Privacy Policy

Axiom Screening Ltd
Last updated: 27.12.2025

Axiom Screening Ltd (“Axiom Screening”, “we”, “us”, “our”) is committed to protecting the privacy and security of personal data. This Privacy Policy explains how we collect, use, store and protect personal data when delivering screening, vetting, pre-employment checking and consultancy services.

1. About Us

Axiom Screening Ltd is a UK-based provider of pre-employment screening, vetting, verification and compliance support services.

For the purposes of UK data protection legislation, Clients generally act as Data Controllers and Axiom Screening acts as a Data Processor. In limited circumstances, such as when handling enquiries or managing supplier relationships, Axiom Screening may act as a Data Controller.

2. Scope of This Policy

This Privacy Policy applies to the processing of personal data relating to Candidates undergoing screening, authorised client users accessing our systems, referees and verification contacts, and visitors to our website.

3. Personal Data We Process

3.1 Candidate Data

In the course of providing our Services, we may process personal data relating to Candidates, including identity and contact information, employment history, education and qualifications, right to work information, criminal record information where applicable, and explanations relating to employment gaps or periods of inactivity.

3.2 Client User Data

For authorised users accessing the client login zone, we process limited personal data including names, job titles, work email addresses, login credentials and activity data associated with screening requests and case management.

3.3 Other Individuals

We may also process personal data relating to referees, client contacts, professional advisers and suppliers where this is necessary for the delivery of Services or the operation of our business.

4. How Personal Data Is Collected

Personal data is collected directly from Candidates through secure systems, from Clients when screening instructions are submitted, from referees and third-party verification sources, and through the client login zone and associated case management platforms.

5. Purposes of Processing

Personal data is processed solely for the purposes of delivering screening, vetting and compliance services, verifying identity and employment history, providing progress and status updates through the client portal, supporting audit and regulatory requirements, responding to enquiries and fulfilling legal obligations. Personal data is not used for marketing purposes unless appropriate consent has been obtained.

6. Lawful Basis for Processing

Processing is carried out in accordance with UK GDPR and is based on one or more lawful grounds, including the performance of a contract, compliance with legal obligations, legitimate interests where appropriate and balanced, and consent where required. Clients are responsible for ensuring that Candidates are appropriately informed and that a lawful basis exists for the screening instructions provided.

7. Client Login Portal

Axiom Screening operates a secure client login zone that allows authorised client users to submit screening requests, monitor progress and view outcomes relevant to their instructions. Access to the portal is restricted through secure authentication and role-based permissions. Clients are responsible for maintaining the confidentiality of login credentials issued to their users.

8. Data Sharing

Personal data may be shared with Clients in accordance with their instructions, with disclosure bodies including the Disclosure and Barring Service where applicable, with referees and verification providers, and with regulatory or law enforcement authorities where disclosure is required by law. Data is shared only where necessary and proportionate to the Services being delivered.

9. International Transfers

Axiom Screening processes personal data primarily within the United Kingdom.

Personal data will not be transferred outside the UK unless this is necessary for the purposes of the screening or referencing process, for example where a Candidate has lived, worked or studied overseas.

Where an international transfer is required:

9.1 The transfer will be limited to what is necessary and proportionate to complete the relevant checks.

9.2 The transfer will take place only where there is a lawful basis for doing so and with the explicit consent of the data subject, or where otherwise permitted under applicable data protection law.

9.3 Appropriate safeguards will be applied in accordance with UK GDPR requirements to ensure an adequate level of protection for the personal data concerned.

10. Data Security

Axiom Screening applies appropriate technical and organisational measures to safeguard personal data, including secure systems, controlled access, encryption where appropriate, staff confidentiality obligations and regular review of data handling practices.

11. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, taking into account Client instructions, regulatory requirements, audit obligations and the resolution of disputes. Retention periods vary depending on the nature of the Services provided. Further information is available upon request.

12. Individual Rights

Individuals have rights under UK data protection law, including the right to access personal data, request rectification, request erasure where applicable, restrict or object to processing and request data portability. Requests should normally be directed to the Client as Data Controller. Axiom Screening will provide reasonable assistance to Clients where required.

13. Cookies

Our website uses essential cookies to ensure functionality, including secure access to the client login zone. Further information regarding cookie usage is set out in our Cookie Policy.

14. Complaints

Any concerns regarding the handling of personal data should be raised with Axiom Screening in the first instance. Individuals also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

15. Contact Details

For privacy-related enquiries: Axiom Screening Ltd
Email: info@axiomscreening.co.uk
Registered in England and Wales