Privacy Policy

Last updated: 3rd Oct 2026

1. About this Privacy Policy

1.1 Purpose

This Privacy Policy explains how Deploi Technologies Limited ("Deploi", "we", "us" or "our") collects, uses, stores, shares and otherwise Processes Personal Data, the purposes for which we Process it and the rights available to Individuals.

1.2 Scope

This Privacy Policy applies to Personal Data Processed in connection with the Deploi platform, Deploi Passport, screening and verification services, our website and related services. It applies to Individuals undergoing screening or verification, Customer users, business contacts and website users.

1.3 Additional Information

We may provide additional privacy information where appropriate in relation to particular services or Processing activities.

1.4 Data Protection Laws

References to "Data Protection Laws" include the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018 and other applicable UK data protection and electronic communications legislation.

2. Who We Are and Our Data Protection Roles

2.1 Deploi

Deploi Technologies Limited is a company registered in England and Wales under company number 15530150, with its registered office at 62 Bridge Street, Unit 4 -Watch this Space, Manchester M3 3BW.

2.2 Our Roles

Our role under Data Protection Laws depends on the particular Processing activity. Deploi may act as a Processor on behalf of a Customer or as a Controller in its own right.

2.3 Deploi as Processor

Where a Customer determines the purposes and means of Processing in connection with screening or verification and Deploi Processes Personal Data on that Customer's behalf, Deploi generally acts as a Processor.

2.4 Deploi as Controller

Deploi acts as a Controller where we determine the purposes and means of Processing. This includes certain Processing relating to the Deploi Passport, operation and security of our services, fraud prevention, legal and regulatory compliance, management of our business relationships and the establishment, exercise or defence of legal claims.

2.5 Customer Responsibilities

Where a Customer acts as Controller, that Customer is responsible for its own compliance with Data Protection Laws, including establishing an appropriate lawful basis for its Processing and providing any privacy information for which it is responsible.

2.6 Data Protection Officer

Deploi has appointed a Data Protection Officer ("DPO") who is responsible for overseeing data protection matters. You can contact our DPO at:

Data Protection Officer
Deploi Technologies Limited
62 Bridge Street
Unit 4 -Watch this Space
Manchester
England
M3 3BW

Email: info@deploi.uk

3. Personal Data We Collect

3.1 Categories of Personal Data

Depending on the services being provided, we may Process:

(a) Identity Information – such as name, date of birth and other information used to establish or verify identity;

(b) Contact Information – such as email address, telephone number and postal address;

(c) Employment and Activity Information – such as employment history, education, periods of activity and information relevant to establishing an Individual's history;

(d) Professional and Qualification Information – such as qualifications, licences, registrations and professional credentials;

(e) Eligibility and Verification Information – such as identity documents, information contained in or extracted from those documents, right-to-work information, eligibility information, credentials and other information required for identity or eligibility verification;

(f) Reference and Screening Information – such as references, screening responses and information obtained or generated in connection with checks;

(g) Compliance and Check Information – including information relating to checks requested by a Customer and their results or outcomes;

(h) Account and Platform Information – such as account information, authentication information and activity associated with use of the Deploi platform;

(i) Technical and Security Information – such as device, browser, log, security and usage information;

(j) Communications – information contained in communications with us; and

(k) Business Contact Information – such as the name, role, organisation and contact details of Customer users, prospective Customers and other business contacts.

3.2 Relevant Information Only

We do not necessarily collect every category above in relation to every Individual. The information required depends on the relevant service, screening or verification.

3.3 Generated Information

We may generate information through our services, including screening statuses, verification outcomes, audit records and identified discrepancies.

3.4 Sensitive Information

Information concerning special category Personal Data and criminal offence data is addressed in Section 6.

3.5 Customer Users

Where you use Deploi on behalf of a Customer, we may Process information necessary to create and administer your account and record your use of the service.

3.6 Younger Individuals

Our services may occasionally involve Individuals under the age of 18 in connection with lawful employment or engagement. Where this occurs, we take account of the additional protections applicable to children's Personal Data.

4. Where We Obtain Personal Data

4.1 From Individuals

We obtain Personal Data directly from Individuals when they provide information, complete forms, upload documents, communicate with us or otherwise participate in screening or verification.

4.2 From Customers

A Customer may provide Personal Data necessary to initiate or administer screening or verification and invite an Individual to use Deploi.

4.3 From Employers, Referees and Other Organisations

We may obtain information from current or former employers, referees, educational establishments, professional bodies and other relevant organisations.

