Plain-language summary. We use personal data to operate our hospitality staffing service, respond to client requests, onboard and manage contractors, comply with tax/recruitment/right-to-work obligations, make and receive payments, maintain compliance records, protect our business and users, and communicate with you. We do not sell personal data. We only use information where we have a lawful basis and retain it only for as long as reasonably necessary.
1. Who we are
Life in the UK AI LTD ("Life in the UK AI", "we", "us" or "our") is the controller of personal data described in this Privacy Policy, unless we specifically tell you otherwise.
Company number: 17330951
Privacy contact: management@lifeintheuk.ai
If we appoint a Data Protection Officer or another dedicated privacy contact in the future, we will update this Policy.
2. Who this Policy applies to
This Policy applies to personal data we process about:
- visitors to our website;
- restaurant, hospitality venue and other business clients, including their owners, directors, managers and other representatives;
- individuals who submit staffing or assignment requests;
- contractors, work-seekers, applicants and individuals who register to receive assignments through us;
- people who contact us by email, telephone, WhatsApp, website forms or other communication channels; and
- other individuals whose personal data we lawfully process in connection with our business.
3. Personal data we may collect
The information we collect depends on your relationship with us.
3.1 Website visitors and enquiries
- name and contact details;
- business name, role and business type;
- telephone number, email address and message content;
- staffing/assignment requirements you submit;
- technical information such as IP address, device/browser information, log data and cookie identifiers where applicable; and
- information about how you interact with our website where analytics or similar technologies are used.
3.2 Client representatives
- name, job title, business contact details and authority to act for the client;
- business and venue details;
- assignment requests, service requirements, dates, hours, locations and role requirements;
- health and safety, food-safety, access, training and qualification requirements relevant to an assignment;
- communications, feedback, complaints and working-practice information;
- invoice, payment and account information; and
- records of acceptance of our terms, operating rules and compliance reviews.
3.3 Contractors, work-seekers and applicants
- full legal name, date of birth, home address and contact details;
- National Insurance Number (NINO) and Unique Taxpayer Reference (UTR), where relevant;
- identity and Right to Work information and supporting evidence;
- bank/payment details;
- self-employed registration information and tax-related information where relevant;
- experience, skills, qualifications, training and service categories;
- assignment offers, acceptances, declines, hours, rates and payment records;
- working-practice, supervision/direction/control (SDC), compliance and incident records;
- communications, feedback and complaint records; and
- other information reasonably required to assess suitability, meet legal obligations or administer assignments.
3.4 Staff Academy records
When you enrol in Staff Academy, we connect the programme record to your authenticated agency account identifier. Records include programme and assessment versions, lesson completion dates, question responses, attempt dates, scores, final results, agency review status and separately recorded practical assessment outcomes. We use these records to deliver learning, provide feedback and support human review of suitability. An online pass does not by itself establish practical performance, experience or assignment eligibility.
Training records are available to the relevant candidate and authorised academy administrators. Practical evidence and internal review records are restricted to authorised reviewers. We avoid collecting additional identity, payment or health information in the academy.
3.5 Special category and sensitive information
We do not seek special category personal data unless it is genuinely necessary. If information about health, disability or another special category is required for a lawful purpose (for example, a reasonable adjustment, health and safety or an emergency), we will process it only where an appropriate condition under data protection law applies.
NINO, UTR, identity and Right to Work records are sensitive in practical terms and we apply appropriate access controls even where they are not classified as special category data under UK GDPR.
4. How we collect personal data
We may collect personal data:
- directly from you when you complete a website form, register, provide onboarding information, accept an assignment, complete a review, contact us or enter into an agreement;
- from a client or contractor where information is required to administer an assignment or investigate a working-practice issue;
- from public registers, professional sources or publicly available business information where appropriate;
- from HMRC, Home Office/right-to-work services or other authorities where lawful and necessary;
- from service providers that support our website, communications, CRM, banking, accounting or compliance functions; and
- automatically from your device through cookies, logs and similar technologies where applicable.
Where we obtain your personal data from another source, we will provide the privacy information required by law within the applicable period, unless an exemption applies.
