Privacy Policy

1. Introduction

Nolvera Ltd ("we", "us", "our", or "Nolvera") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

We comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when:

• Registering as a candidate or client on our platform
• Completing job applications or requests
• Contacting us via email, phone, or contact forms
• Uploading documents (CV, qualifications, certificates)
• Creating or updating your profile

This may include:

• Full name, email address, phone number
• Date of birth and nationality
• Right to work verification documents
• Employment history and qualifications
• Bank details (for payment purposes)
• Emergency contact information
• Health and diversity information (where applicable)

2.2 Information Collected Automatically

When you visit our website, we automatically collect:

• IP address and device information
• Browser type and operating system
• Pages visited and time spent on our website
• Referrer information
• Cookies and similar tracking technologies

2.3 Information from Third Parties

We may receive information about you from:

• Background check and verification providers
• Reference providers
• Other recruitment agencies or staffing partners
• Employment tribunals or regulatory bodies (if required)

3. How We Use Your Information

We use your information for the following purposes:

For Candidates:

• Processing your job application and registration
• Matching you with suitable employment opportunities
• Verifying your right to work and conducting background checks
• Communicating about job placements and opportunities
• Processing payroll and payment
• Managing worker welfare and support
• Compliance with employment law and tax requirements
• Preventing fraud and modern slavery

For Clients:

• Processing your staffing requests
• Providing candidate profiles and CVs
• Managing service delivery and invoicing
• Compliance with employment law
• Communication and support

For All Users:

• Improving our website and services
• Marketing and promotional communications (with consent)
• Legal compliance and regulatory obligations
• Responding to inquiries and complaints
• Analytics and business performance

4. Legal Basis for Processing

Under GDPR, we process your personal data on the following legal bases:

Legal Basis	Purpose
Contract	Processing employment contracts, payroll, placement services
Legal Obligation	Tax compliance, employment law, modern slavery prevention
Legitimate Interest	Fraud prevention, business improvement, marketing
Consent	Marketing communications, optional surveys
Vital Interests	Health and safety, emergency situations

5. Who We Share Your Data With

We may share your personal data with:

For Candidates:

• Client organisations (employment agencies and businesses)
• Background check and verification providers
• Government agencies and regulatory bodies
• Payroll and accounting service providers
• Insurance and compliance providers
• Legal advisors (if required)

For Clients:

• HMRC for tax purposes
• Insurance providers
• Compliance and audit providers
• Legal and accounting advisors

Data Processors:

We use third-party service providers who process data on our behalf. These processors are bound by confidentiality agreements and are required to implement appropriate security measures.

6. Data Retention

We retain your personal data for the following periods:

Data Type	Retention Period
Active Candidate Profile	Duration of engagement + 2 years
Inactive Candidate Profile	3 years from last activity
Employment Records	6 years (for tax and legal compliance)
Background Checks	Duration of engagement + 1 year
Website Cookies	As per cookie policy (typically 1-2 years)
Enquiry Data	3 years from last contact

When data is no longer needed, we securely delete or anonymise it. Some data may be retained longer if required by law.

7. Your Rights

Under GDPR, you have the following rights:

7.1 Right of Access

You can request a copy of your personal data. We will provide this within 30 days of your request.

7.2 Right to Rectification

You can correct inaccurate or incomplete data. Contact us to update your information.

7.3 Right to Erasure

In certain circumstances, you can request deletion of your data (the "right to be forgotten").

7.4 Right to Restrict Processing

You can restrict how we process your data in certain situations.

7.5 Right to Data Portability

You can request your data in a structured, machine-readable format for transfer to another organisation.

7.6 Right to Object

You can object to direct marketing and certain types of processing.

7.7 Rights Related to Automated Decision-Making

You have rights related to automated decision-making and profiling.

To exercise any of these rights, please contact us using the details in Section 11.

8. Cookies

Our website uses cookies to enhance your experience. Cookies are small text files stored on your device. We use:

Essential Cookies

• Session management
• Login and authentication
• Security and fraud prevention

Functional Cookies

• Remembering your preferences
• Language settings
• Form data retention

Analytics Cookies

• Website usage analysis
• Traffic and performance tracking
• User behaviour insights

You can control cookies through your browser settings. However, disabling essential cookies may affect website functionality.

9. Data Security

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include:

• Encryption of data in transit and at rest
• Secure authentication protocols
• Regular security audits and assessments
• Staff training on data protection
• Access controls and user permissions
• Incident response procedures

While we strive to protect your information, no system is completely secure. We cannot guarantee absolute security but will notify you of any data breaches as required by law.

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that a child has provided us with personal data, we will delete it promptly.