4.4 Verification and Screening Providers

We may obtain Personal Data from third-party providers used in connection with identity, right-to-work, criminal record, credit and other screening or verification services. Depending on the service, this may include information and documents provided for verification and the results or outcomes of relevant checks.

4.5 Official, Public and Verification Sources

Where appropriate for a requested check, we may obtain or verify information using official, public or other lawful verification sources.

4.6 Through Our Services

We may generate Personal Data through use of Deploi, including records of screening, verification, account activity and communications.

4.7 Existing Deploi Records

Where an Individual has previously used Deploi, we may recognise the returning Individual and associate a subsequent screening or verification request with their existing account or Deploi Passport. Relevant information may be reused where lawful and appropriate.

4.8 Information Obtained Indirectly

Where we obtain Personal Data from a source other than the Individual, we provide applicable privacy information in accordance with Data Protection Laws.

4.9 Website

We may collect information when you use our website, including through cookies and similar technologies as described in Section 13.

5. How and Why We Use Personal Data

5.1 Lawful Processing

We only Process Personal Data where we have an appropriate lawful basis under Data Protection Laws.

Depending on the Processing, this may include Processing necessary for our legitimate interests or those of another person, compliance with a legal obligation, performance of or steps relating to a contract, or consent where consent is the appropriate lawful basis.

5.2 Screening and Verification

We Process Personal Data to provide screening and verification services requested by Customers. Where Deploi acts as a Processor, the Customer is responsible for determining the applicable lawful basis for that Processing.

Where Deploi acts as a Controller in connection with associated Processing, we may rely on our legitimate interests and those of Customers and Individuals in facilitating appropriate, efficient and secure screening and verification, provided those interests are not overridden by the Individual's rights and freedoms.

5.3 Deploi Passport and Reuse of Information

Where Deploi acts as a Controller in connection with the Deploi Passport, we Process relevant Personal Data to retain screening and verification history and, where lawful and appropriate, enable relevant information to be reused for subsequent screening or verification.

This can reduce unnecessary repetition of checks and information requests and enable Individuals and Customers to complete appropriate screening more efficiently.

We rely, where applicable, on our legitimate interests and the legitimate interests of Individuals and Customers in retaining secure and reusable compliance information and supporting efficient screening and compliance processes, provided those interests are not overridden by the Individual's interests, rights and freedoms.

Information associated with the Deploi Passport is generally reviewed or updated when screening or verification is requested. It is not necessarily continuously monitored or kept up to date between screening activities.

Further information about the Deploi Passport is provided in Section 8.

5.4 Accounts and Administration

We Process Personal Data to create and administer accounts, manage access to our services, communicate about screening or verification and provide operational and support services.

5.5 Security and Fraud Prevention

We may Process Personal Data where necessary to protect our services, users and business, maintain security and prevent, identify or respond to fraud, misuse or other unlawful activity.

5.6 Legal and Regulatory Compliance

We may Process Personal Data where necessary to comply with legal or regulatory obligations and to establish, exercise or defend legal claims.

5.7 Business Operations and Service Improvement

We may Process appropriate Personal Data for legitimate business purposes, including analysing, maintaining, developing and improving our services, where permitted by Data Protection Laws.

5.8 Communications

We Process Personal Data to respond to enquiries and communicate with Customers, Individuals and other relevant persons.

5.9 Business Marketing

We may Process the contact details of Customers, prospective Customers and other business contacts for business-to-business marketing where permitted by applicable law. We do not use Personal Data collected from Individuals for employment screening or verification to market Deploi services to those Individuals.

5.10 Consent

Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of Processing carried out before consent was withdrawn.

5.11 Changes of Purpose

If we intend to use Personal Data for a new purpose that is not compatible with the purpose for which it was originally collected, we will identify an appropriate lawful basis and provide additional privacy information where required.

6. Special Category and Criminal Offence Data

6.1 Additional Protection

Certain Personal Data is subject to additional protections under Data Protection Laws. We only Process this information where the applicable legal requirements are satisfied.

6.2 Criminal Offence Data

Where a Customer lawfully requests a criminal record check, we may Process criminal offence data, including information contained in or resulting from a DBS check. We only Process this information where permitted by Data Protection Laws and where the applicable additional requirements are satisfied.

6.3 Special Category Personal Data

Deploi does not ordinarily require special category Personal Data for general screening purposes. However, such information may occasionally be contained in information or evidence provided to us. Where this occurs, we only Process it where necessary, lawful and appropriate for the relevant purpose.

6.4 Data Minimisation

We seek to limit the collection, use, access and retention of special category Personal Data and criminal offence data to what is appropriate for the relevant purpose.