5. Why we use personal data and our lawful bases
We only process personal data where we have a lawful basis. Depending on the circumstances, we may rely on the following bases:
Purpose
Typical lawful basis
Examples
Responding to enquiries and client staffing requests
Legitimate interests; steps before entering into a contract
Contacting the client, checking requirements, preparing a quote or assignment.
Entering into and administering contracts/assignments
Contract; legitimate interests
Terms, assignment confirmations, service scopes, communications and payment administration.
Contractor onboarding and suitability
Contract; legal obligation; legitimate interests
Identity, skills, qualifications, service categories and compliance checks.
Right to Work and other legal checks
Legal obligation
Carrying out and retaining checks where required by law.
Tax, accounting and regulatory reporting
Legal obligation
HMRC reporting, accounting records, Employment Intermediaries reporting and responding to lawful regulatory requests.
No-SDC / working-practice compliance
Legal obligation; legitimate interests
Assessments, reviews, incident records, audit trails and classification evidence.
Payments, invoices and debt management
Contract; legal obligation; legitimate interests
Bank details, invoices, payment records and resolving payment disputes.
Security, fraud prevention and legal claims
Legitimate interests; legal obligation
Protecting our systems, investigating misuse and establishing or defending legal claims.
Service improvement and basic website analytics
Legitimate interests where permitted; consent where required
Understanding website performance and improving forms/services.
Direct electronic marketing
Consent where required; legitimate interests where permitted by law
Sending relevant service updates or offers, with opt-out rights.
Where we rely on legitimate interests, those interests include operating and improving our staffing business, maintaining accurate compliance and assignment records, protecting our business and users, preventing misuse, and communicating with existing or prospective business contacts. We consider the impact on individuals and do not rely on legitimate interests where our interests are overridden by your rights and freedoms.
6. When providing information is required
Some personal data is required so that we can enter into or perform a contract, comply with law, verify identity or Right to Work, make payments, meet tax/reporting obligations, or assess whether an assignment can lawfully be offered.
If required information is not provided, we may be unable to register you, offer or confirm an assignment, supply a contractor, make a payment, provide the requested service or continue the business relationship.
7. Who we may share personal data with
We may share personal data only where reasonably necessary and lawful, including with:
- restaurant/hospitality clients and their authorised representatives, where information is necessary for a particular assignment;
- contractors/work-seekers, where client/venue and assignment information is necessary for them to assess or perform an assignment;
- HM Revenue & Customs (HMRC), the Fair Work Agency, the Home Office and other competent public authorities where required or permitted by law;
- banks, payment providers, accountants and professional advisers;
- website hosting, CRM, cloud storage, communications, email, analytics, IT support and security providers acting for us;
- insurers and legal advisers where necessary;
- courts, tribunals, regulators, law enforcement or other authorities where legally required; and
- a purchaser, investor or successor if our business or assets are reorganised, sold or transferred, subject to appropriate safeguards.
We do not sell your personal data to advertisers or data brokers.
We disclose only the information reasonably necessary for the relevant purpose. For example, a client does not ordinarily need a contractor's NINO or UTR merely to receive the contracted service.
8. International transfers
Some service providers may process or store personal data outside the United Kingdom. Where this occurs, we will use a lawful transfer mechanism and appropriate safeguards as required by UK data protection law, for example UK adequacy regulations or approved contractual safeguards.
You may contact us for further information about safeguards used for a relevant international transfer.
9. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including legal, tax, accounting, recruitment, compliance, dispute and record-keeping requirements.
Typical retention criteria include:
- client and contractual records: for the duration of the relationship and an appropriate period afterwards to deal with accounting, contractual or legal matters;
- tax, payment and accounting records: for the period required by applicable tax/accounting law;
- Employment Intermediaries reporting records and supporting evidence: for at least the period required by HMRC;
- Right to Work evidence: for the period required by applicable immigration/right-to-work rules where those rules apply;
- contractor compliance, assignment and incident records: for as long as needed to demonstrate lawful operation, resolve disputes and meet regulatory obligations;
- unsuccessful or inactive applicant information: for a proportionate period based on the purpose for which it was collected, unless a longer period is agreed or legally justified;
- website enquiry information: for as long as needed to respond, follow up and maintain appropriate business records; and
- marketing records: until you opt out or the data is no longer reasonably required, while retaining a minimal suppression record where necessary to respect your opt-out.
