Introduction
M&S On-Time Services Ltd (“M&S”, “we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.
This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This notice applies to:
- Workers and employees engaged through M&S
- Clients and recruitment agencies
- Website visitors
- Suppliers and service providers
Data Controller
M&S On-Time Services Ltd is the data controller for the personal data we process.
Contact details:
M&S On-Time Services Ltd
40 Warley Hill, Warley, Brentwood, England, CM14 5HA
Email: mathi@mnsontime.co.uk
Telephone: 0203 7006 782
If you have any data protection queries, please contact us using the details above.
What Personal Data We Collect
We may collect and process the following categories of personal data:
Worker / Employee Data
- Full name
- Address and contact detailsor
- Date of birth
- National Insurance number
- Bank account details
- Tax information (P45, starter declaration)
- Right-to-work documentation
- Payroll records
- Assignment details
- Pension information
Client / Agency Data
- Contact names
- Business contact details
- Contractual information
Website Data
- Name and contact details (if submitted via contact forms)
- Technical data such as IP address and browser type
Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:
Performance of a Contract
To employ workers and process payroll.
Legal Obligation
To comply with HMRC, employment, pension, and regulatory requirements.
Legitimate Interests
To operate and manage our business effectively, including responding to enquiries.
Consent
Where required (e.g., marketing communications). Consent can be withdrawn at any time.
How We Use Personal Data
We use personal data to:
- Process payroll and make payments
- Deduct and report PAYE tax and National Insurance
- Submit RTI and CIS information to HMRC
- Comply with employment law
- Verify right to work
- Manage pension auto-enrolment
- Communicate with workers, clients, and agencies
- Respond to website enquiries
We do not sell personal data.
Data Sharing
We may share personal data with:
- HM Revenue & Customs
- Pension providers
- Payroll software providers
- Recruitment agencies and end clients (where necessary)
- Professional advisers (accountants, legal advisers)
- Regulatory authorities where legally required
Data is only shared where necessary and lawful.
International Transfers
We do not transfer personal data outside the United Kingdom.
If this changes, we will ensure appropriate safeguards are in place in accordance with UK GDPR.
Data Retention
We retain personal data only as long as necessary.
Typical retention periods include:
- Payroll and tax records – 6 years (HMRC requirement)
- Pension records – in line with statutory requirements
- Right-to-work documents – duration of employment plus 2 years
- Website enquiry data – up to 12 months
Data may be retained longer where legally required.
Data Security
We implement appropriate technical and organisational measures to protect personal data, including:
- Secure payroll systems
- Restricted access controls
- Encrypted data storage
- Secure document handling
- Regular system updates and monitoring
Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request erasure (where applicable)
- Request restriction of processing
- Object to processing
- Request data portability
- Withdraw consent (where consent is the lawful basis)
Requests can be made by contacting us using the details above.
We will respond within one calendar month unless legally permitted to extend.
Data Protection Contact & Subject Access Requests
If you wish to:
- Request a copy of the personal data we hold about you (Subject Access Request)
- Correct inaccurate information
- Request erasure or restriction of processing
- Object to processing
- Exercise any of your data protection rights
All requests must be submitted by email to:
Email: mathi@mnsontime.co.uk
Telephone: 0203 7006 782
We may request proof of identity before processing your request.
We will respond to valid requests within one calendar month in accordance with UK GDPR requirements. Where requests are complex, we may extend this period as permitted by law and will inform you accordingly.
Right to Withdraw Consent
Where we rely on your consent as the lawful basis for processing your personal data, you have the right to withdraw that consent at any time.
To withdraw consent, please contact:
Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.
Please note that where processing is based on legal obligation or performance of a contract, withdrawal of consent may not apply.
Complaints
If you have any concerns about how we handle your personal data, please contact M&S first so that we have the opportunity to resolve the issue.
You can raise your concern by emailing:
We will investigate your complaint and respond as soon as reasonably possible.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
We encourage you to contact us first to allow us to resolve your concern.
Cookies
Our website may use essential cookies for functionality.
We do not use tracking or marketing cookies without consent.
For more information, please refer to our Cookie Policy.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in law or business operations.
