UK GDPR & Data Protection Policy
Gyap Staffing Ltd ("Gyap Staffing", "we", "our", or "us") is committed to protecting the privacy and personal data of our customers, employees, workers, contractors, applicants, and website users.
1. Introduction
This policy explains how we collect, use, store, protect, and process personal data in accordance with:
- UK General Data Protection Regulation (UK GDPR)
- Data Protection Act 2018
- Privacy and Electronic Communications Regulations (PECR)
By using our services or website, you agree to the practices described in this policy.
2. Data Controller
Gyap Staffing Ltd is the Data Controller responsible for determining how and why your personal data is processed.
Company Name: Gyap Staffing Ltd
Website: www.gyaps.co.uk
Data Protection Contact: office@gyaps.co.uk
3. Personal Data We Collect
We may collect and process the following categories of personal information:
Customer Information
- Name
- Address
- Email address
- Telephone number
- Property details
- Service requirements
Employee and Worker Information
- Name
- Address
- Date of birth
- National Insurance number
- Passport and Right to Work documentation
- Bank account details
- Employment history
- References
- Emergency contact details
Recruitment Information
- CVs and applications
- Qualifications
- Professional experience
- Interview notes
- Background screening information
Website Information
- IP address
- Browser information
- Device information
- Website usage statistics
- Cookie data
Communication Information
- Emails
- Telephone records
- Customer service enquiries
- Complaints and feedback
4. Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:
- Contractual Necessity: To provide cleaning, staffing, recruitment and related services.
- Legal Obligation: To comply with employment, tax, payroll, immigration and regulatory requirements.
- Legitimate Interests: To manage and improve our business operations, customer relationships, service delivery and fraud prevention.
- Consent: Where required for marketing communications and non-essential cookies.
- Vital Interests: Where processing is necessary to protect an individual's health or safety.
5. How We Use Personal Data
We use personal data to:
- Deliver cleaning and staffing services
- Manage bookings and contracts
- Recruit and manage employees and temporary workers
- Process payments and payroll
- Verify identity and right-to-work status
- Respond to enquiries and complaints
- Improve our services
- Conduct quality assurance and audits
- Comply with legal obligations
- Prevent fraud and unlawful activity
6. Special Category Data
In limited circumstances, we may process special category data where permitted by law, including:
- Health information necessary for employment obligations
- Occupational health assessments
- Equality and diversity monitoring
Such information will be processed with additional safeguards and only where legally justified.
7. Data Sharing
We may share personal data with:
- Payroll providers
- Accountants and auditors
- Recruitment software providers
- IT and cloud service providers
- Legal advisers
- Government authorities
- HM Revenue & Customs (HMRC)
- Law enforcement agencies where legally required
We do not sell personal data to third parties.
8. International Data Transfers
Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are implemented, including:
- UK International Data Transfer Agreements (IDTAs)
- Adequacy Regulations
- Standard Contractual Clauses where applicable
9. Data Retention
We retain personal data only for as long as necessary. Typical retention periods include:
- Customer Records: Up to 6 years after completion of services.
- Employment Records: Up to 6 years after employment ends.
- Payroll Records: Up to 7 years.
- Recruitment Records: Up to 12 months after recruitment completion unless consent is provided for longer retention.
- Marketing Records: Until consent is withdrawn.
- Website Analytics: Up to 26 months.
10. Your Rights
Under UK GDPR you have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion of personal data
- Restrict processing
- Object to processing
- Data portability
- Withdraw consent
- Object to direct marketing
- Challenge automated decision-making
Requests can be submitted by contacting office@gyaps.co.uk. We will normally respond within one month.
11. Data Security
Gyap Staffing Ltd implements appropriate technical and organisational measures to protect personal data, including:
- Password-protected systems
- Secure cloud storage
- Access controls
- Staff confidentiality obligations
- Encryption where appropriate
- Regular security reviews
12. Data Breaches
In the event of a personal data breach, we will:
- Investigate the incident promptly
- Assess risks to affected individuals
- Notify the Information Commissioner's Office (ICO) where required
- Inform affected individuals where legally necessary
13. Cookies
Our website uses cookies to improve user experience and analyse website traffic. Visitors may manage cookie preferences through browser settings. Where required, consent will be obtained before non-essential cookies are used.
14. Children's Data
Our services are not directed at children under the age of 16. We do not knowingly collect personal data from children without appropriate consent.
15. Complaints
If you are dissatisfied with how we process your personal data, please contact us first at office@gyaps.co.uk.
You also have the right to complain to the Information Commissioner's Office (ICO).
Information Commissioner's Office (ICO)
Website: https://www.ico.org.uk
16. Changes to This Policy
We may update this policy periodically to reflect legal, regulatory, or operational changes. The latest version will always be available on our website.
17. Contact Details
Gyap Staffing Ltd
Website: www.gyaps.co.uk
Data Protection Contact: office@gyaps.co.uk
For all privacy, GDPR and data protection enquiries, please contact us using the details above.
Last Updated: June 2026
