Last updated: September 2026
1. About this Privacy Policy
Clarity Umbrella Ltd (“Clarity”, “we”, “us” or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and share personal data and describes your rights in relation to that information. Clarity Umbrella Ltd is a data controller in respect of personal data which it processes for its own purposes.
Our data protection practices are governed by applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025.
2. Contact Details
Clarity Umbrella Ltd
2 Appletree Barns
Folly Lane
Copdock
Ipswich
Suffolk
IP8 3JQ
Company number: 12210720
Telephone: 01473 845 835
Email: gdpr@clarityumbrella.co.uk
If you have a question about how we process your personal data or wish to exercise your data protection rights, please contact us using the details above.
3. Personal data we may collect
The personal data we process will depend upon our relationship with you and may include:
• name, address and contact details;
• date of birth;
• National Insurance number;
• identification and right-to-work information;
• employment and assignment information;
• contracts and employment documentation;
• bank account and payment details;
• tax and payroll information, including P45 information where applicable;
• timesheets, pay, deductions and holiday information;
• pension information;
• correspondence and communications with you;
• information received from recruitment agencies, end clients and other organisations involved in an assignment;
• CRM and administrative records;
• technical information associated with use of our website and online services, such as IP address and cookie information; and
• other information which it is necessary for us to process in connection with your employment, assignment, our services or our legal obligations.
We may also process special category personal data where necessary and where we have an appropriate lawful basis and condition for doing so.
4. Where we obtain personal data
We may obtain personal data:
• directly from you;
• from recruitment agencies or employment businesses;
• from end clients to whom you are assigned;
• from payroll, pension and employment administration providers;
• from HM Revenue & Customs and other public authorities;
• from professional advisers;
• through our website and online systems; and
• from other parties where there is a lawful reason for us to receive the information.
5. How and why we use personal data
We may process personal data for purposes including:
• establishing and administering employment relationships;
• administering assignments;
• processing payroll, tax, National Insurance and other statutory deductions;
• administering holiday pay and other employment-related payments;
• administering pension arrangements;
• verifying identity and right to work;
• communicating with workers, agencies and end clients;
• maintaining employment, payroll, financial and business records;
• complying with legal, regulatory and contractual obligations;
• dealing with queries, complaints, disputes and legal proceedings;
• obtaining professional, legal or other specialist advice;
• protecting our business, systems and legal rights;
• administering and improving our website and services; and
• maintaining appropriate business and accounting records.
6. Lawful bases for processing
Depending upon the circumstances, we may process personal data because:
• it is necessary to perform a contract with you or to take steps at your request before entering into a contract;
• it is necessary for us to comply with a legal obligation;
• it is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and interests;
• you have given consent, where consent is the appropriate lawful basis; or
• another lawful basis available under applicable data protection legislation applies.
Our legitimate interests may include administering and protecting our business, maintaining appropriate records, communicating with relevant business partners, preventing fraud, establishing or defending legal rights and improving our services.
Where we process special category personal data, we will also ensure that an appropriate additional condition for processing applies.
Where processing is based upon consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
7. Providing personal data
Where we require personal data in order to enter into or perform a contract with you, administer your employment or assignment, or comply with a legal obligation, you may be required to provide that information. If you do not provide information which is necessary for these purposes, we may be unable to enter into or perform the relevant contract, administer your employment or assignment, process payments or comply with our legal obligations.
8. Who we may share personal data with
Where necessary and lawful, personal data may be shared with:
• recruitment agencies and employment businesses;
• end clients;
• HM Revenue & Customs and other government or regulatory authorities;
• payroll and employment administration providers;
• pension providers;
• banks and payment providers;
• insurers;
• CRM, IT, cloud hosting, communications and software providers;
• website and technology service providers;
• accountants, auditors, solicitors, barristers and other professional advisers;
• specialist data protection and compliance advisers; and
• courts, tribunals, regulators, law enforcement bodies or other organisations where disclosure is required or permitted by law.
Where an organisation processes personal data on our behalf, we require appropriate contractual and data protection arrangements to be in place.
9. International Transfers
Some of the organisations and technology providers we use may process personal data outside the United Kingdom.
Where personal data is transferred internationally, we take steps to ensure that the transfer complies with applicable UK data protection legislation.
This may include relying upon UK adequacy regulations or putting appropriate safeguards in place, such as approved contractual protections, where required.
Further information about relevant safeguards can be requested by contacting us.
10. How long we keep personal data
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected and to meet applicable legal, tax, employment, accounting, regulatory and contractual requirements.
Different categories of information are therefore retained for different periods.
When determining the appropriate retention period, we consider the nature of the information, why it is held, applicable statutory and regulatory requirements, potential legal claims and our legitimate business requirements.
Further information about the retention of particular categories of personal data can be requested from us.
11. Security
We take appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, alteration or disclosure.
Access to personal data is restricted where appropriate to those who require access for legitimate business purposes.
12. Your data protection rights
Depending upon the circumstances and the lawful basis upon which your information is processed, you may have rights including:
• the right to be informed about how your personal data is used;
• the right to request access to your personal data;
• the right to request correction of inaccurate or incomplete personal data;
• the right to request erasure of personal data in certain circumstances;
• the right to request restriction of processing in certain circumstances;
• the right to object to certain processing;
• the right to data portability in certain circumstances; and
• rights relating to automated decision-making.
These rights are not absolute and may be subject to exemptions or restrictions under applicable data protection legislation.
Where we rely upon consent, you also have the right to withdraw your consent at any time.
To exercise your rights, please contact: gdpr@clarityumbrella.co.uk
13. Right to object
Where we process your personal data on the basis of our legitimate interests, you have the right to object to that processing in certain circumstances.
You also have the right to object to the processing of your personal data for direct marketing purposes.
Please contact gdpr@clarityumbrella.co.uk if you wish to exercise this right.
14. Automated decision-making
Clarity does not currently make decisions about individuals based solely on automated processing which produce legal or similarly significant effects without meaningful human involvement.
If this changes, we will provide appropriate information about the processing and the safeguards that apply.
15. Complaints
If you have concerns about the way we process your personal data, please contact us in the first instance at: gdpr@clarityumbrella.co.uk
We will consider and respond to data protection complaints in accordance with our legal obligations.
You also have the right to make a complaint to the UK data protection regulator, the Information Commissioner’s Office (ICO).
Further information is available from the Information Commissioner’s Office website.
16. Cookies and website information
Our website may use cookies and similar technologies to operate the website, remember preferences, understand how the website is used and improve our services.
Some cookies are necessary for the operation of the website. Other cookies or similar technologies may require consent or may be used without consent where permitted by applicable law.
Where consent is required, you can choose whether to accept those cookies and can change your preferences where the relevant controls are available.
Further information about the cookies and analytics technologies currently used on our website should be provided through our website cookie information and consent controls.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our processing activities, services or legal obligations.
The current version will be published on this website and the “Last updated” date above will be amended accordingly.