Company Name: RecBOS Ltd (RecBOS)
Company Number: 17040653
Company Address: 134 London Road, Knebworth, Hertfordshire, SG3 6EY
Email: info@recbos.co.uk
Telephone: 0330 043 0433
Website: www.recbos.co.uk
Effective Date: 18th February 2026
Introduction
RecBOS Ltd (“we”, “us”, “our”) provides Back Office and Accountancy support services to Recruitment Agencies.
We are committed to protecting and respecting personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Policy explains how we collect, use, store, and protect personal data when acting as both:
- A Data Controller (for our own business activities); and
- A Data Processor (when processing personal data on behalf of our recruitment agency clients).
RecBOS Ltd is registered in England and Wales under company number 17040653.
When We Act as a Data Controller
We act as a Data Controller when processing personal data relating to:
- Our clients
- Prospective clients
- Suppliers and contractors
- Website users
- Employees and job applicants
When We Act as a Data Processor
When providing Back Office and Accountancy services, we process personal data on behalf of our clients. This may include:
- Candidate data
- Contractor data
- Client contact details
- Payroll information
- Timesheets
- Payment information
In these circumstances, the recruitment agency (our client) is the Data Controller, and we act strictly on their documented instructions.
The Personal Data We Collect
Clients and Business Contacts:
- Name
- Business name
- Job title
- Address
- Email address
- Telephone number
- Payment and billing information
- Bank details
- Identification documents (where required for compliance)
- Correspondence and communications
Financial and Accountancy Data
When delivering services, we may access:
- Client bank accounts, invoice finance accounts, and credit insurance accounts (as authorised users only)
- Transaction histories
- Payroll data
- VAT and tax information
- Supplier payment details
We do not typically hold client funds. In limited circumstances where funds are temporarily handled, appropriate controls and safeguards are in place.
Candidate and Contractor Data (Processed on Behalf of Clients)
- Names and contact details
- National Insurance numbers
- Payroll data
- Payment details
- Timesheets
- Right-to-work information
This data is processed strictly under client instruction.
Marketing Data
- Email addresses
- Marketing preferences
- Records of communications
Suppliers
- Contact details
- Bank details for payments
- Contract information
Website Users
- IP address
- Browser type and version
- Pages visited (including time and date)
- Cookie data
Employees and Job Applicants
- Contact details
- Employment history
- Payroll and tax information
- Right-to-work documentation
- Performance and HR records
- Pension information
- Emergency contact details
How We Use Personal Data
We use personal data to:
- Deliver Back Office and Accountancy services
- Process payroll and supplier payments
- Access and reconcile client financial accounts (as authorised users)
- Prepare management accounts and financial reports
- Comply with legal and regulatory obligations
- Manage contracts and client relationships
- Process payments and maintain financial records
- Respond to enquiries
- Manage recruitment and employment
- Improve our website and services
- Send marketing communications (where lawful)
Lawful Bases for Processing
We process personal data under the following lawful bases:
- Contractual necessity – to deliver our services
- Legal obligation – to comply with HMRC and regulatory requirements
- Legitimate interests – for business operations and service improvement
- Consent – for marketing communications where required
Where consent is relied upon, it may be withdrawn at any time.
Email Marketing
We may send marketing communications to recruitment agencies and business contacts where:
- Consent has been provided; or
- We rely on legitimate interests in a business-to-business context
All marketing communications include an option to unsubscribe.
Sharing Personal Data
We may share personal data with:
- HM Revenue & Customs (HMRC)
- Banks and financial institutions
- Professional advisers (accountants, solicitors, insurers)
- IT and system providers
- Payroll and software providers
- Cloud Accountancy platforms
- Payment processors
- Regulatory authorities where required by law
All third parties are subject to appropriate confidentiality and data protection obligations.
International Transfers
Where data is processed using cloud-based systems that involve international transfers, we ensure appropriate safeguards are in place, including:
- UK adequacy regulations; or
- Standard contractual clauses
Data Security
Given the sensitive financial and payroll data we process, we implement strict security measures, including:
- Role-based access controls
- Multi-factor authentication
- Encrypted systems and secure file transfer
- Staff confidentiality agreements
- Regular software updates
- Secure password management
- Secure data disposal
Access to client financial accounts is restricted to authorised personnel only.
Data Retention
We retain personal data only for as long as necessary, including:
- 6 years for accounting and tax records (or longer if required by law)
- Employment records in line with statutory requirements
- Marketing data until consent is withdrawn or deemed inactive
Where we act as a Data Processor, retention is governed by client agreements.
Your Data Protection Rights
Under UK data protection law, individuals have the right to:
- Access their personal data
- Correct inaccurate data
- Request erasure (in certain circumstances)
- Restrict processing
- Object to processing
- Request data portability
- Withdraw consent (where applicable)
To exercise these rights, please contact us using the details above.
Where we act as a Data Processor, requests will be referred to the relevant Data Controller.
Complaints
If you have concerns about how your data is handled, please contact us in the first instance.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://www.ico.org.uk
Telephone: 0303 123 1113
Cookies
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Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.