This notice explains what personal information Saltbrook Staffing collects, why we collect it, who we share it with and how long we keep it. It covers venues that book cover with us, chefs and kitchen staff who work through us, and anyone who visits saltbrook.co.uk or gets in touch.
1. Who we are
Saltbrook Staffing is an employment business supplying chefs and kitchen staff to venues across London. We are the controller of the personal information described in this notice, which means we decide how and why it is used.
For anything to do with your personal information, contact us at hello@saltbrook.co.uk or on 07477 070219.
2. Venues and hiring managers
What we collect
When you register your kitchen, book cover or contact us, we collect your name, job title, venue name and type, venue address, phone number and email address, the roles you need and how often, and anything you tell us about the kitchen or the shift. We also keep records of bookings, timesheets you approve, invoices, payments and our messages with you by phone, WhatsApp and email.
Why we use it
- To set you up as a client, agree rates and send you our terms of business. Our lawful basis is taking steps at your request before entering a contract.
- To arrange cover, confirm who is coming and when, and invoice you. Our lawful basis is performing our contract with you.
- To keep the records that employment businesses must keep under the Conduct of Employment Agencies and Employment Businesses Regulations 2003, and our accounting and tax records. Our lawful basis is legal obligation.
- To follow up on an enquiry and keep in touch about cover you might need. Our lawful basis is our legitimate interest in running and growing the business. You can ask us to stop at any time.
3. Chefs and kitchen staff
What we collect
- Contact details: name, address, phone number, email address and date of birth.
- Work history: CV, roles and sections you can cover, experience, references and our notes from your assessment.
- Right to work: copies of your passport, visa, biometric residence information or share code check, as the law requires.
- Qualifications: food safety and hygiene certificates and other relevant training.
- Payroll information: National Insurance number, tax code or starter checklist, bank details, pension enrolment details, hours worked, pay and holiday pay.
- Availability, preferred areas and travel range, so we can offer shifts near where you live.
- Feedback from venues about shifts you have worked.
- Health information, only where you choose to tell us about something we need to know to keep you safe at work or make reasonable adjustments, such as an allergy or a condition affecting certain tasks.
Why we use it
- To assess whether we can offer you work and match you with suitable shifts. Our lawful basis is taking steps at your request before entering a contract, and our legitimate interest in supplying reliable staff.
- To employ you, pay you through PAYE, pay holiday pay and enrol you in a pension. Our lawful basis is performing our contract with you and legal obligation.
- To check your right to work in the UK before you start, and to keep the records the Conduct Regulations require. Our lawful basis is legal obligation.
- To tell a venue about you before a shift. We share your name, role, relevant experience and qualifications, and the information the Conduct Regulations require us to give them. We do not share your address, bank details or ID documents with venues.
- To handle health information you give us. Our lawful basis is legal obligation, relying on the employment condition for special category information.
4. Website visitors
Our website does not use advertising or tracking cookies, and we do not set cookies of our own.
- Hosting and security. The site is hosted by Cloudflare, which processes your IP address and basic technical information about your visit to deliver the site and protect it from attack.
- Fonts. The site loads its typefaces from Google Fonts, which means your browser sends your IP address to Google when a page loads.
- Forms. When you submit the venue or chef registration form, the details you enter are sent to us by email through Web3Forms, a form delivery service.
Our lawful basis for this is our legitimate interest in running a secure, working website and replying to people who contact us.
5. Who we share information with
We never sell personal information. We share it only where we need to, with:
- venues, where a chef is being supplied to them (see section 3);
- HMRC, our pension provider and any payroll or accountancy provider we use;
- service providers that run our systems on our behalf, including Cloudflare (website hosting and email routing), Google (email and fonts), Brevo (email sending), Web3Forms (form delivery), Supabase (shift board data) and WhatsApp (messaging);
- our insurers and professional advisers, where needed;
- the police, regulators or courts, where the law requires it.
Our service providers may only use your information to provide their service to us.
6. Transfers outside the UK
Some of our service providers are based in, or store data in, the United States or the European Economic Area. Where information leaves the UK, we rely on UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework) or the International Data Transfer Addendum to the EU Standard Contractual Clauses, so your information stays protected to UK standards.
7. How long we keep information
| Information | How long |
|---|---|
| Venue enquiries that do not become clients | 12 months from last contact |
| Client records, bookings and invoices | 6 years after our last dealings, for tax and legal claims |
| Applicants we do not take on | 12 months from your application |
| Chefs who have worked through us, including Conduct Regulations records | 6 years after your last shift |
| Right to work documents | For as long as you work through us, then 2 years |
| Payroll and pension records | 6 years after the end of the tax year they relate to |
After these periods we securely delete the information, unless we need it for an ongoing legal matter.
8. Keeping information safe
We limit access to people who need it, use accounts protected by strong passwords and two-step verification, store ID documents and payroll details only in secure systems, and do not keep personal information on shared or unprotected devices.
9. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information, where we no longer have a reason to keep it;
- ask us to limit how we use your information while a concern is looked into;
- object to us using your information on the basis of legitimate interests, including for keeping in touch;
- ask for information you gave us to be sent to you or another organisation in a common format;
- withdraw consent at any time, where we rely on consent.
To use any of these rights, email hello@saltbrook.co.uk. We will reply within one month. There is normally no charge.
10. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
We may update this notice from time to time. The date at the top shows when it last changed.