Staff Privacy Notice

This notice explains how Spitfire Homes uses the personal data of job applicants, employees and former employees.

Who we are

This notice is issued by Spitfire Bespoke Homes Limited, trading as Spitfire Homes (“Spitfire”, “we”, “us”), registered in England and Wales under company number 04395875, with its registered office at The Gate, International Drive, Solihull, B90 4WA. Spitfire is the data controller for your personal data.

We are not required to appoint a Data Protection Officer. Please send any questions about this notice to the Data Protection Lead, Spitfire Homes, at the address above.

What we collect

Contact details: name, address, email address and telephone number.
Identity and employment details: date of birth, National Insurance number, passport or right-to-work documents, driving licence, job title, employment history, qualifications and certifications.
Emergency contacts: next of kin or another person to contact.
Pay and benefits: bank details, salary, tax code, payslips, pension and benefits information.
Health and wellbeing: sickness absence, occupational health reports, accident records and any disability we need to know about to make adjustments.
Performance and conduct: appraisals, training records and any disciplinary or grievance records.
Equal opportunities monitoring: where you choose to provide it, such as ethnicity, sex and disability.
CCTV images: recorded at our offices and sites (see our CCTV Privacy Notice).

How we use it and why

Recruitment: assessing applications, taking up references and carrying out background checks once an offer is made.
Running your employment: managing your contract, paying you and providing benefits. This is necessary for our contract with you.
Meeting our legal duties: right-to-work checks, tax, pensions auto-enrolment, health and safety and equality law.
Managing performance, training and development: based on our legitimate interest in a safe, skilled and well-run business.
Emergencies: contacting the person you nominate if you are taken ill or injured.

We use health and other special category data only where the law allows it, for example to meet our employment, health and safety and equality obligations. We do not use your information to make automated decisions about you.

Who we share it with

Within Spitfire, access is limited to HR, directors and the managers who need it. We also share data with organisations that help us employ you. These are recruitment platforms, previous employers (for references), background and criminal records check providers, payroll and HR system providers, pension providers, benefits providers, occupational health and healthcare providers, training providers, driving licence check services, insurers, and HMRC and other government bodies. If our business is sold or restructured, we may share data with the new owner and their advisers, including under TUPE. Everyone we share data with must keep it confidential and secure.

How long we keep it

Unsuccessful applicants: 12 months after the recruitment process ends.
Employees: for the length of your employment and six years after it ends, unless the law requires us to keep it longer or we need it for a legal claim.
Emergency contacts: deleted when your employment ends.
Health and safety records: for as long as the relevant legislation requires.

Transfers outside the UK

We do not knowingly transfer personal data outside the UK. If this changes, we will put appropriate safeguards in place as UK data protection law requires.

Your rights

You can ask us for a copy of your data, and ask us to correct it, erase it, restrict how we use it, or send it to another organisation. You can also object to us using it on the basis of legitimate interests. Please let HR know promptly if your details change. To make a request, please write to the Data Protection Lead at the address above.

Complaints

We would like the chance to put things right, so please contact us first. You can also complain to the Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF; telephone 0303 123 1113; ico.org.uk/make-a-complaint.

Last updated: October 2026 · Back to Privacy Policy