Privacy notice

Who we are

Refined Staff is a private household staffing service. For data-protection purposes Refined Staff is the controller for personal data collected from households, candidates and site users. Where we handle staff records only on a household client's instructions, we may act as that client's processor.

Contact us at [email protected] for privacy rights, data protection questions, deletion requests, candidate document questions or compliance-pack issues.

Personal data we collect

• Households and representatives: name, contact details, household role brief, location, budget, preferences, notes, intro-call state, meeting-agreement records, transcripts, billing events, placement records and replacement requests.
• Candidates: name, contact details, role interests, location, phone numbers, languages, work history, availability, references, CV details, meeting-agreement records, intro transcripts, interview notes and status updates.
• Vetting and compliance: identity, Right to Work, DBS/update, driving licence, reference, credential, employment-history and provider-status data when relevant to a role.
• Legacy support records, where already active: document label, reference, status, notes and expiry date used for the existing account service and reminder emails.
• Special category or criminal-offence data: only where it is necessary for employment vetting, safeguarding, legal obligations or where you choose to provide it.
• Technical data: authentication/session data, brief/application state saved in your browser, security logs, delivery logs and anonymous, cookieless website-usage statistics unless you turn analytics off.

How we use data and our lawful bases

• Responding to enquiries and managing applications: contract steps, legitimate interests and, where needed, consent.
• Matching households and candidates: legitimate interests and contract steps. Software creates possible matches and requests availability; it does not make the household's final hiring decision.
• Introductions, video meetings and messages: steps connected with the Refined Staff service contract and Refined Staff's legitimate interests in managing introductions, preserving an audit trail, resolving disputes, safeguarding participants and preventing circumvention. Required transcription is disclosed before the room is released and requires a separate affirmative meeting agreement from both participants.
• Vetting, Right to Work, DBS, reference and credential checks: legal obligations, substantial public interest/employment vetting conditions, legitimate interests and candidate consent where a provider requires it. Where a candidate is eligible for both brands and Irving Scott already holds a valid, current and role-appropriate verification, Refined Staff may reuse that status instead of commissioning the same check again; expired, missing or role-specific evidence may be refreshed.
• Payments, fraud prevention, contracts and payroll handoff: contract performance, legal obligations and legitimate interests.
• Placement handoff and replacement requests: contract performance and legitimate interests in recording the agreed placement service and providing aftercare.
• Service improvement and analytics: limited, self-hosted statistical analytics run automatically under the PECR statistical-purpose exception and our legitimate interests in improving the service. The tracker does not set analytics cookies or track people across websites, and you can turn it off through Analytics settings.

Managed intro meetings and transcription

Before a managed intro can proceed, the household and candidate are each shown two separate required items: the managed-intro conduct rules and the transcription notice. Neither box is pre-selected. Refined Staff records who responded, when they responded, the agreement version and whether they accepted or declined. If either participant does not accept both items, the room and calendar invitations remain locked and the meeting does not proceed.

Daily supplies the private video room and transcription service. A named Refined Staff consultant admits participants and starts transcription when joining. Refined Staff does not enable video recording for these meetings. The text transcript is used only for the introduction audit, agreed follow-up, resolving disputes, investigating suspected off-platform circumvention and relevant safeguarding concerns. Access is restricted to authorised Refined Staff operators and advisers where necessary.

Intro transcripts are normally retained for 12 months after the meeting. A relevant extract or audit record may be kept for up to 6 years where necessary for an actual placement, legal claim, complaint, safeguarding matter or circumvention dispute. Contact [email protected] to ask about a transcript, exercise your rights or object to processing based on legitimate interests. Because transcription is a required condition of this particular managed-intro service, declining it means the meeting cannot proceed; you can contact Refined Staff to discuss whether another service route is available.

Matching and human review

Refined Staff uses rules and scoring to suggest candidates who may fit a household brief and to request current availability. Routine ranking and administration are automated. Paloma or Adam becomes involved where unusual circumstances, safeguarding concerns or final placement decisions require human judgement.

Candidate privacy

Public and household-facing preview surfaces show candidate names as first name plus initial, such as Sofia M. Full names, contact details, documents and provider reports are withheld until there is an appropriate introduction, candidate consent and any required recruiter oversight.

Optional Irving Scott consideration

If you select the separate Irving Scott consideration option, Refined Staff makes your application, profile and CV available to authorised Irving Scott consultants for suitable private household recruitment. LISTIQUE LIMITED trading as Irving Scott is the recipient and a controller for that Irving Scott recruitment activity. The shared categories are your contact details, role interests, location, availability, work history, profile information and CV. This choice does not permit marketing and does not permit sharing with a household without your further permission. You can grant or withdraw the choice at any time in your candidate privacy panel or by contacting [email protected]. Withdrawal stops new Irving Scott matching and CV access immediately; limited audit records may be retained to evidence your decision and comply with law. Existing Refined Staff candidates are not transferred into Irving Scott matching unless they actively opt in. See the Irving Scott privacy policy.

Who we share data with

We share the minimum necessary information with providers and processors that support the service, including hosting and database providers, Postmark for transactional email, Stripe for payments, Google for sign-in or meeting tools where used, ComplyCube for identity and Right-to-Work checks when appropriate, and another provider only after the relevant check and commercial route are confirmed, Hearth CRM/payroll handoff partners where relevant, and professional advisers or authorities where legally required.

International transfers

Some providers may process data outside the UK or EEA. Where that happens, Refined Staff aims to use appropriate safeguards such as adequacy decisions, the UK International Data Transfer Agreement/addendum, EU Standard Contractual Clauses or equivalent provider commitments.

Retention

• Household enquiries and unmatched briefs: normally reviewed after 24 months from last meaningful contact.
• Candidate profiles: normally reviewed after 36 months from last meaningful contact unless the candidate asks us to delete or refresh the profile sooner.
• Intro transcripts: normally kept for 12 months after the meeting; relevant extracts or audit records may be kept for up to 6 years for an actual placement, claim, complaint, safeguarding matter or circumvention dispute.
• Vetting, placement, plan support, replacement, audit, billing and contract records: normally kept for up to 6 years where needed to provide the service, evidence a placement, handle disputes, meet tax/accounting duties or comply with law.
• Raw identity documents: kept in provider systems where possible and not retained by Refined Staff longer than necessary for verification and audit.
• Analytics preference: kept in your browser until you change or clear it.

Your rights

You can request access, correction, deletion, restriction, portability, objection to certain processing and withdrawal of consent where processing is based on consent. Contact [email protected]. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.

Cookies and local storage

Essential storage is used for sign-in, security and form progress. Self-hosted, cookieless statistical analytics run automatically unless you turn them off. See the Cookie notice or open Analytics settings.

Security

Refined Staff uses HTTPS, restricted server-side storage, role-gated ops access, provider systems for sensitive verification flows and append-only audit logs for material compliance events. No online service can guarantee absolute security, but access is limited to authorised team members and processors with a need to know.