Last updated: 23 September 2026
This notice explains what personal data IRS Group collects, why we collect it, who we share it with, how long we keep it and the rights you have over it. It applies to candidates, temporary workers, clients, referees, suppliers and visitors to this website.
1. Who we are
IRS Group is made up of two companies, both registered in England and Wales with their registered office at 101-103 New Union Street, Coventry, CV1 2NT:
- Industrial Recruitment Solutions Ltd (company number 13315717), which handles all our recruitment outside food production
- Industrial Recruitment Services Limited (company number 14294842), which handles food production supply only
We also have an office at 196 High Street, Dudley, DY1 1QE.
We supply temporary workers and recruit for permanent roles in warehouse and logistics, production and manufacturing, engineering, food production and commercial and office roles. The IRS Group company you register with, work through or do business with is the data controller for your personal data. This means it decides how and why your data is used and is responsible for looking after it. Both companies follow this notice.
You can contact us about anything in this notice at info@irsgroup.co.uk or by post to our registered office, marked "Data Protection".
2. What personal data we collect
Candidates and temporary workers
- Identity and contact details: name, address, phone number, email address, date of birth and emergency contact details.
- Work history and skills: your CV, employment history, qualifications, licences and tickets (for example forklift or driving licences), training records and references.
- Right to work information: passport, visa, share code or other documents we are legally required to check.
- Pay and tax information: National Insurance number, bank details, tax code and P45 information, pension details, timesheets and pay records. We only collect this if you work through us.
- Work preferences: the type of work you are looking for, your availability, pay expectations and how far you can travel.
- Records of our contact with you: emails, notes of phone calls and meetings, and feedback from clients about assignments.
Some roles also need more sensitive information, known as special category data or criminal offence data:
- Health information, so we can make reasonable adjustments and make sure a role is safe for you (for example where a role involves heavy lifting or operating machinery).
- Criminal convictions, only where the role or client legally requires a check.
- Equality and diversity information, only if you choose to give it for monitoring purposes.
Clients and client contacts
Names, job titles, business email addresses and phone numbers, details of your vacancies and staffing requirements, and records of our contact with you.
Referees and emergency contacts
Names and contact details given to us by a candidate. We only use these to request a reference or to make contact in an emergency.
Website visitors
Whatever you enter into a form on this website: your name, contact details, message and, for the CV form, your CV file. This website does not use analytics or advertising cookies. See our Cookie Policy.
3. How we collect it
- Directly from you: when you register with us, upload your CV, complete one of our online registration forms, call or email us, or visit one of our offices.
- From job boards: when you apply to one of our adverts on sites such as Indeed or CV-Library, or when your CV on those sites matches a role we are recruiting for.
- From referees and previous employers: when we request a reference with your agreement.
- From our clients: for example timesheets, hours worked and feedback on assignments.
- From publicly available sources: such as professional networking sites, where you have made your profile public.
4. How we use it and our lawful basis
We may only use personal data where the law gives us a lawful basis. The table below sets out the main purposes and the basis we rely on.
| What we use it for | Lawful basis |
|---|---|
| Matching you to suitable roles and putting you forward to clients | Legitimate interests (providing recruitment services you have asked for) and steps before entering a contract |
| Checking your right to work in the UK | Legal obligation |
| Paying you, deducting tax and National Insurance, holiday pay and pension auto-enrolment | Contract and legal obligation |
| Keeping the records employment agencies and licensed labour providers must keep | Legal obligation |
| Keeping you safe on assignment and dealing with accidents or incidents | Legal obligation, and vital interests in an emergency |
| Supplying staff to clients, managing client accounts and invoicing | Contract and legitimate interests |
| Sending candidates details of new jobs, and sending clients information about our services | Legitimate interests. You can opt out at any time. |
| Answering enquiries sent through this website | Legitimate interests |
| Equality and diversity monitoring | Your explicit consent, which you can withdraw at any time |
Where we use health or criminal convictions information, we do so because it is necessary to meet our obligations as an employment business under employment, health and safety and social security law, as permitted by the Data Protection Act 2018.
We will always talk to you before we send your CV or details to a client for a specific role. We will not put you forward for a role without your agreement.
If you do not give us information we need, such as right to work documents or bank details, we may not be able to find you work or pay you.
5. Who we share it with
We do not sell your personal data. We only share it where we need to, with:
- Clients who have a vacancy you have agreed to be put forward for, or where you are working on assignment.
- Payroll, pension and insurance providers who help us pay you and meet our legal obligations.
- HMRC, the Home Office, the Fair Work Agency and other public bodies where the law requires it.
- The police or other authorities where we are legally required to, or to prevent or detect crime, including labour exploitation.
- Service providers who run systems for us, such as our online registration forms (Recruso), email and IT providers, and our website host (Netlify), which processes forms submitted on this site.
- Background checking providers, only where a role requires a check and you have been told about it.
- Professional advisers such as our accountants, auditors, lawyers and insurers.
Our service providers act on our instructions under written contracts and may not use your data for their own purposes.
6. Transfers outside the UK
Most of your data is held in the UK. Some of our service providers, including our website host, may process data outside the UK. When this happens we make sure your data is protected, either because the country has been approved by the UK government as providing adequate protection or because we use the UK's approved contract clauses.
7. How long we keep it
We keep personal data only for as long as we need it. Our standard retention periods are:
| Type of record | How long we keep it |
|---|---|
| Candidates who have not worked through us | 2 years from our last meaningful contact with you |
| Temporary workers: pay, tax, timesheets and assignment records | 6 years after your last assignment |
| Right to work check copies | For the time you work through us, plus 2 years |
| Client records and contracts | 6 years after our relationship ends |
| Website enquiries that do not lead to any further contact | 12 months |
We may keep records longer if we need them for a legal claim or investigation. After the retention period ends we securely delete or destroy the data.
8. Automated decisions
We do not make decisions about you based solely on automated processing. Every decision about putting you forward for a role is made by a person.
9. How we keep it safe
We use appropriate technical and organisational measures to protect your data, including access controls, password-protected systems, secure storage for paper records and staff training. Only people who need your data to do their job can access it. More detail is in our Data Protection Policy.
10. Your rights
Under UK data protection law you have the right to:
- Access the personal data we hold about you and get a copy of it.
- Correct data that is wrong or incomplete.
- Erase your data, where we no longer have a reason to keep it.
- Restrict how we use your data in certain circumstances.
- Object to us using your data on the basis of legitimate interests. You can always object to us sending you marketing, and we will stop.
- Data portability: receive data you gave us in a format you can pass to another organisation.
- Withdraw consent at any time, where we rely on your consent.
To use any of these rights, email info@irsgroup.co.uk. We may ask you to confirm your identity. There is normally no charge, and we will respond within one month. If your request is complex we may need up to two more months, and we will tell you if so.
11. Complaints
If you are unhappy with how we have handled your personal data, please contact us first at info@irsgroup.co.uk. We will acknowledge your complaint within 30 days and tell you what we are doing about it.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint or 0303 123 1113.
12. Other websites
This website links to other sites, including Indeed, CV-Library, our online registration forms (run by Recruso), Google reviews and social media. Those sites have their own privacy policies, and we are not responsible for how they use your data.
13. Changes to this notice
We may update this notice from time to time. The date at the top of this page shows when it was last changed.