6.5 Customer Responsibilities

Where Deploi Processes this information as a Processor on behalf of a Customer, the Customer is responsible for establishing the applicable lawful basis and any additional condition required by Data Protection Laws.

7. Background Screening and Reports

7.1 Screening Requests

Screening and verification is generally initiated by a Customer in connection with employment, engagement or another legitimate compliance purpose.

7.2 Information During Screening

Relevant information may be made available to the Customer as it is submitted, obtained or generated during the screening process.

7.3 Verification

Depending on the screening requested, information may be checked against appropriate sources or verified using relevant third-party providers.

7.4 Screening Outcomes

Screening may result in statuses, outcomes or other information being provided to the Customer in connection with the requested screening.

7.5 Reports

Deploi may make screening Reports available to Customers containing information relevant to the screening or verification performed.

7.6 Customer Decisions

Deploi does not make the Customer's decision about whether to employ, engage or retain an Individual. Those decisions remain the responsibility of the relevant Customer.

7.7 Accuracy and Disputes

If you believe Personal Data used in screening or verification is inaccurate or incomplete, you may contact us using the details in Section 16. Where appropriate, we may ask for information necessary to investigate or correct the relevant record.

7.8 Customer Records

A Customer may download or retain Reports and other information made available to it and is responsible for its own subsequent Processing of that information.

7.9 Historical Information

Reports provided to Customers are separate from the Deploi Passport. Relevant underlying Personal Data may nevertheless be retained and reused by Deploi where lawful and appropriate as described in this Privacy Policy.

8. Deploi Passport

8.1 Deploi Passport

When an Individual accepts an invitation to use Deploi, a Deploi Passport may be created and associated with that Individual. The Deploi Passport is a digital compliance record through which relevant screening and verification information may be retained and reused.

8.2 Purpose of the Deploi Passport

The Deploi Passport enables relevant screening and verification history to be retained so that, where lawful and appropriate, information may be reused when subsequent screening or verification is requested. This can reduce unnecessary repetition of information collection and verification.

8.3 Returning Individuals

Where a Customer subsequently requests screening or verification for an Individual who already has a Deploi account or Passport, we may associate the new request with the existing Individual and Passport.

8.4 Reuse and Currency of Information

Where appropriate for a new screening or verification and permitted by Data Protection Laws, relevant information previously supplied, obtained or verified may be reused.

Information associated with the Deploi Passport is not necessarily continuously monitored or kept up to date after a screening has been completed. Previously held information may therefore need to be reviewed, updated or verified again when it is next required.

8.5 Customer Access

A Customer does not receive unrestricted access to an Individual's historical information. Personal Data is made available where relevant and appropriate for the screening, verification or other lawful purpose concerned.

8.6 Subsequent Customers

Where lawful and appropriate, relevant retained information may be used in connection with screening or verification requested by a subsequent Customer. A previous Customer cannot prevent Deploi from retaining or using Personal Data where Deploi is independently entitled or required to do so under Data Protection Laws.

8.7 Reports and Passport Information

A Report made available to a Customer is separate from the information retained by Deploi in connection with the Deploi Passport.

8.8 Reviewing Information

During an active screening or verification process, Individuals may have opportunities to review or update relevant information. Some information may not remain directly accessible or editable through the platform once the process is complete. Individuals may contact us regarding their Personal Data and applicable rights.

8.9 Data Protection Rights

Individuals may exercise applicable data protection rights in relation to Personal Data associated with the Deploi Passport, subject to the limitations and exemptions provided by Data Protection Laws.

8.10 Information Already Provided to Customers

Exercising a right in relation to Personal Data held by Deploi does not necessarily require a Customer to delete information it independently holds where that Customer has its own lawful basis or obligation to retain it.

9. Automation

We may use automated systems and tools to support certain business processes, such as risk assessment, fraud prevention, affordability checks, identity verification, or record management.
These tools may analyse personal data using predefined criteria or rules to generate indicators, scores, or recommendations. However, we do not make decisions that have a legal or similarly significant effect on individuals based solely on automated processing. Any such decisions are subject to meaningful human review.
The use of these tools may influence the speed or level of review applied to an application or request, but individuals will not be subject to automatic rejection or adverse decisions without human involvement.

10. Sharing Personal Data

10.1 When We Share Personal Data

We may share Personal Data where necessary for the purposes described in this Privacy Policy, where required by law or where otherwise permitted by Data Protection Laws.

10.2 Customers

We may provide Customers with Personal Data relevant to screening or verification they have requested, including information made available during the screening process, outcomes and Reports.

