Privacy Policy

Effective Date: 25/02/2025

1.1 Requidex Limited ("we," "us," or "our") is committed to safeguarding the privacy of our Platform Users, including Clients, Suppliers, and Workers. This policy explains how we will handle your personal data when using the RequiDex Platform.

1.2 By using the Requidex Platform and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

1.3 Our Platform incorporates privacy controls that affect how we will process your personal data. You can change privacy settings by contacting us at support@requidex.com or through your account settings on the Platform.

2.1 We keep our privacy policy under regular review. This version was last updated on 25/02/2025. Changes to this policy will be posted on this page, and you may be required to read and accept the changes to continue using the Platform.

2.2 It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

3.1 In this Section, we have set out: (a) the general categories of personal data that we may process; (b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data; (c) the purposes for which we may process personal data; and (d) the legal bases of the processing.

3.2 Usage Data: We may process data about your use of the Requidex Platform ("Usage Data"). The Usage Data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, Platform navigation paths, as well as information about the timing, frequency and pattern of your Platform usage.

Source of Usage Data: our analytics tracking system.

Purpose of Processing: analysing use of the Platform, enhancing user experience, ensuring security, and improving functionality and performance.

Legal Basis for Processing: legitimate interests (monitoring, securing, and improving our Platform).

3.3 Account Data: We may process your account data ("Account Data"). The Account Data may include your name, email address, job title, organisation, and other information necessary to provide access to and use of the Platform.

Source of Account Data: directly from you or provided by your employer, agency, or organisation.

Purpose of Processing: operating our Platform, providing Platform services, ensuring security, maintaining backups, communicating with you, and administering your account.

Legal Basis for Processing: performance of a contract and/or steps to enter a contract; where provided by a third party, legitimate interests (proper administration of Platform and business).

3.4 Profile Data: We may process information in your Platform profile ("Profile Data"), including name, address, telephone number, email address, identity pictures, gender, date of birth, educational and employment details, qualifications, compliance documentation, and work history.

Source of Profile Data: you or any employment agency, contractor, intermediary, or employer with whom you have a relationship.

Purpose of Processing: enabling and monitoring your use of the Platform, facilitating workforce management, verifying identity and compliance, and ensuring you meet requirements for assignments.

Legal Basis for Processing: performance of a contract and/or steps to enter a contract; where provided by a third party, legitimate interests (proper administration of Platform, business, and workforce management services).

3.5 Service Data: We may process personal data provided in the course of using the Platform ("Service Data"), including information necessary for work assignments and/or correct processing of payments, including compliance verification, qualifications, work history, time and attendance records, payroll data, and statutory reporting.

Source of Service Data: you or any employment agency, contractor, intermediary, or employer with whom you have a relationship.

Purpose of Processing: operating the Platform, providing workforce management services, ensuring statutory compliance, processing payments, maintaining backups, and communicating with you.

Legal Basis for Processing: performance of a contract and/or steps to enter a contract; where provided by a third party, legitimate interests (proper administration of Platform, business, and workforce management services).

3.6 Identity Verification and Compliance Data: We may process documentation for identity verification and compliance purposes, including Right to Work checks, proof of competency, and other regulatory compliance requirements.

Source: you or your employer, agency, or organisation.

Purpose: validating worker documentation for compliance, identity verification, and regulatory requirements. We use Chat AI to assist in validating this documentation.

Legal Basis: compliance with legal obligations and legitimate interests (ensuring regulatory compliance and maintaining integrity and security of the Platform).

Data Security Note: the Chat AI used for this purpose does not store personal data, and all information is securely maintained within the RequiDex Platform.

3.7 Enquiry Data: We may process information in any enquiry you submit ("Enquiry Data") to provide information about our Platform and/or relevant third-party services.

Source: directly from you.

Purpose: communicating with you, providing requested information, and following up on enquiries.

Legal Basis: consent, with the right to withdraw at any time by contacting support@requidex.com.

3.8 Communication and Correspondence Data: We may process information contained in or relating to any communication you send to us ("Correspondence Data"), including content, metadata, and logs.

Source: Platform metadata associated with contact forms or support requests.

Purpose: communications, support, record-keeping, and dispute resolution.

Legal Basis: legitimate interests (proper administration of Platform, business, and communications).

