Privacy notice
What personal data Nalon collects, why, on what lawful basis and for how long.
Last updated .
Who we are
Nalon is a recruitment business for drivers, warehouse staff and transport office staff. Our office is at Floor G, Titan House, Titan Business Centre, Central Arcade, Victoria Court, Cleckheaton BD19 5DN. We decide why and how your personal data is used, which makes us the controller. You can reach us by email at info@nalon.co.uk or by phone on 0333 335 5948.
What this notice covers
It covers clients who book staff through us, drivers and staff who register with us or are supplied by us, and people who contact us or use this website. The table below sets out what we collect, why, the lawful basis we rely on and how long we keep it.
The lawful bases come from the UK GDPR. We rely on contract, which includes steps you ask us to take before a contract is made, on legal obligation, and on legitimate interests. We use consent only where we say so.
| What we collect | Why we use it | Lawful basis | How long we keep it |
|---|---|---|---|
| Your name, phone, email, town and the details you put in a booking form or an email (clients) | To reply, agree a booking and keep a record of what was agreed | Legitimate interests, which are running the business and answering business enquiries. Contract once a booking is agreed. | While we work with you, and for at least 1 year after we last provided services, because the agency regulations require records to be kept for that long. |
| Registration details from drivers and staff: name, contact details, town, licences, cards and tickets, work history and referees | To find you work that fits and to contact you about offers | Contract, which includes steps you ask us to take before you are supplied | While you are registered with us, and for at least 1 year after we last provided services to you. |
| Licence check results from the DVLA service, including penalty points and disqualifications, and Driver CPC and tachograph card details | To check that you can legally drive the vehicles a booking needs | Legitimate interests, which are making sure drivers are licensed and qualified. We use the results for that purpose. | With your registration record, for at least 1 year after we last provided services to you. |
| Right to work documents, copies of them and the date of each check | To confirm your right to work in the UK and to keep the evidence the law requires | Legal obligation | During the work and for 2 years after it ends. |
| Information we must pass to a client: your identity, experience, training, qualifications and any authorisation the job needs | The agency regulations require us to have confirmation of these before we supply you, and to tell the client when we put you forward | Legal obligation | With your registration record. |
| References and the details of your referees | To check recent work and suitability for a booking | Legitimate interests, which are supplying people the client can rely on | With your registration record. |
| Timesheets, pay details, National Insurance number and bank details | To pay you, to invoice clients and to meet tax and employment law | Contract and legal obligation | Payroll records for 3 years from the end of the tax year they relate to. Other pay records for at least 1 year after we last provided services. |
| Emails, call notes and messages | To keep an accurate record of what was agreed | Legitimate interests | With the record they relate to. |
After the minimum period
The periods in the table are the minimums. After them we review records and delete or anonymise them when we no longer need them, unless the law or a legal claim gives us a reason to keep them longer.
Sources: Conduct of Employment Agencies and Employment Businesses Regulations 2003, regulation 29; GOV.UK, Check a job applicant’s right to work; GOV.UK, PAYE for employers: keeping records (checked 1 October 2026).
Who we share your data with
Clients. When we put you forward for a booking we give the client the information the regulations require, such as your identity, experience, training and qualifications. We do not disclose information about you without your consent, except to provide our work-finding services, for legal proceedings, or where the law requires it.
Service providers. Payroll, accounting, email and IT providers handle data for us under their contracts with us.
Authorities. The DVLA, HMRC, the Home Office and others, where we are required or allowed to share data with them. We do not sell personal data.
Your rights
Under the UK GDPR you have these rights: to be informed, of access, to rectification, to erasure, to restrict processing, to data portability, to object, and rights related to automated decision making including profiling. Not every right applies to every kind of data.
To use one, email info@nalon.co.uk and say what you want. We reply within one month of receiving your request. If the request is complex or you have made several, we can take up to two more months, and we tell you within the first month if we need to.
Sources: ICO, Individual rights; ICO, A guide to subject access (checked 1 October 2026).
Complaints
If you have a concern about how we have used your personal data, raise it with us first and give us a chance to put things right. Email info@nalon.co.uk and say what happened. We acknowledge a complaint within 30 days of receiving it, look into it without undue delay and tell you the outcome.
If you are unhappy with our response, you can then complain to the Information Commission. It took over the functions of the Information Commissioner on 30 September 2026, and its website still uses the name ICO. Its number is 0303 123 1113.
Sources: Data Protection Act 2018, sections 164A and 165; Data (Use and Access) Act 2025 (Commencement No. 9 and Transitional and Saving Provisions) Regulations 2026, regulation 2; ICO, Make a complaint (checked 1 October 2026).
This website
This website sets no cookies and runs no analytics or advertising scripts, and it loads everything from our own domain. The host of the website may keep basic server logs, such as the address a request came from.
The booking and registration forms open your email app with your details filled in. Nothing is sent until you send that email, and it reaches us as an ordinary email. The map link takes you to Google Maps, which is Google’s service and has its own privacy policy.
Changes to this notice
This notice changes when our practice does. Check the revision date above.