We may retain information for longer where a complaint, investigation, legal claim, regulatory enquiry or other legal requirement makes this necessary. We will securely delete or anonymise information when it is no longer required.
Staff Academy assessment responses, results and practical review records have a configurable retention period, initially 730 days. Active enrolment summaries are retained for that period after the latest saved learning activity. We review whether a shorter period or deletion is appropriate when an account becomes inactive or you request erasure. Applicable legal record-keeping or dispute needs may require separate retention decisions. Programme versions are retained without candidate identity to interpret historical results. Contact management@lifeintheuk.ai for access, corrections or deletion requests.
10. Cookies and similar technologies
Our website may use cookies and similar technologies.
- Strictly necessary cookies may be used where required for core website functionality or security.
- Analytics, advertising or other non-essential cookies will only be used where permitted by law and, where consent is required, after you have made an affirmative choice.
- You can change or withdraw your cookie choices through the website's cookie settings where available.
A separate Cookie Policy or cookie-preference panel should identify the actual cookies used, their provider, purpose and duration. This Privacy Policy does not by itself replace a compliant cookie-consent mechanism.
11. Marketing communications
We may send business-related marketing or service information where permitted by applicable law. Where consent is required, we will obtain it.
You can opt out of marketing at any time by using the unsubscribe mechanism in the message or contacting management@lifeintheuk.ai.
Opting out of marketing does not prevent us from sending necessary service, assignment, payment, compliance or contractual communications.
12. Automated decision-making and AI
We may use software to organise applications, match service categories, flag missing documents, identify compliance review dates or assist internal administration.
We do not intend to make decisions producing legal or similarly significant effects about an individual solely by automated means without appropriate safeguards and a lawful basis. If that changes, we will provide the information and rights required by law.
Where AI-assisted tools are used, we remain responsible for the processing and for appropriate human oversight.
13. How we protect personal data
We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. Measures may include access controls, account permissions, secure service providers, authentication, backups, audit records and limiting access to people who need the information for legitimate business purposes.
No internet or electronic storage system can be guaranteed to be completely secure. We review our security measures and respond to suspected personal data breaches in accordance with applicable law.
14. Your data protection rights
Depending on the circumstances and lawful basis, you may have rights to:
- request access to your personal data;
- request correction of inaccurate or incomplete personal data;
- request erasure of personal data in certain circumstances;
- request restriction of processing in certain circumstances;
- object to processing based on legitimate interests or direct marketing;
- request data portability where the legal conditions apply;
- withdraw consent at any time where processing is based on consent, without affecting processing carried out before withdrawal; and
- raise concerns about certain automated decisions where applicable.
YOUR RIGHT TO OBJECT. You have an absolute right to object to the use of your personal data for direct marketing. You may also object to processing based on legitimate interests in certain circumstances.
To exercise a right, contact management@lifeintheuk.ai. We may need to verify your identity before acting on a request. Some rights are subject to legal limitations and exemptions.
15. Complaints
If you have a concern about how we use your personal data, please contact us first at management@lifeintheuk.ai so that we can investigate.
You also have the right to complain to the UK Information Commissioner's Office (ICO). Current contact and complaint information is available on the ICO website at ico.org.uk.
16. Third-party websites and services
Our website may contain links to third-party websites or services. We are not responsible for their privacy practices. You should review the privacy information provided by those third parties before providing personal data to them.
17. Changes to this Privacy Policy
We may update this Privacy Policy when our services, systems, legal obligations or processing activities change. The current version will be published on our website with its effective date.
Where a change materially affects how we use personal data, we will take reasonable steps to bring the change to the attention of affected individuals before the new use begins where required.
18. Contact us
For privacy questions, rights requests or concerns:
Life in the UK AI LTD
Company No. 17330951
Email: management@lifeintheuk.ai