Privacy Policy & Data Protection
This policy explains how The KLW Group collects, stores, and uses your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Last updated: June 2026
Who We Are (Data Controller)
The KLW Group acts as the Data Controller for all personal data collected through this staff portal and our public-facing websites.
If you have any questions about how your data is used, or wish to exercise your rights, please contact us at:
Email: enquiries@theklwgroup.com
Company: The KLW Group
What Personal Data We Collect
We collect and process the following categories of personal data:
- •Identity Data: Full name, date of birth, National Insurance number
- •Contact Data: Email address, phone number, home address
- •Financial Data: Bank account name, account number, and sort code (for PAYE payroll)
- •Employment Data: Role type, SIA licence number, right to work documents, DBS certificate
- •Compliance Documents: Uploaded files such as proof of ID, licences, and certifications
- •Attendance Data: Clock-in/out timestamps and GPS coordinates recorded during shifts
- •Emergency Contact Data: Name and phone number of your nominated emergency contact
Why We Collect Your Data (Lawful Basis)
Under UK GDPR, we rely on the following lawful bases to process your personal data:
Contract: Processing is necessary to fulfil your employment or engagement contract with KLW Group (e.g. shift scheduling, payroll).
Legal Obligation: We are required to verify your right to work in the UK, maintain payroll records, and carry out DBS checks where applicable.
Legitimate Interest: We use attendance data and GPS records to ensure operational safety, manage shift compliance, and protect staff welfare.
Consent: Where required (e.g. optional data), we will ask for your explicit consent, which you may withdraw at any time.
How & Where Data is Stored
All personal data is stored securely using industry-standard encryption and security practices.
- •Encryption at rest: All stored data is encrypted using AES-256.
- •Encryption in transit: All data transfers use TLS (HTTPS).
- •Access controls: Only authorised admin and manager roles can access staff personal data.
- •Data location: Data is stored on servers located within the European Economic Area (EEA) or UK-equivalent jurisdictions.
- •Documents: Uploaded files are stored in a private, access-controlled file store and are not publicly accessible.
Who We Share Data With
We do not sell or trade your personal data. We may share it only in the following limited circumstances:
- •HMRC / Payroll: We may share relevant payroll data with HMRC as required under PAYE obligations.
- •Banking providers: Bank details are shared with our payment processor (Tide Business) solely for processing PAYE wages.
- •Regulatory bodies: We may disclose data to the SIA or relevant authorities if required by law.
- •Platform providers: Our technology partners process data on our behalf under strict data processing agreements.
How Long We Keep Your Data
We retain personal data only for as long as necessary:
Your Rights Under UK GDPR
You have the following rights regarding your personal data. To exercise any of these rights, contact us at enquiries@theklwgroup.com.
Right of Access
Request a copy of your data (Subject Access Request)
Right to Rectification
Ask us to correct inaccurate data
Right to Erasure
Request deletion of your data where no legal obligation applies
Right to Restriction
Ask us to limit how we use your data
Right to Portability
Receive your data in a structured, machine-readable format
Right to Object
Object to processing based on legitimate interests
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
Cookies & Tracking
This staff portal does not use third-party advertising cookies. We use essential session cookies only to maintain your logged-in state and ensure portal security. No tracking or profiling cookies are used.
No Screenshot Policy
Staff data, shift details, pay rates, and personal information displayed within this portal are strictly confidential. You must not screenshot, copy, or share any content from this portal. Doing so may constitute a breach of data protection law and may result in disciplinary action or removal from the platform.