• the UK Addendum to approved standard contractual clauses; or

• another lawful transfer mechanism.

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Further information about the safeguards applying to a particular transfer can be requested from us.

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13. How long we keep your information

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We do not keep personal information for longer than is necessary.

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Retention periods depend upon:

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• why the information was collected;

• whether you have worked for Eclipse or been placed with a client;

• our legal and regulatory obligations;

• tax and payroll requirements;

• limitation periods for potential legal claims;

• contractual requirements;

• whether the information remains necessary for recruitment purposes.

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Certain recruitment records must be retained for minimum statutory periods.

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Payroll, tax, financial and employment-related records may need to be retained for longer periods to comply with legal, accounting or HMRC requirements.

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Where you remain registered with Eclipse for recruitment purposes, we may retain relevant information while we continue to provide work-finding services or where there is a reasonable prospect that we may do so.

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We periodically review the information we hold. Information that is no longer required will be securely deleted, destroyed or anonymised unless we have a lawful reason to retain it.

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A request to delete information does not automatically override legal or regulatory requirements requiring us to retain particular records.

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14. Keeping your information accurate

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We take reasonable steps to ensure that the information we hold is accurate and up to date.

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We ask that you tell us if your information changes, particularly:

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• address;

• telephone number;

• email address;

• bank details;

• driving licence;

• qualifications;

• right-to-work status;

• availability;

• medical restrictions relevant to work;

• other information that may affect your suitability or eligibility for assignments.

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You may be able to update some information directly through the Eclipse Driver Portal.

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15. Security

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Eclipse uses appropriate technical and organisational measures designed to protect personal information against:

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• unauthorised access;

• loss;

• misuse;

• alteration;

• accidental disclosure;

• destruction.

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Access to personal information is restricted to people and organisations that require it for legitimate business, contractual or legal purposes.

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Our employees are expected to handle personal information confidentially and securely.

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No electronic system can be guaranteed to be completely secure, but we continually review our systems and procedures and take reasonable steps to protect the information entrusted to us.

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16. Our database, portals and technology

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Eclipse uses electronic recruitment, database, payroll, communications and portal systems to manage its recruitment services.

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These systems may assist our staff with tasks such as:

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• maintaining candidate records;

• managing availability;

• identifying potentially suitable candidates;

• recording bookings and assignments;

• compliance checking;

• communications;

• business administration.

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Technology may assist our staff in identifying potential matches between candidates and vacancies. However, recruitment decisions involve human oversight and are not made solely by automated processing where this would produce legal or similarly significant effects, unless we have informed you separately and have a lawful basis for doing so.

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17. Marketing and business communications

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We may contact existing or prospective business clients about recruitment services where we have a lawful basis to do so.

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You may ask us to stop sending marketing communications at any time.

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This does not prevent us from contacting you about:

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• an existing recruitment relationship;

• an assignment;

• payroll;

• compliance;

• legal or contractual matters;

• administration of services you have requested.

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Work-seekers may also receive communications about suitable work opportunities as part of the recruitment services they have requested from us.

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18. Your data protection rights

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Depending on the circumstances and the lawful basis relied upon, you may have the right to:

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• be informed about how your personal information is used;

• access the personal information we hold about you;

• rectify inaccurate or incomplete information;

• request erasure of your personal information in certain circumstances;

• restrict processing in certain circumstances;

• object to processing in certain circumstances;

• request data portability where applicable;

• withdraw consent where processing is based upon consent;

• raise concerns about certain types of automated decision-making.

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These rights are not absolute and may depend upon the circumstances and the legal basis on which we process your information.

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For example, we may be required to retain certain information even where you request its deletion.

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Your right to object

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You have the right to object to processing based on legitimate interests in certain circumstances.

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You also have an absolute right to object to your personal information being used for direct marketing.

If you wish to exercise any of your rights, please contact us using the details in this Privacy Notice.

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We may need to verify your identity before acting on a request.

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We will not normally charge a fee for exercising your data protection rights, although the law allows a reasonable fee or other action in certain circumstances involving manifestly unfounded or excessive requests.

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19. If you choose not to provide information

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Some personal information is necessary for us to provide recruitment services or comply with our legal obligations.

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If you do not provide information that we reasonably require, we may be unable to:

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• register you for work;

• assess your suitability;

• put you forward for an assignment;

• verify your right to work;

• meet client compliance requirements;

• pay you;

• continue to provide recruitment services.

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We will only request information where we have a legitimate reason for requiring it.

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20. References

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Where you provide details of referees, you are responsible for ensuring that you are entitled to provide their contact details to us.

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We may contact previous employers or other referees to verify employment history, experience or other relevant information.

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Information obtained through references will be used for recruitment, compliance and record-keeping purposes.

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When Eclipse provides a reference concerning a current or former worker, the information provided will be handled in accordance with our reference policy and applicable legal obligations.

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21. Complaints and concerns

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If you have any concerns about how Eclipse uses your personal information, please contact us first so that we have the opportunity to investigate and resolve the matter.

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Contact:

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The Directors
Eclipse Recruitment Driving Solutions Limited
Foxhall Lodge
Foxhall Road
Nottingham
NG7 6LH

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Telephone: 0115 704 4777

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You also have the right to complain to the UK's data protection regulator:

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Information Commissioner's Office (ICO)

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Further information about your rights and how to raise a concern is available at www.ico.org.uk.

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22. Changes to this Privacy Notice

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We may update this Privacy Notice from time to time to reflect:

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• changes to our services;

• changes to the way we use personal information;

• changes to technology;

• changes in legislation or regulatory guidance.

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The latest version will be published on our website and the date at the top of this notice will show when it was last updated.

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Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals.

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Contract
Foxhall Lodge, Foxhall Road, Nottingham, NG7 6LH
Telephone: 0115 704 4777
Company No. 06583345
ICO Registration No. Z1685045

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Last updated: September 2026

 

 

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