Privacy Policy
Last updated on: 9th May 2025
This privacy policy details CheckRef’s procedures for handling the information you share while using our service and our commitment to data protection laws. Our goal is to ensure all users have a clear understanding of these practices. Contact information is also provided for any data protection questions or concerns.
Who we are
CheckRef is an online platform designed to streamline the pre-onboarding process by directly connecting hiring managers (Requesters) with potential candidates and their chosen referees to gather new starter information and conduct Right To Work checks. This direct connection offers a simplified and efficient approach to completing all pre-onboarding tasks.
CheckRef Ltd, company number 15416191.
Our head office address is:
CheckRef Ltd, 71-75 Shelton Street, Covent Garden, London, England, WC2H 9JQ Office Email: hello@checkref.co | Privacy officer: privacy.officer@checkref.co
About our services
Reference Checks
Requesters can register to utilise our online platform for gathering employment references, new starter information and candidate details to complete Right To Work checks of candidates.
Candidates are invited by Requesters to use CheckRef to gather employment references with their consent, collect new starter information and carry out right to work checks.
Referees who have their contact information input by a candidate will receive an invitation to CheckRef, enabling them to submit a reference. This reference can then help the candidate in their job application with the prospective employer who requested it.
Candidates:
This section outlines the data we gather and how we utilize it.
| Information | Use |
|---|---|
| Your name, contact/personal details and IP address | Your prospective or previous employer provides your contact details so we can inform you about signing in and submitting your reference information. We may also collect this data when you reach out to us, allowing us to respond to your queries. If you opt in to receive marketing communications from us, we will use your email address and mobile phone number for this purpose. |
| Your referees name and contact details | We collect this information to facilitate reference requests to your nominated contacts on behalf of potential employers. By providing your referees' names and contact information, you confirm you have their permission for us to contact them to obtain a reference on your behalf. This reference will be shared with prospective employers (Requesters) who are evaluating your job application. If you do not have this consent, please refrain from providing their details. |
| References | This is the information provided by your referees and subsequently shared with potential employers or the recruitment agency that initiated the reference request through our platform. |
| Your emergency contact / next of kin name, contact details and relationship to you | We collect this information on behalf of your prospective employer to facilitate your onboarding process. By providing your emergency contacts name and contact information, you confirm you have their permission for us to store their details and contact them only if necessary if there is an emergency. If you do not have this consent, please refrain from providing their details. |
| Bank account details and National Insurance | We collect this information on behalf of your prospective employer to facilitate your onboarding process. The requester will have access to this information which will be used specifically for the purpose of payroll services by your prospective employer. |
| ID Document and Photo Image | When you use our verification features, we may collect your photo, identity information, and details from any identification documents you provide. The requester will have access to this information |
Your personal data will be retained for 7 years, or less if we no longer require it for the original collection purpose.
Referees:
This section outlines the data we gather and how we utilize it.
| Information | Use |
|---|---|
| Your name, contact details, job title, company and IP address | Your prospective or previous employer provides your contact details so we can inform you about signing in and submitting your reference information. We might also collect this data when you reach out to us, allowing us to respond to your queries. If you opt in to receive marketing communications from us, we will use your email address and mobile phone number for this purpose. |
| The reference you provide | We will share this reference with the prospective employer and/or recruitment agency of the candidate for whom you are providing it. The individual applying for a position has the right to ask the prospective employer, who receives a reference about them, to share that reference with them. |
Your personal data will be retained for 7 years, or less if we no longer require it for the original collection purpose.
Requesters:
This section outlines the data we gather and how we utilize it.
| Information | Use |
|---|---|
| Your name, contact details, job title, company and IP address | To register and log in to our service, you will need to provide this information. We may also collect this information when you contact us so that we can respond to your inquiries. If you choose to receive marketing communications from us, we will use your email address and mobile phone number for this purpose. |
| Name and contact details of prospective candidates | To collect references for a candidate, we require you to provide contact information for individuals who can provide these references. |
| The references you receive | A candidate has the right to ask you for a reference. Should you deem the request valid, our service allows you to furnish the reference to the candidate as a downloadable PDF. |
Your personal data will be kept for a maximum of 7 years. It may be held for a shorter period if the reason it was originally collected no longer exists.
Sharing your information
Beyond the specific sharing described in the preceding sections, we may also disclose your personal data to third parties when they present us with a legally valid request. These third parties can include entities such as tax authorities, law enforcement agencies, and immigration authorities.
If we merge with another company or another company buys any of our assets, we may have to share your information with that company as part of the sale.
Your rights
For inquiries regarding your data protection rights, please contact us via email at privacy.officer@checkref.co
Access right
You may contact us at any time to request a copy of all your personal data that we hold.
There may be instances where legal exemptions prevent us from granting access to certain personal information. If this occurs, we will inform you of the reasons for the denial and explain any alternative options available to you.
Correction right
You can ask us to correct any factual inaccuracies in your information or add a note if you believe something is inaccurate. However, please be aware that this right to correction does not apply to opinions, like those found in a reference.
Deletion right
You have the right to request that we erase the personal data we have concerning you under specific conditions.
Objection right
You have the right to object to the processing of your personal data in certain situations.
Portability right
You have the right to receive back from us all personal information you have provided to us, in a commonly-used electronic format. All report data we hold is currently available in an exportable format of PDF files for individual requests. These files contain full details of each request.
Restriction right
You have the right to limit how your personal data is used under certain conditions. For instance, if you question the accuracy of your information, you can ask us to stop actively processing it until the issue is resolved.
Complain to the ICO
For concerns regarding personal data management, formal complaints can be filed with the UK's Information Commissioner's Office (ICO). Contact details and additional information are accessible on the ICO's website (https://ico.org.uk/global/contact-us/).
Data processing
This section provides legally required information according to the revised General Data Protection Regulation (GDPR), effective from 12 May 2018.
Purpose of the processing and the legal basis for the processing
CheckRef processes data to enable candidates to supply preboarding details for employment references to potential future employers. The legal basis for processing personal data of employers (Requesters), candidates, and referees is Article 6(1)(b) of the GDPR: processing is necessary for the performance of a contract or to take steps at the request of the individual before entering into a contract.
To provide our online reference tool, we need to process personal information. This processing is essential for the service. Therefore, all requested information is required to deliver the service, and you will need to provide it.
Should we decide to process your personal data for purposes beyond the core service, such as offering supplementary or optional services, we will inform you and revise this section of the privacy policy accordingly.
Changes to this Notice
This Privacy Notice will be constantly reviewed and amended to comply with data protection laws.
CheckRef reserves the right to amend this Notice at any time and for any reason. Any amendments will be effective immediately upon us posting the updated Privacy Notice on our Website. Our Website users waive the right to receive specific notice about such amendments. You are invited to review this Privacy Notice anytime to stay informed about updates.
If you want to observe the previous version of this Privacy Notice, please contact us at privacy.officer@checkref.co
Cookies
Our website utilises cookies. Certain cookies retain session data for all logged-in users. This allows us to identify logged-in users when they make a request.
To prevent cross-site request forgery, some cookies ensure that only forms originating from our website can be used to submit data back to it.
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