3.9 General Legal Basis and Purpose for Processing: We may process any personal data identified in this policy where necessary for (a) compliance with a legal obligation; (b) protecting vital interests; and (c) establishing, exercising, or defending legal claims.

3.10 Restriction on Third-Party Data: Please do not supply any other person's personal data to us unless we prompt you to do so, for example where you have that person's authority for a work assignment or referral.

4.1 Disclosure to Insurers and Professional Advisers: We may disclose personal data to insurers and/or professional advisers (including legal and financial consultants) as reasonably necessary for insurance coverage, risk management, professional advice, claims handling, and legal disputes.

4.2 Disclosure to Suppliers, Subcontractors, and Clients: We may disclose personal data where reasonably necessary for performance of a contract and/or steps to enter such a contract, including verifying identity and compliance documents, facilitating work assignments, managing workforce assignments, coordinating payments and billing, and ensuring regulatory and statutory compliance.

4.3 Disclosure for Financial Transactions: Financial transactions relating to our Platform are handled by payment services providers. We share transaction data only as necessary to process payments, deal with complaints and queries, and comply with financial and statutory reporting obligations.

4.4 Disclosure to Service Providers and Partners: We may share personal data with service providers and partners supporting Platform services, including cloud storage and hosting, security and IT support, application communication services, document and identity verification services, customer support/helpdesk, backup/data recovery, and analytics/business intelligence.

Data Protection Assurance: third-party service providers are engaged under written contracts requiring safeguards that comply with applicable data protection laws, including adequate technical and organisational measures.

4.5 Disclosure for Legal Compliance and Vital Interests: We may disclose personal data where necessary for compliance with legal obligations (including lawful authority requests) and where necessary to protect vital interests, including public health/safety or imminent harm.

4.6 Disclosure for Business Transactions: In the event of a merger, acquisition, restructuring, asset sale, or other significant corporate event, personal data may be shared/transferred to relevant third parties.

4.7 Data Protection Assurance: In such circumstances, third parties will be bound by confidentiality obligations and personal data will continue to be processed consistently with this Privacy Policy.

5.1 We do not transfer your data outside of the European Economic Area (EEA).

5.2 If data transfers outside the EEA become necessary, we will ensure an adequate level of protection in compliance with data protection laws.

6.1 We have implemented security measures to prevent unauthorised access, use, or disclosure of personal data. Access is restricted to employees, agents, and third parties who require it for business purposes.

6.2 We retain personal data only as long as necessary to fulfil the purposes for which it was collected, including legal and regulatory compliance.

6.3 Personal data related to work assignments will be retained for 7 years from the date of input.

7.1 In this Section 7, we provide a summary of your rights under data protection law. Some rights are complex, and not all details are included in these summaries.

7.2 Principal rights include: (a) Right to Access, (b) Right to Rectification, (c) Right to Erasure, (d) Right to Restrict Processing, (e) Right to Object to Processing, (f) Right to Data Portability, (g) Right to Complain to a Supervisory Authority, and (h) Right to Withdraw Consent.

7.3 You have the right to confirmation as to whether we process personal data and, where we do, access to that data and related information including processing purposes, categories of personal data, and recipients/categories of recipients. The first copy is free; additional copies may be subject to a reasonable fee. Submit requests to support@requidex.com.

7.4 You have the right to have inaccurate personal data rectified and incomplete personal data completed. Requests can be sent to support@requidex.com.

7.5 In some circumstances, you have the right to erasure without undue delay, including where data is no longer necessary, consent is withdrawn for consent-based processing, processing is for direct marketing, or data has been unlawfully processed. Exclusions apply where processing is necessary for freedom of expression/information, legal obligations, or legal claims.

7.6 In certain circumstances, you have the right to restrict processing, including where accuracy is contested, processing is unlawful and erasure is opposed, data is needed for legal claims, or an objection is pending verification. Where processing is restricted, data may still be stored and otherwise processed only in limited circumstances (consent, legal claims, protection of rights, or important public interest).

7.7 You have the right to object to processing based on your particular situation where the legal basis is public interest/official authority or legitimate interests. We will cease processing unless compelling legitimate grounds exist or processing is needed for legal claims.

7.8 You have the right to object to direct marketing (including profiling for direct marketing). If you object, we will cease this processing. You can opt-out via unsubscribe links or by contacting support@requidex.com.

