Privacy Policy

Last updated: 22 July 2026

1. About this policy

This Privacy Policy explains how T4Teachers collects, uses, stores and shares personal information in

connection with our business and services.

It applies when you:

visit or use our website;
use the T4Teachers mobile application;
register with us as a candidate or worker;
apply for a vacancy;
accept or undertake an assignment;
represent a school, nursery, college, academy trust or other client;
provide a reference;
communicate with us by telephone, email, online form, social media or another channel;
provide services to us as a supplier or business partner; or
otherwise interact with T4Teachers.

In this policy, the website, mobile application, recruitment services, work-finding services and related business activities are collectively referred to as our Services.

2. Who we are

T4Teachers is a trading name of T4 Teachers.com Ltd, company number 16545824.

For the purposes of UK data protection law, T4 Teachers.com Ltd is generally the data controller responsible

for deciding how and why personal information is processed.

Our contact details are:

Trading address

The Nexus Building
Broadway
Letchworth Garden City
Hertfordshire
SG6 3TA
United Kingdom

Registered office

First Floor, 7 Viewpoint Office Village
Babbage Road
Stevenage
Hertfordshire
SG1 2EQ
United Kingdom

Email: mail@t4teachers.com
Telephone: 01462 456401

References in this policy to “T4Teachers”, “we”, “us” or “our” mean T4 Teachers.com Ltd.

3. Who this policy covers

This policy may apply to:

teachers, teaching assistants, cover supervisors, nursery staff and other education professionals;
job applicants and prospective candidates;
temporary workers, contractors and permanent-placement candidates;
current and former workers;
referees and emergency contacts;
representatives of schools, nurseries, colleges, academy trusts, local authorities and other clients;
website visitors and mobile application users;
suppliers, consultants and business partners;
people who contact or correspond with us; and
other individuals whose information we process in connection with recruitment, safeguarding,
compliance or business administration.

We may also receive limited information about pupils, parents or other individuals in connection with

safeguarding concerns, complaints, incidents or assignment management. We ask clients and workers not to provide more personal information than is reasonably necessary.

4. The Services we provide

Our Services may include:

registering candidates and work-seekers;
advertising temporary and permanent vacancies;
matching candidates with suitable work;
supplying temporary workers to education settings;
introducing candidates for permanent or fixed-term positions;
assessing qualifications, experience and suitability;
completing identity, right-to-work, reference and safeguarding checks;
managing assignments, bookings, availability and timesheets;
processing payroll and payment information;
providing a website and mobile application;
allowing workers to receive, accept or decline shifts;
allowing workers to update their availability;
allowing documents to be uploaded and managed;
communicating booking and compliance information;
managing relationships with schools and other clients; and
meeting legal, contractual, safeguarding and regulatory responsibilities.

5. Personal information we collect

The information we collect depends on your relationship with T4Teachers and how you use our Services.

5.1 Contact and identification information

We may collect:

your name;
title;
address;
email address;
telephone number;
date of birth;
photograph;
signature;
emergency contact details;
identification numbers;
account username and authentication information; and
information contained in correspondence with us.

5.2 Candidate and worker information

We may collect:

your CV;
employment and education history;
qualifications and training;
teacher reference number or professional registration details;
subjects, age groups and roles you are able to undertake;
skills and experience;
preferred work types and locations;
salary or pay expectations;
availability;
interview and registration notes;
details of applications and vacancies;
assignment and booking history;
shifts offered, accepted, declined, cancelled or completed;
reasons for leaving previous roles;
feedback from clients;
performance, attendance or conduct information;
complaints and investigation records;
information about restrictions on your availability or ability to work; and
other information relevant to assessing your suitability for work.

5.3 Compliance and safeguarding information

We may collect or verify:

passports, driving licences and other identity documents;
proof of address;
right-to-work documents;
visa and immigration information;
qualification certificates;
professional registration records;
Disclosure and Barring Service information;
DBS Update Service information;
safeguarding and Prevent training records;
employment references;
gaps in employment;
declarations relating to criminal convictions or suitability to work;
barred-list and prohibition-check information;
disciplinary or safeguarding information;
health and safety information;
documentation required by clients or recruitment frameworks; and
other records needed to assess whether you are legally and professionally suitable to work in an
education setting.

You should only upload or provide documents requested by T4Teachers and should avoid including unnecessary personal information.

5.4 Payroll and financial information

Where relevant, we may collect:

bank account details;
National Insurance number;
tax-code information;
payroll records;
pay rates;
pension information;
timesheets;
expenses;
invoicing information;
umbrella-company information; and
records required for tax, accounting, payroll and financial administration.