10.3 Verification and Screening Providers

We may share Personal Data with, or receive Personal Data from, third-party providers involved in screening and verification. These include:

  • Creditsafe – credit checks;

  • CBS Screening – DBS checks; and

  • Yoti – identity and right-to-work verification.

Where a provider Processes Personal Data for its own purposes, its own privacy information will apply to that Processing.


10.4 Credit Reference and Affordability Checks

To help us assess applications, prevent fraud, and meet our legal and regulatory obligations, we may obtain information about you from credit reference agencies (CRAs).
We obtain this information via Creditsafe, which uses its data partner TransUnion to supply consumer credit and identity data.

  • Creditsafe Business Solutions Limited is authorised and regulated by the Financial Conduct Authority
    FCA Firm Reference Number: 742313

  • TransUnion International UK Limited is authorised and regulated by the Financial Conduct Authority
    FCA Firm Reference Number: 737740

The information we receive may include data relating to your identity, credit commitments, payment history, and public record information. This data is used solely for legitimate business purposes, including creditworthiness assessment, identity verification, and fraud prevention, in accordance with applicable data protection laws.

Further information about how Creditsafe and TransUnion process your personal data can be found in their respective privacy notices:


10.5 Website and Service Providers

We use service providers to support the operation and delivery of Deploi and our website. These include:

  • Google Analytics – website analytics; and

  • Intercom – communications and related functionality embedded within our website.

We may also use other service providers where necessary to operate and provide our services. Where providers Process Personal Data on our behalf, we require appropriate data protection safeguards.

10.6 Employers, Referees and Verification Sources

We may disclose relevant Personal Data to employers, referees, educational establishments, professional bodies and other appropriate sources where necessary to obtain or verify information.

10.7 Legal and Regulatory Disclosures

We may disclose Personal Data where required or permitted by law, regulation, court order or a competent authority, or where necessary to establish, exercise or defend legal claims.

10.8 Professional Advisers

We may share Personal Data with professional advisers where reasonably necessary for legal, accounting, insurance or other professional purposes.

10.9 Corporate Transactions

Personal Data may be disclosed in connection with a proposed or completed merger, acquisition, financing, restructuring, sale of assets or similar corporate transaction, subject to appropriate safeguards.

10.10 Data Minimisation

We seek to limit disclosures of Personal Data to information appropriate for the relevant purpose.

11. International Transfers

11.1 International Processing

Some of the service providers we use may Process Personal Data outside the United Kingdom.

11.2 Safeguards

Where this involves a restricted international transfer, we use an appropriate transfer mechanism as required by Data Protection Laws. This may include applicable UK adequacy regulations or approved contractual safeguards.

11.3 Further Information

You may contact us at info@deploi.uk for further information about applicable international transfers and safeguards.

12. Retention of Personal Data

12.1 How Long We Keep Personal Data

We retain Personal Data only for as long as reasonably necessary for the purposes for which it was collected or subsequently lawfully Processed, including providing our services, supporting relevant screening and verification, complying with legal and regulatory requirements, resolving disputes and establishing, exercising or defending legal claims.

Retention periods are determined having regard to the nature of the Personal Data, the purposes for which it is Processed and applicable legal, regulatory and operational requirements.

12.2 Screening and Verification Information

Personal Data collected or generated in connection with screening and verification may be retained after the relevant screening or verification has been completed where necessary for the purposes described in this Privacy Policy. Where Deploi acts solely as a Processor, retention may also be subject to the relevant Customer's instructions and our contractual obligations.

12.3 Deploi Passport

Relevant Personal Data associated with a Deploi Passport may be retained after a screening or verification has been completed where necessary for the purposes described in this Privacy Policy.

Where lawful and appropriate, relevant retained information may be reused when subsequent screening or verification is requested. Retention of information does not mean that it is continuously monitored or kept up to date.

12.4 Customer Reports and Records

Customers may retain Reports and other Personal Data made available to them in accordance with their own legal, regulatory and record-keeping requirements. A Customer's retention of Personal Data is subject to that Customer's own responsibilities under Data Protection Laws.

12.5 Deletion and Anonymisation

When Personal Data is no longer required, we will delete or anonymise it where appropriate, subject to any legal, regulatory, security, fraud-prevention or claims-related reason that requires or permits us to retain it for longer.

13. Website, Cookies and Communications

13.1 Service Communications

We may send Customers, Customer users and Individuals communications that are necessary or appropriate for the operation of the Deploi services, including account, screening, verification, security and administrative communications.

13.2 Business Marketing

We may use the contact details of Customers, prospective Customers and other business contacts to provide information about Deploi and our services where permitted by applicable law. We do not use Personal Data collected from Individuals for employment screening or verification to send marketing communications to those Individuals.

