Privacy Policy

Who we are

Our website address is: https://homelesshostelstaff.co.uk

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.

HHS Group — Applicant Vetting Privacy Notice

Last updated: May 2026
Data Controller: HHS Group
Company Registration: 14533921
Registered Address: 20-22 Wenlock Road, London, N1 7GU

Contact: ops@homelesshostelstaff.co.uk | 0207 870 1221

1. Who We Are
   HHS Group is a specialist staffing agency providing Night Concierges, Support Workers, Security Guards and Emergency Outreach Workers to homeless hostels, night shelters and supported accommodation across the UK.

As part of our legal obligations and commitment to safeguarding vulnerable adults, we are required to carry out thorough vetting checks on all applicants before they are placed with any of our clients.

2. What Data We Collect and Why
   When you submit a vetting application through our secure portal, we collect the following information:
   Personal Details
   Data Purpose Legal Basis
   Full name and title Identity verification Legal obligation
   Date of birth Identity verification and right to work check Legal obligation
   Email address Communication and notification of vetting outcome Legitimate interest
   National Insurance number Employment and tax records Legal obligation
   Right to Work
   Data Purpose Legal Basis
   Right to Work route (passport, share code etc.) Compliance with Immigration, Asylum and Nationality Act 2006 Legal obligation
   Share code Online right to work verification via GOV.UK Legal obligation
   Home Office application reference number Employer Checking Service verification Legal obligation
   Identity Documents (Special Category Data)
   Data Purpose Legal Basis
   Photographs of identity documents (passport, driving licence, birth certificate) Identity verification Substantial public interest — safeguarding
   Live selfie photograph Facial matching against identity documents Explicit consent
   Professional Documents
   Data Purpose Legal Basis
   SIA Badge number and scan Verification of security licence with the Security Industry Authority Legal obligation
   DBS certificate (Standard or Enhanced) Safeguarding check for work with vulnerable adults Substantial public interest — safeguarding
   Proof of address documents Identity and residency verification Legitimate interest
   Proof of National Insurance number Employment records Legal obligation

5 year HMRC employment history Background verification Legitimate interest

3. Special Category Data
   Some of the data we collect is classified as special category data under UK GDPR, specifically:
   Biometric data — your live selfie photograph is used for facial recognition matching against your identity documents
   Criminal records data — your DBS certificate contains information about criminal convictions and cautions
   We process this data under the following legal bases:
   Article 9(2)(b) — processing necessary for carrying out obligations in the field of employment law
   Article 9(2)(g) — processing necessary for reasons of substantial public interest, specifically safeguarding of vulnerable adults

Article 9(2)(a) — your explicit consent, which you provide by ticking the consent checkbox on the vetting form

4. How We Use Your Data
   Your vetting data is used exclusively to:
   Verify your identity and right to work in the UK
   Confirm your qualifications and professional registrations
   Carry out background checks required by law and our clients
   Maintain records of completed vetting checks as required by the Home Office
   Notify you of the outcome of your vetting application

We will never use your data for marketing purposes or sell it to third parties.

5. Automated Processing
   As part of our vetting process, some checks are carried out automatically:
   Share code verification — automatically checked against the GOV.UK Home Office database
   Document verification — AI-assisted checking to confirm document type and validity
   Facial matching — automated comparison of your selfie against your identity documents

Where automated checks flag an issue, a member of the HHS Group team will always review the result manually before any decision is made. You have the right to request human review of any automated decision.

6. Who Sees Your Data
   Your vetting data is accessible to:
   HHS Group vetting staff — for reviewing and processing your application
   Anna (HR Review) — anna@homelesshostelstaff.co.uk — for final approval of completed vetting files
   Microsoft — your data is stored securely in Microsoft SharePoint and Microsoft Power Apps, both of which are UK GDPR compliant

We do not share your vetting data with our clients without your knowledge. If a client requires sight of specific vetting documentation, we will notify you first.

7. Where Your Data is Stored

All vetting data is stored securely within Microsoft 365 on servers located within the United Kingdom and European Economic Area. Microsoft’s data processing is governed by the Microsoft Data Protection Addendum which is compliant with UK GDPR.

8. How Long We Keep Your Data
   Data Type Retention Period
   Successful vetting file Duration of employment with HHS Group + 2 years
   Unsuccessful vetting application 6 months from date of submission
   Right to Work documents Duration of employment + 2 years (Home Office requirement)
   DBS certificate records Duration of employment + 6 months

Biometric selfie photograph Until vetting is complete, then securely deleted

9. Your Rights Under UK GDPR
   You have the following rights regarding your personal data:
   Right of access — request a copy of all data we hold about you
   Right to rectification — request correction of inaccurate data
   Right to erasure — request deletion of your data (subject to legal retention requirements)
   Right to restriction — request we limit how we use your data
   Right to object — object to processing based on legitimate interest
   Right to data portability — receive your data in a portable format
   Right to human review — request human review of any automated decision
   To exercise any of these rights, contact us at:
   ops@homelesshostelstaff.co.uk

0207 870 1221

10. Complaints
    If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
    Website: ico.org.uk
    Phone: 0303 123 1113

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

11. Consent
    By submitting your vetting application you confirm that:
    You have read and understood this privacy notice
    You consent to HHS Group processing your personal data including biometric data for the purposes described above
    All information and documents you have provided are genuine and belong to you

You understand your rights under UK GDPR and how to exercise them

This privacy notice applies specifically to the HHS Group applicant vetting process and should be read alongside our general Privacy Policy at homelesshostelstaff.co.uk/privacy-policy