We do not normally collect payment-card information through the T4Teachers mobile application.

5.5 Special category information

Some information receives additional protection under data protection law.

Depending on the circumstances, we may process information about:

health or disability;
sickness or absence;
reasonable adjustments;
racial or ethnic origin;
religious or philosophical beliefs;
trade union membership;
sexual orientation;
biometric information used for identification; or
other protected characteristics.

We only collect this information where it is relevant and legally permitted, including for employment, equality, safeguarding, occupational health, legal or substantial public-interest purposes.

Providing diversity and equal-opportunities information may be optional unless it is required for a particular legal or employment-related purpose.

5.6 Criminal offence information

We may process information about:

criminal convictions;
cautions;
allegations;
investigations;
DBS certificate information;
barred-list results; and
safeguarding or suitability concerns.

We process this information only where legally permitted and where appropriate safeguards are in place.

Access is restricted to people who require the information for compliance, safeguarding, recruitment, legal
or regulatory purposes.

5.7 Client and business-contact information

If you represent a school, nursery, college, academy trust, local authority, supplier or another organisation, we may collect:

your name;
job title;
work email address;
work telephone number;
organisation and workplace;
details of vacancies, bookings and staffing requirements;
correspondence and meeting notes;
purchasing, invoicing and contract information;
feedback, complaints or safeguarding information; and
information about your organisation’s relationship with T4Teachers.

5.8 Website information

When you visit our website, we may collect:

your internet protocol address;
browser type;
device type;
operating system;
pages visited;
links selected;
referral source;
approximate location derived from your IP address;
date, time and duration of visits;
information submitted through website forms; and
cookie and consent preferences.

Further information about cookies is provided in section 15.

5.9 Mobile application and device information

When you use the T4Teachers mobile application, we may collect:

device type and model;
operating system;
app version;
internet protocol address;
device or installation identifiers;
login dates and times;
app activity and feature usage;
security and audit records;
crash and diagnostic information;
notification-delivery information;
files or photographs you choose to upload;
booking and availability activity; and
information about how the application performs on your device.

This information may be used to operate, secure, maintain, troubleshoot and improve the application.

5.10 Location information

The mobile application may request access to approximate or precise location information where a location- based feature is available.

Location information may be used to:

identify vacancies or assignments near you;
display relevant local opportunities;
estimate the distance between you and a workplace; or
support another location-based feature explained when permission is requested.

You can control location access through your device settings. Declining location permission should not prevent you from using the main recruitment and booking functions, although some location-based features may not work. You may be able to provide a preferred
postcode or work area instead.

We will not use location information for unrelated advertising.

5.11 Communications

We may record or retain information contained in:

emails;
telephone calls;
voicemail messages;
SMS or WhatsApp messages;
app messages;
push notifications;
social-media communications;
website enquiries;
meeting notes; and
correspondence about bookings, work, compliance, complaints
or safeguarding.

Telephone calls may be recorded where this is necessary and users are appropriately informed.

6. How we collect information

We may collect information:

directly from you;
through our website or mobile application;
when you upload a CV or compliance document;
when you register or create an account;
when you update your profile or availability;
when you accept or decline a booking;
when you contact our team;
from schools, nurseries, colleges and other clients;
from referees and previous employers;
from job boards and recruitment platforms;
from publicly available professional sources;
from professional bodies and government databases;
from DBS, right-to-work, identity and background-check providers;
from payroll, pension and umbrella-company providers;
from recruitment frameworks and managed-service providers;
through cookies and similar technologies; and
from systems and service providers used to operate our business.

Where you provide information about another person, such as a referee or emergency contact, you should tell them that you have provided their details to us and direct them to this policy where appropriate.

7. How we use personal information

We may use personal information to:

create and manage candidate, worker, client or app accounts;
register individuals for recruitment services;
assess qualifications, experience and suitability;
advertise and fill vacancies;
match candidates with suitable temporary or permanent work;
send vacancy and shift opportunities;
manage availability and bookings;
record whether work has been accepted or declined;
introduce candidates to clients;
supply workers to education settings;
verify identity, qualifications and right to work;
obtain and verify references;
complete safeguarding and compliance checks;
administer assignments and placements;
process timesheets, payroll, pensions and expenses;
manage client contracts and invoices;
provide customer service and technical support;
communicate important service information;
send booking and compliance reminders;
protect website and app accounts;
investigate security incidents, fraud or misuse;
investigate complaints, conduct issues and safeguarding concerns;
maintain records required by clients and recruitment frameworks;
monitor and improve our Services;
understand how our website and application are used;
train and manage our staff;
establish, exercise or defend legal claims;
meet insurance requirements;
comply with legal, regulatory, tax and contractual obligations; and
send relevant marketing or recruitment communications where permitted.

