Who we are
Kent Workplace Solutions (KWS) is a staffing and recruitment business based at 2 New Rents, Ashford, Kent, TN23 1JH. We supply HGV drivers, warehouse staff and operational cover to transport and logistics businesses across Kent, Sussex and Essex. Our website is www.kentworkplacesolutions.com.
If you have any question about how we handle personal data, please contact us at or call 01233 227550.
What this policy covers
This policy explains how KWS collects and uses personal information when you visit our website, register as a candidate, send us a client enquiry, contact us by phone, email or WhatsApp, or apply for a role we are recruiting for.
What we collect
The categories of personal information we may collect include:
- Contact details (name, phone, email, postcode, address) submitted via our website forms or given to us directly.
- Candidate details such as work history, licences (HGV / FLT / CPC), qualifications, references, right-to-work documents and a CV where you supply one.
- Client enquiry details such as company name, role specification, site location and shift pattern.
- Records of correspondence with you (calls, emails, WhatsApp messages, form submissions).
- Basic technical information from your visit to our website, such as your IP address, browser type and pages viewed, where this is collected by analytics or hosting tools.
How we use it
We use personal information to:
- Respond to enquiries you send us through the website, by phone, by email or via messaging apps.
- Match candidates to suitable roles with our clients.
- Verify right-to-work, licences and references before a placement.
- Send placement confirmations and shift details.
- Operate and improve our service and our website.
- Meet our legal and regulatory obligations, including those under our GLAA licence (KENT0017).
Lawful basis
We rely on the following lawful bases under UK GDPR:
- Consent when you submit a registration or contact form.
- Contract when we are placing you in work or providing staff to a client.
- Legitimate interests when we contact a candidate about a relevant role, or operate our recruitment service.
- Legal obligation for record-keeping, right-to-work checks and other regulatory requirements.
Sharing your information
We share personal data only where it is necessary for the recruitment service or required by law:
- With prospective client employers when proposing you for a role. We will tell you which client we are presenting you to.
- With service providers who help us run the business, including website hosting, email, CRM, form tools, analytics and messaging apps. These processors handle data on our instructions.
- With regulatory bodies where the law requires it, including the GLAA, HMRC and law enforcement.
We do not sell personal data and we do not pass candidate details to clients without your knowledge.
How long we keep it
We keep personal data only for as long as we need it for the purposes set out above. As a general guide, candidate records are kept while you are an active registration plus a period afterwards in case suitable roles arise. Records relating to placements are kept in line with employment, tax and regulatory requirements. Web enquiry records are kept while we work with you and for a reasonable period afterwards.
Your rights
Under UK data protection law you have rights to access, correct, delete or restrict the use of your personal data, to object to processing in certain situations, and to receive a copy of the data you have given us. To exercise any of these rights, email or write to us at the address at the top of this policy. If you are not satisfied with our response you can complain to the Information Commissioner's Office (ico.org.uk).
Cookies and tracking
Our website may use cookies and similar technologies. See our Cookie Policy for details.
Updates to this policy
We may update this policy from time to time. The date at the bottom of this page will tell you when it last changed.
This policy is provided for general website transparency and should be reviewed periodically. Last updated 2026-05-10.