The Reference Checker (Recruitment) Limited - GDPR Statement

Our commitment
The Reference Checker (Recruitment) Limited is committed to protecting personal data processed through its online reference checking software. The software is designed to support companies in collecting, managing and storing reference records. The Reference Checker (Recruitment) Limited recognises their responsibilities under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (as amended), and applicable provisions of the Data (Use and Access) Act 2025. EU GDPR may also apply to particular processing activities.

Data protection principles
The Reference Checker (Recruitment) Limited is committed to the principles of lawfulness, fairness and transparency; purpose limitation; data minimisation; accuracy; storage limitation; and integrity and confidentiality.

The Reference Checker (Recruitment) Limited also recognise their accountability obligations and maintain appropriate policies, procedures and safeguards to support compliance with applicable data protection legislation.

The Reference Checker (Recruitment) Limited’s role and processing activities
When providing the platform to companies, The Reference Checker (Recruitment) Limited acts as a data processor and its customers act as data controllers. The platform may hold job seekers’ identification and contact information, employment histories, reference responses, referees’ contact details and supporting documents. References may occasionally contain special category personal data.

The Reference Checker (Recruitment) Limited processes personal data on customers’ instructions and in accordance with applicable data processing agreements and law. Customers are responsible for identifying an appropriate lawful basis for their processing, providing required privacy information and deciding how long records should be retained. The Reference Checker (Recruitment) Limited’s own processing as a controller, where applicable (for example, business account administration), is addressed separately in relevant privacy information.

Individual rights and deletion
The Reference Checker (Recruitment) Limited assist customers, as appropriate, with requests concerning access, rectification, erasure and other applicable data protection rights. Requests concerning job seeker or referee records may need to be directed to the relevant customer as data controller.

When a customer deletes a job seeker record, associated personal data is removed from the live platform in accordance with our deletion procedures. Copies may remain in secure system backups for a limited period for business continuity and disaster recovery, subject to applicable retention and deletion procedures.

Backups are not used for routine operational purposes. Appropriate safeguards are maintained to prevent previously deleted personal data from being inadvertently restored to active use. Any necessary audit records are retained only where lawful and appropriate.

Security and access
The Reference Checker (Recruitment) Limited maintains appropriate technical and organisational safeguards to protect personal data against unauthorised access, alteration, loss or disclosure. These include account authentication, access controls, user permissions, backup arrangements and periodic security and performance reviews. Access to customer records is limited to appropriately authorised users.

Hosting and service providers
The Reference Checker (Recruitment) Limited use hosting and other service providers to operate and support the platform. Where providers process personal data for us, we use appropriate contractual protections and obtain customer authorisation where required. Hosting locations, sub-processors, international access and transfer safeguards are governed by our current service arrangements and applicable law.

Customer support and account verification
The Reference Checker (Recruitment) Limited operates a support ticket system for account enquiries. Account-related requests are subject to verification procedures intended to protect customer accounts and personal data.

Personal data breaches
The Reference Checker (Recruitment) Limited maintains procedures to identify, investigate, document and respond to personal data breaches. Where a breach affects personal data processed for a customer, The Reference Checker (Recruitment) Limited notify that customer without undue delay after becoming aware of the breach, in accordance with applicable contractual and legal obligations. The Reference Checker (Recruitment) Limited assist customers with their assessment and any required notifications to the Information Commissioner’s Office (ICO) and affected individuals. Where The Reference Checker (Recruitment) Limited act as controller, The Reference Checker (Recruitment) Limited assess and fulfil our own reporting duties.

Ongoing review
The Reference Checker (Recruitment) Limited review their data protection and information security arrangements periodically and update them where necessary to reflect legal, operational and technical changes.

November 2026