Privacy notice

Rubies Recruitment Ltd, company number 11704504, is responsible for the personal information it uses to operate this portal and arrange its staffing services. Employers and partner agencies may also be responsible for information they use for their own staffing, employment or legal purposes.

For a privacy question, correction, complaint or request for human review, use our data rights and privacy contact form. You do not need to sign in. Our privacy inbox is admin@rubiesagencyuk.com.

Registered office: 119 Firs Road, Sale, M33 5EL, United Kingdom. General business enquiries: admin@rubiesagency.co.uk or 0161 745 9934.

Business details: Companies House and our published contact details.

• Accounts and business contacts: names, email and phone numbers, sign-in credentials, account permissions, organisations, sites, billing contacts and business details.
• Worker profiles: job roles, sectors, availability, city and address, optional home coordinates, weekly working limits, night work and relevant contract or immigration conditions.
• Identity and compliance: date of birth, National Insurance number, right-to-work details and check results, immigration status, professional registrations, qualifications and documents supplied for a role. Some uploaded documents can contain health information or criminal-record information.
• Work and pay: offers, applications, bookings, attendance, cancellations, no-shows, reliability events, timesheets, approvals and queries, rates, payslips, deductions and invoices.
• Location: where the clock-in feature requests it, device coordinates at clock-in or clock-out to compare with the workplace. A browser permission request controls access; this feature does not continuously track your movements. Missing or refused location can affect verification and should be raised with the team if you cannot record your work.
• Communications and service records: support and privacy requests, notification choices, consent and withdrawal records, account actions and security information such as IP addresses and browser details. Timesheet approvers also provide their name, email address and decision.

Provide information that is relevant and accurate. Identity, right-to-work and pay details may be needed before we can lawfully arrange work or pay you. Optional email alerts and the optional browser layout preference are not conditions of having an account.

Information comes from you, our authorised team, employers and agencies involved in your work, and the people who approve timesheets or report attendance. Verification can also involve public professional registers, the Home Office or an identity-check provider used for the particular check.

If our team adds an existing worker using a spreadsheet, the imported details can include name, email, phone and relevant work profile information. They may come from contact details you previously gave the team, including through WhatsApp. The portal does not read WhatsApp groups or chat histories. An invitation can be shared with you through WhatsApp as a personal message.

When information comes from someone else, we must tell you the source, purpose and relevant privacy information within a reasonable time, no later than one month, and sooner if we first contact you or disclose the information before then. You can ask which source supplied your details and request correction or review. Being in a WhatsApp group or being imported does not give consent to optional email alerts.

The lawful basis depends on the purpose and your relationship with us:

• Steps towards or performance of a contract with you: the necessary arrangements for work, account access, bookings, timesheets and pay where you are the individual party to that arrangement.
• Legal obligations: relevant right-to-work, working-time, payroll, tax, accounting and other staffing duties that apply to us.
• Legitimate interests: operating a reliable staffing service, dealing with an organisation through its contacts, matching roles and availability, responding to enquiries, protecting accounts and investigating inaccurate records or misuse. These purposes must be necessary and balanced against the effects on you.
• Consent: optional emails about new shifts, job offers, application outcomes and reliability updates where you choose to receive them. You can withdraw this choice at any time.

Health information and criminal-record information require additional legal conditions and safeguards beyond a general lawful basis. Only evidence necessary for a particular role should be requested or supplied. Please ask the team why a sensitive document is needed, the additional condition applying to it, and whether less detailed evidence would meet the requirement before sending unnecessary medical or criminal-record material.

The privacy notice is information about processing. Acknowledging that you have read it does not amount to consent to every use of your information, optional messages or a separate staffing contract.

You can object to direct marketing at any time. Optional emails about new shifts, job offers, application outcomes and reliability updates require a separate opt-in. Change your choice in account settings, use the unsubscribe link in an optional email, or contact us through the privacy form. No sign-in is needed to use an email unsubscribe link. A later opt-in must be your choice.

Unsubscribing from optional alerts keeps your account available and does not cancel a booking. Messages necessary for account security or an existing service, such as password resets, booked-shift changes, timesheet decisions, pay records and billing, can still be sent where needed. Service messages should not be used to bypass an optional-message choice by including unrelated promotion.

You can also object to processing based on legitimate interests. Tell us which use concerns you so that we can consider the circumstances and explain the outcome. Withdrawing consent does not change the lawfulness of processing that took place before withdrawal.

