Contractor & Applicant Privacy Notice

1. Who this notice covers

This notice covers people who apply to work with TradesFix, self-employed trade professionals, directors or contacts at contractor businesses, and workers whose information is later added to a TradesFix business account. It should be read alongside our main Privacy Policy.

2. Information we may collect

Depending on your role and the work involved, this may include your name, contact details, address or postcode, business and company information, trades, experience, service area, availability, work preferences, insurance information, qualifications, registrations, training, vehicle information, identity or right-to-work evidence where legally relevant, compliance documents and expiry dates, application notes, communications, job history, performance or quality records, payment/invoicing information and account/security information generated through TradesFix OS.

We will only request criminal-record information where there is an appropriate legal basis and the role or work justifies it. Where special-category or criminal-offence information is processed, we will identify and document the additional legal condition required.

3. Why we use this information

We may use it to assess suitability; verify qualifications, insurance and compliance; communicate about an application; establish and manage a contractor relationship; match suitable work; schedule and administer jobs; provide system access; manage workers linked to a business account; maintain safety, quality and audit records; investigate complaints or incidents; administer payments and invoices; prevent fraud or misuse; and comply with legal, tax, accounting, insurance and safety obligations.

4. Lawful bases

Depending on the activity, we rely on taking steps at your request before entering into a contract, performance of a contract, compliance with legal obligations and our legitimate interests in operating a safe, reliable and accountable property-services network. Where consent is genuinely required, we will ask for it separately and it can be withdrawn subject to applicable law.

5. Checks and verification

We may verify information you provide and ask for supporting evidence. For regulated or specialist work, this can include checking an appropriate professional or statutory register. Registration does not guarantee approval or work. We will not represent a person or business as holding an accreditation or registration unless appropriately evidenced.

6. Business administrators and additional workers

TradesFix OS is intended to allow an authorised business administrator to add, update or remove workers associated with that business. The business must have an appropriate basis for providing worker information to TradesFix and should ensure those workers receive this notice. Access controls are intended to limit information according to role and business relationship.

7. Who we may share information with

We may share information where reasonably necessary with service providers supporting hosting, communications, identity/compliance checks, accounting or payment administration; professional advisers and insurers; regulators, law-enforcement bodies or public authorities where required; and customers or property managers where limited information about the person attending a job is reasonably necessary. We aim to share only what is appropriate for the purpose.

8. TradesFix OS and security

Website applications may be protected with proportionate anti-spam controls, including Cloudflare Turnstile and request-rate controls. As TradesFix OS is introduced, contractor profiles, workers, job offers, schedules, documents and job records may be managed through the platform. We intend to use role-based access, appropriate authentication, auditability and other proportionate technical and organisational safeguards. This notice will be updated as the production system and its suppliers are finalised; we will not claim a security control is operating until it is actually implemented.

9. Retention

We keep applicant information only as long as reasonably necessary for recruitment/onboarding and related legal or business needs. Approved contractor records may be retained throughout the working relationship and afterwards where needed for tax, accounting, insurance, safety, complaints, disputes or legal claims. Exact retention periods will be documented as TradesFix OS and our operating processes are finalised.

10. Your rights

UK data-protection law may give you rights including access, correction, erasure, restriction, objection and data portability, depending on the circumstances and lawful basis. You can also complain to the Information Commissioner's Office. To make a request, contact our contact page.

11. Automated decisions

We do not currently make solely automated decisions through the website application that produce legal or similarly significant effects. If future TradesFix OS matching or risk tools materially change this, we will review the legal requirements and update the information provided to affected people.

12. Changes

We will review this notice as contractor onboarding and TradesFix OS develop. Material changes will be reflected here and communicated where required.