13.3 Cookies and Similar Technologies

Our website uses cookies and similar technologies to operate the website, understand how it is used and provide website functionality. Where required by applicable law, we obtain consent before using non-essential technologies and provide controls that allow you to manage your choices.

13.4 Website Providers

We use:

  • Google Analytics to help us understand how visitors use our website. Google Analytics may collect information about website usage, approximate location, browser and device information and online identifiers. Google Analytics may use cookies and similar technologies for this purpose; and

  • Intercom, which is embedded within our website to provide communication and related website functionality.

Further information about the cookies and similar technologies used on our website, including their purposes and duration, is made available through our website cookie controls.

13.5 Managing Your Choices

Where applicable, you can manage your choices through the cookie or privacy controls made available on our website. You can also control certain cookies through your browser settings.

13.6 Marketing Preferences

You can ask us to stop sending marketing communications at any time by using the unsubscribe mechanism included in the communication, where available, or by contacting us at info@deploi.uk. This will not prevent us from sending necessary service, security, screening or administrative communications.

14. Security

14.1 Protecting Personal Data

We maintain appropriate technical and organisational measures designed to protect Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

14.2 Access to Personal Data

Access to Personal Data is restricted to authorised persons who require access for appropriate purposes.

14.3 Service Providers

Where service providers Process Personal Data on our behalf, we require appropriate data protection and security safeguards.

14.4 Personal Data Breaches

We maintain procedures for responding to Personal Data breaches and will make notifications to affected Individuals and the relevant supervisory authority where required by Data Protection Laws.

15. Your Data Protection Rights

15.1 Your Rights

Depending on the circumstances and applicable Data Protection Laws, you may have rights including:

  • the right to request access to your Personal Data;

  • the right to request correction of inaccurate or incomplete Personal Data;

  • the right to request erasure of Personal Data;

  • the right to request restriction of Processing;

  • the right to data portability;

  • the right to object to certain Processing;

  • the right to withdraw consent where Processing is based on consent; and

  • rights relating to certain automated decision-making.

These rights are subject to applicable conditions, limitations and exemptions.

15.2 Exercising Your Rights

To exercise a data protection right, contact our DPO using the details in Section 16.

15.3 Identity Verification

We may request information reasonably necessary to verify your identity before acting on a request.

15.4 Where Deploi Is a Processor

Where your request relates to Personal Data Deploi Processes solely on behalf of a Customer, we may refer the request to the relevant Customer or assist that Customer in responding.

15.5 Response Times

We will respond to valid requests without undue delay and ordinarily within one month, subject to any lawful extension.

15.6 Limitations

Data protection rights are not absolute. We may decline or limit a request where permitted or required by Data Protection Laws and will provide an explanation where required.

16. Required Personal Data

16.1 Required Information

Some Personal Data we request may be required to carry out screening or verification requested by a Customer, to meet applicable legal or regulatory requirements, or to provide the relevant Deploi service.

Where the provision of particular Personal Data is a statutory or contractual requirement, or is necessary in order to enter into or perform a contract, we will identify this where applicable.

16.2 Consequences of Not Providing Information

If you do not provide Personal Data that is required for a particular screening or verification process, we may be unable to complete the relevant check or verification. This may result in the screening being incomplete, delayed, cancelled or completed with a limited outcome.

The relevant Customer will determine what effect, if any, this has on your employment, engagement or other relationship with that Customer.

16.3 Optional Information

Where Personal Data is optional, you are not required to provide it.

17. Complaints and Contact

17.1 Contacting Deploi

If you have any questions about this Privacy Policy, how we Process your Personal Data or your data protection rights, you can contact our Data Protection Officer at:

Data Protection Officer
Deploi Technologies Limited
Department, Campfields
Liverpool Road
Manchester
England
M3 4FP

Email: info@deploi.uk

17.2 Complaints

You have the right to make a complaint to the Information Commissioner's Office ("ICO"), the UK's supervisory authority for data protection.

You can obtain further information about making a complaint from the ICO's website:www.ico.org.uk

17.3 Customer Processing

Where Deploi acts solely as a Processor on behalf of a Customer, you may also wish to contact the relevant Customer regarding its Processing of your Personal Data.

18. Changes to This Privacy Policy

18.1 Updates

We may update this Privacy Policy from time to time to reflect changes to our services, Processing activities, legal requirements or other relevant circumstances.

18.2 Publication

The current version will be made available through our website or services and will state when it was last updated.

18.3 Material Changes

Where appropriate, we will take reasonable steps to bring material changes affecting the Processing of Personal Data to the attention of affected Individuals before the changes take effect.