The portal automatically checks job roles and registrations, required documents, right-to-work status, visa and weekly-hour limits, overlapping bookings and relevant attendance restrictions. These checks affect which shifts appear or can be booked. Missing, expired or incorrect information can block a booking.

The reliability score starts at 100 and subtracts active penalty points from the previous 90 days, with a minimum score of zero. Cancelling a confirmed booking normally adds three penalty points, or ten within 24 hours of the shift; a no-show adds 25. Withdrawing an application before it is confirmed does not count as cancelling a confirmed booking.

• A cancellation can pause new bookings for seven days when there are at least three cancellations in 30 days or the score is below 70.
• A no-show can pause new bookings for 14 days; a second within 90 days increases the pause to 30 days, and a third or later one to 60 days.

These checks affect new bookings and do not decide whether pay already earned is owed. A score or automatic restriction does not replace consideration of the circumstances of an individual case.

If an automated result affects you, you can ask for an explanation, put forward your view, provide corrections and request a meaningful review by a person using our human review and data rights form. Include the shift or decision reference and the reason you disagree; avoid unnecessary sensitive details. Our team can review records and restrictions. A statutory work or qualification requirement may still prevent a booking even after review.

Portal permissions limit access according to the work people do. Main administrators manage accounts; other administrators have access to the operational, payroll, compliance, finance or support areas assigned to them.

Employers and partner agencies see the worker and shift information needed for their own bookings and approvals. Before booking, the worker information shown to them is limited; contact information becomes available for confirmed work. Worker compliance documents and payslips are restricted from employer and agency portal access. An external timesheet approver sees the worker, site and hours needed for that approval.

Providers used to host and operate the portal include Vercel and Laravel Cloud, and the configured email and document-storage services. Information can also be shared with verification providers, professional or legal advisers and public authorities where necessary for the relevant service or legal duty. We do not sell worker contact lists.

Provider locations and remote support arrangements can involve access outside the UK. Applicable UK transfer requirements must be met for those arrangements. Ask us for the current providers, processing locations and information about the safeguards applying to your data.

Retention depends on the kind of record, your relationship with us, the last relevant work or account activity, applicable statutory record-keeping duties, and any unresolved pay query, complaint or legal claim. The same period does not apply to every document.

• Work and identity evidence: reviewed against the purpose of the check, ongoing engagement and the retention rule applying to that evidence. Where the employer right-to-work retention duty applies, evidence must be kept throughout employment and for two years after employment ends.
• Pay, tax and business records: kept for the applicable payroll, minimum-wage, tax and accounting requirements, and as needed to resolve a payment or legal claim.
• Sensitive documents: need a separate necessity review; detailed health or DBS material should not be retained simply because routine pay records are retained.
• Profiles, availability, support and security records: assessed against active service needs, account closure or inactivity, investigation needs and proportionate evidence of what happened.
• Email choices: a limited consent or opt-out record may be retained to demonstrate the choice and avoid sending messages after an unsubscribe.

Ask us which retention period or review criteria apply to a particular record. Account closure, an unsubscribe or a deletion request does not by itself erase records that must still be kept. A request is reviewed so that unnecessary data can be removed or restricted and any continued retention explained.

The portal uses account permissions, password hashing, protected sign-in cookies and authorised document downloads. Keep your password and personal invitation or approval links private, sign out on shared devices, and report an unexpected invitation or suspected account misuse to the team.

The cookie and browser-storage notice explains sign-in cookies and the optional saved sidebar layout. The portal does not include advertising trackers or analytics cookies. External websites, including WhatsApp and the marketing website, have their own notices when you choose to visit them.

Depending on the purpose and legal basis, you can request access to your information, correction, deletion, restriction, portability where applicable, or object to a use. You can withdraw consent and ask for human review of an automated decision. These rights are subject to relevant legal conditions; for example, a deletion request may not remove required pay or right-to-work records.

Use our data rights and privacy complaints form, email admin@rubiesagencyuk.com, or write to the registered office above. We may ask for proportionate information to verify identity or clarify the request. Rights requests are normally handled within one calendar month under the applicable rules; if a lawful extension or exception applies, we must explain it. Requests are normally free of charge.

For a data protection complaint, we must acknowledge receipt within 30 days, investigate and keep you informed, and communicate the outcome without undue delay. You can also complain to the UK regulator, the Information Commissioner's Office.

We will update the date on this notice when it changes and draw material changes affecting you to your attention. You can ask for an accessible format or help making a request through the contact routes above.