Fairmead Managed Services

Privacy Policy

Last updated: 10 November 2026

Who we are and how to contact us

Fairmead Managed Services Ltd (Fairmead, we, us or our) is the controller responsible for the personal information described in this notice. This notice covers our website, enquiries and recruitment services, including information about candidates, workers, clients, suppliers and business contacts. It explains how we use personal information under the UK GDPR and the Data Protection Act 2018, as amended.

For privacy enquiries or to exercise your rights, contact us using the subject line Privacy request:

Head office and correspondence address:
Fairmead Managed Services Ltd
144 High Street
Epping, Essex
CM16 4AG
United Kingdom

Email: info@f-mead.com
Telephone: 0845 556 2000

Information we collect

The information needed depends on your relationship with us. It may include:

• Your name, contact details, location, enquiry details and correspondence.
• CVs, employment history, qualifications, skills, professional registrations, work preferences, availability, interview notes and references.
• Identity and right-to-work information, including documents or verification results needed to check eligibility for work.
• Where we arrange work or provide payroll services, relevant assignment, timesheet, payment, tax and employment administration information.
• Business contact details, service requirements, contracts and transaction records.
• Technical and website usage information, such as IP address, browser and device information, and cookie preferences.

Please provide information relevant to your enquiry or application. Where information is required by law or for a contract or placement, we will explain this. Without necessary information, we may be unable to progress an application, arrange work or provide the requested service.

Where information comes from

We collect information directly when you contact us, submit a form or CV, register, apply for a role, attend an interview or use our services. Where relevant to recruitment, we may also receive information from hiring clients, referees, previous employers, recruitment platforms, public professional profiles and identity or eligibility checking providers. Where we obtain information from another source, we will provide the privacy information required by law, including information about its source.

Why we use information and our lawful bases

We use personal information for specific purposes and rely on the lawful basis appropriate to each activity:

• Enquiries: to respond to requests and communicate with you. Where you provide consent through our contact form, we rely on that consent to use your information to respond to the enquiry you submit. For other correspondence, we rely on our legitimate interest in responding to requests and managing business relationships, or steps you ask us to take before a contract.
• Recruitment and placements: to assess suitability, discuss opportunities, introduce candidates to relevant hiring clients and arrange assignments. We rely on steps you ask us to take before a contract, performance of a contract with you, or our legitimate interests in matching suitable candidates with vacancies and providing recruitment services.
• Compliance and administration: to carry out required right-to-work and employment checks, administer contracts and payroll where applicable, meet tax or regulatory duties and respond to lawful requests. We rely on applicable legal obligations and, where relevant, performance of a contract.
• Business records and security: to manage services, protect systems, prevent fraud and establish, exercise or defend legal claims. We rely on our legitimate interests in running and protecting our business, subject to your rights and interests, and legal obligations where applicable.
• Marketing: to send relevant opportunities or service updates where permitted by law. We rely on consent where required, or legitimate interests where lawful. Any consent required for marketing is separate from submitting a general enquiry. You can opt out using the message’s unsubscribe option or by contacting us.

Where we rely on consent, you may withdraw it at any time by contacting us. Withdrawal does not affect processing that was lawful before withdrawal.

Sensitive information and recruitment checks

Some roles may require information about health or adjustments, equality monitoring, criminal records or security screening. We will only request or use this information where necessary and lawful. In addition to a lawful basis, the relevant additional condition under data protection law must apply. We will explain the purpose, legal condition and safeguards when requesting such information. Information about criminal convictions and offences is subject to separate legal restrictions.

Who information may be shared with

Where necessary for the purposes above, information may be shared with relevant hiring clients and prospective employers; referees and verification providers; organisations supporting recruitment, IT, hosting, communications or payroll; professional advisers; and public authorities where required by law. Hiring clients may be independent controllers and provide their own privacy notices.

Sharing must be limited to information needed for the relevant purpose and supported by a lawful basis. Providers acting on our behalf must process information under appropriate contractual requirements. We do not sell personal information.

International processing

International assignments or service providers may involve processing outside the UK. Where a transfer is subject to UK transfer restrictions, it must use a lawful mechanism, such as UK adequacy regulations or appropriate safeguards, including an approved data transfer agreement and any necessary assessment. A specific legal exception may apply in limited circumstances.

Where an international placement requires sharing information overseas, we will explain the relevant destination and arrangements. Contact us for information about transfers involving your data and how to obtain a copy of applicable safeguards.

How long information is kept

Information is kept only for as long as necessary for its purpose. Retention depends on the nature of the enquiry, recruitment or working relationship; whether candidate information remains relevant to opportunities; applicable employment, immigration, tax and record-keeping duties; contractual requirements; and the need to deal with complaints or legal claims.

Candidate-record retention is assessed against the criteria above, including whether details remain relevant and up to date. Identity and right-to-work records are subject to the legal requirements that apply to the relevant employment or assignment. Information no longer needed is to be securely deleted or anonymised. Contact us for retention information relating to your records.

Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the right to:

• Request access to your personal information and a copy of it.
• Ask for inaccurate or incomplete information to be corrected.
• Ask for information to be deleted or its use restricted.
• Receive certain information in a portable format or ask for it to be transferred to another organisation.
• Withdraw consent where processing is based on consent.

Your right to object: You may object to processing based on legitimate interests on grounds relating to your circumstances. You can object to use of your information for direct marketing at any time.

If a process involves solely automated decisions with legal or similarly significant effects, we will explain the decision-making and applicable safeguards, including how to request human intervention and challenge a decision.

Contact us using the details above to exercise your rights. Requests are normally free of charge, and we normally respond within one month. We may need proportionate information to verify your identity or clarify a request. Any lawful extension, restriction or exception will be explained. A reasonable fee may be charged only where the law permits, such as for manifestly unfounded or excessive requests or additional copies of information.

Concerns and complaints

Please contact us if you have a concern about how your information is used. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator. Visit the ICO complaints page or call 0303 123 1113. You do not need our permission to contact the ICO.

Cookies and website privacy

Cookies and similar technologies support website functions and, where enabled, help understand website use. See our Cookie Policy for more information. You can review available choices using the Cookie Preferences control on this website and your browser settings.

Security and other websites

We use appropriate organisational and technical measures to protect personal information from unauthorised access, loss, misuse or disclosure. Our security requirements include limiting access to people who need the information for their work. No method of internet transmission or storage can be guaranteed completely secure.

Links to other websites are provided for convenience. Their operators are responsible for their own use of personal information; please review their privacy notices when using their services.

Changes to this notice

We may update this notice to reflect changes in our services, practices or legal requirements. The date at the top shows when it was last updated. Where required, we will bring significant changes to your attention.