7.9 Where legal basis is consent or contract and processing is automated, you may receive your personal data in a structured, commonly used, machine-readable format, subject to rights/freedoms of others.

7.10 You have the right to lodge a complaint with a supervisory authority, including the UK Information Commissioner's Office (ICO), or in the EU member state of habitual residence, place of work, or place of alleged infringement.

7.11 Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect lawfulness before withdrawal. Contact support@requidex.com.

7.12 You may exercise your rights by contacting:

Email: support@requidex.com

Postal Address:

Requidex Limited,

Hafod Wen,

Llanddona,

Beaumaris, LL58 8UU,

United Kingdom.

We will respond within one month of receipt. This may be extended by up to two further months where necessary, and we will inform you of any extension and reasons within one month.

8.1 We use cookies and similar tracking technologies to monitor Platform usage and improve user experience.

8.2 For more information, see our Cookie Policy.

9.1 Purpose of AI Processing

Requidex uses artificial intelligence technologies to assist in the verification and validation of worker compliance documentation uploaded to the Platform.

These technologies are used to improve the efficiency, accuracy, and consistency of compliance checks performed by the Platform.

AI-assisted verification may be applied to documents including, but not limited to:

- Right to Work documentation

- Identity documents

- Competency and qualification certificates

- Safety or industry certification cards

- Other regulatory or compliance-related documentation

9.2 Types of AI Processing Performed

AI systems may process uploaded documents in order to:

- Identify and categorise documents to determine whether they match the expected document type (for example, verifying that a document uploaded as a passport or competency certificate appears to be that type of document).

- Extract key information from documents (such as names, dates, document numbers, or expiry dates) and compare this information with details stored in the worker's profile to identify inconsistencies.

- Detect potential inconsistencies or anomalies within documents that may indicate incorrect uploads or mismatched worker records.

- Compare facial images contained within identity documents or compliance documents in order to identify potential inconsistencies across documents associated with the same worker profile.

These checks are designed to assist platform administrators and clients in identifying potential compliance issues. AI outputs are used as decision-support tools and may be reviewed by human users of the Platform.

9.3 Third-Party AI Service Providers

To deliver these features, Requidex uses trusted third-party infrastructure and AI service providers, including:

- OpenAI - for document analysis and image-based processing tasks

- Amazon Web Services (AWS) - for secure cloud infrastructure, processing, and storage services

These providers process data strictly in accordance with contractual agreements that include appropriate data protection safeguards.

9.4 Data Processing and Security

Where AI processing occurs, the uploaded document or relevant portions of it may be transmitted securely to our AI processing services for analysis.

Requidex implements appropriate technical and organisational safeguards including:

- Encrypted transmission of data

- Secure cloud infrastructure

- Access controls and authentication mechanisms

- Audit logging and monitoring

AI services used by Requidex do not retain or use the submitted data to train their models, and any processed data is returned to the Requidex Platform for storage in accordance with our data retention policies.

9.5 Legal Basis for AI Processing

The legal bases for processing personal data through AI-assisted document verification include:

- Performance of a Contract - enabling verification of worker documentation required for work assignments and workforce management.

- Legal Obligation - assisting organisations in meeting regulatory and statutory requirements relating to worker identity verification and compliance.

- Legitimate Interests - improving the accuracy, efficiency, and integrity of compliance verification processes and protecting clients and workers from fraud or misidentification.

9.6 Automated Processing and Human Oversight

AI-assisted checks are used to support compliance verification processes. They do not solely determine legal or employment outcomes without human involvement.

Users of the Platform may review documents and AI-generated findings and may conduct manual verification where required.

9.7 Updates to AI Processing

Requidex may update or enhance its use of AI technologies from time to time to improve compliance verification, platform security, or operational efficiency.

Where such changes materially affect how personal data is processed, this Privacy Policy will be updated accordingly.

10.1 We may update this Privacy Policy from time to time. We will notify you of significant changes by email or Platform notifications.

If you have any questions or concerns regarding this Privacy Policy or your personal data, please contact us at:

Requidex Limited

Hafod Wen, Llanddona,

Beaumaris LL58 8UU, United Kingdom

Email: support@requidex.com

12.1 Whilst you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues, if you have any concerns about our use of your personal data, we would appreciate the opportunity to address them before you approach the ICO. Please contact us in the first instance at support@requidex.com.