Privacy Policy

Last Updated: 18 July 2025

1. Purpose of this Privacy Policy

This Privacy Policy explains how Apex Crew Limited (“Apex Crew”, “we”, “us”, or “our”) collects, uses, and protects your personal data when you interact with us.

We process your information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 1998, and other applicable UK data protection laws. These laws may be updated or amended from time to time.

Our website and services are not intended for children, and we do not knowingly collect data from individuals under the age of 18.

We encourage you to read this Privacy Policy carefully to understand how and why we collect and use your personal information.

2. Important Information

Controller
Apex Crew Limited (Company No. 12096954) is the controller of your personal data. We are a staff provider to the events and entertainment industries, as well as other industries we may work with in the future.

Changes to this Privacy Policy
This Privacy Policy may be updated as necessary. The most recent version will always be available on our website. This version was last updated on 18 July 2025.

We aim to ensure that the personal data we hold about you is accurate and up-to-date. Please notify us of any changes to your personal details during your engagement with us.

Third-Party Links
Our website may contain links to third-party websites, plugins, and applications.

• We are not responsible for the privacy practices of external sites.

• When you leave our website, we recommend reviewing the privacy policies of any sites you visit.

Data Protection Manager
We have appointed a Data Protection Manager as your main contact for any questions about this Privacy Policy or how we handle your personal data. Contact details are in Section 10 below.

3. Data We Collect

We may collect and process the following types of personal information:

• Contact & Bank Information – name, address, email, phone number, emergency contacts, next of kin, and bank details.

• Profile Information – CV/resume, work experience, skills, headshots, references, invoices, and details required for security clearances.

• Legal Documents & Qualifications – National Insurance number, passport, driving licence, right-to-work documents, qualification certificates, payroll records, tax information, and tax codes.

• Recruitment Records – information relating to your application and recruitment process.

• Account Information – username, password, and details needed to manage your website account.

• Usage Data – IP address, browser type, operating system, pages visited, and website interactions.

• Third-Party Information – references from previous employers, background checks, DBS criminal record checks, and health information (where relevant for workplace accommodations).

• Ongoing Relationship Data – updates collected periodically during your time with us, including changes to contact details, banking, or health.

Your personal information will be stored securely and structured so it can be provided to you in a clear format upon request.

4. How We Use Your Data

We only process your personal data where lawful and necessary. Examples include:

• Contractual Necessity – to fulfil our agreement with you and with clients.

• Legal Compliance – to meet obligations relating to tax, payroll, pensions, benefits (SMP, SPP, ShPP), health and safety, and statutory reporting.

• Legitimate Interests – for recruitment, managing staff records, assessing qualifications, and ensuring right-to-work checks.

• With Service Providers – sharing information with trusted third parties who provide services (e.g., payroll, IT support, background checks).

• Legal Obligations – responding to court orders, government requests, or regulatory requirements.

We also use Aggregated Data (statistical or demographic information) for internal analysis. This data does not identify individuals.

Cookies
We use cookies to improve website functionality. You may adjust your browser to block or manage cookies, though some features may not work properly. For details, see our Cookie Policy.

5. Data Sharing

Your personal data may be shared:

• Internally, with HR, payroll, managers, and IT (only where necessary).

• Externally, with service providers and business partners who are contractually obligated to protect your data.

• When legally required, with regulators or authorities.

We ensure third parties handle your data lawfully and in line with our instructions.

6. Data Security

We apply strong security measures to protect your personal data from unauthorized access, misuse, loss, alteration, or disclosure.

Access is limited to staff and third parties who need the information for legitimate business purposes. All such individuals are bound by confidentiality obligations.

In the event of a data breach, we will act promptly, notify the ICO (Information Commissioner’s Office) when required, and inform you without undue delay.

7. Your Rights

Under data protection laws, you have the right to:

• Request access to your personal data.

• Request corrections to inaccurate or incomplete data.

• Request deletion of your personal data.

• Object to how we process your data.

• Request restriction of processing.

• Request transfer of your data to another party.

• Withdraw consent at any time (where applicable).

We may need to verify your identity before processing requests. We aim to respond within one month. If requests are complex, we will inform you of any delay.

8. Data Retention

We retain personal data only for as long as necessary to fulfil its purpose, including legal, tax, accounting, and health & safety obligations.

• Certain records (e.g., tax and payroll information) must be kept for six years after your engagement ends.

• Once data is no longer needed, it will be securely destroyed or permanently deleted.

• Third parties holding data on our behalf will also be required to delete it securely.

9. International Transfers

If your personal data is transferred outside the UK/EEA, we ensure adequate safeguards are in place, such as:

• Transfers to countries deemed to provide adequate protection; or

• Contractual agreements requiring equivalent data protection standards.

10. Contact Information

Apex Crew Limited
Email: info@apexcrew.co.uk

ICO Contact Details
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: https://ico.org.uk/concerns

If you have concerns, we encourage you to contact us first at info@apexcrew.co.uk before escalating to the ICO.