We will not use compliance, DBS or safeguarding information for unrelated advertising.

8. Our lawful bases

We only process personal information where we have a lawful basis.
Depending on the circumstances, we may rely on the following bases.

8.1 Contract

We may process information where it is necessary to:

provide recruitment or work-finding services;
register you;
manage your account;
offer and administer assignments;
supply or introduce you to a client;
manage a client or supplier contract; or
take steps at your request before entering into a contract.

8.2 Legal obligation

We may process information where necessary to comply with legal obligations relating to:

recruitment and employment businesses;
right-to-work checks;
tax and payroll;
pensions;
safeguarding;
equality;
health and safety;
fraud prevention;
record keeping;
criminal offence information; and
requests from courts, regulators, government bodies or law-enforcement authorities.

8.3 Legitimate interests

We may process information where it is necessary for our legitimate interests or those of another organisation, provided those interests are not overridden by your rights.

These interests may include:

operating an effective recruitment business;
matching candidates with suitable work;
managing relationships with candidates, workers and clients;
maintaining accurate compliance records;
protecting children and vulnerable people;
preventing fraud and misuse;
securing and improving our systems;
managing complaints and disputes;
maintaining business records;
developing our Services; and
protecting our legal and commercial interests.

8.4 Consent

We may rely on consent for:

certain cookies and analytics;
optional location access;
optional device permissions;
some marketing communications;
certain types of sensitive information where another legal condition does not apply; and
other processing where we specifically ask for permission.

You can withdraw your consent at any time. This will not affect processing that took place before consent was withdrawn.

8.5 Special category and criminal offence information

Where we process special category or criminal offence information, we also rely on an additional condition under the UK GDPR and Data Protection Act 2018.

Depending on the circumstances, this may include:

employment and social-protection purposes;
safeguarding;
substantial public interest;
equality monitoring;
occupational health;
legal claims;
preventing fraud;
protecting the public; or
another legally permitted purpose.

We maintain appropriate safeguards and policy documentation where required.

9. When information is required

Some information is optional, including certain profile preferences, marketing choices and device permissions.

Other information may be required to:

verify your identity;
confirm your right to work;
comply with safeguarding requirements;
assess your suitability for work;
meet a client or framework requirement;
enter into or perform a contract;
pay you correctly; or
comply with legal obligations.

Where required information is not provided or cannot be verified, we may be unable to register you, activate your account, offer you work, process a booking or provide a particular Service.

10. Who we share information with

Where necessary and legally permitted, we may share information with:

schools, nurseries, colleges, academy trusts and other clients;
local authorities and government bodies;
referees and previous employers;
payroll providers and umbrella companies;
pension providers;
DBS, identity and right-to-work checking providers;
professional and regulatory bodies;
job boards and recruitment platforms;
recruitment frameworks and managed-service providers;
subcontractors and supply-chain partners;
insurers, auditors, accountants and legal advisers;
app developers, website providers and technical-support providers;
cloud hosting and data-storage providers;
email, telephone and communication providers;
analytics and security providers;
courts, regulators and law-enforcement authorities; and
a purchaser or successor organisation in connection with a sale, restructuring or transfer of the business.

Our systems and service providers include:

Rocket Recruitment CRM, used to manage recruitment, candidates, clients, compliance and bookings;
HubSpot, used for contact management, communications and customer-relationship management;
Zapier, used to connect and automate authorised activities between business systems.

Other suppliers may be introduced or replaced as our systems develop.

Service providers acting on our behalf are required to process personal information only for authorised purposes, maintain appropriate security and comply with applicable data protection requirements.

We do not sell or rent personal information.

We do not share personal information with third parties for their own unrelated advertising.

11. Information shared with schools and clients

To provide recruitment and work-finding services, we may share relevant candidate or worker information with prospective or existing clients.

This may include:

name;
CV and employment history;
qualifications;
skills and experience;
availability;
preferred work locations;
suitability and compliance status;
references;
professional registration information;
confirmation of right-to-work checks;
appropriate safeguarding information; and
information needed to manage an assignment or placement.

We will not normally provide clients with complete copies of passports, DBS certificates or other identity documents unless this is necessary, legally permitted and appropriately protected.

12. International transfers

Some technology and service providers may store or access information outside the United Kingdom.

Where personal information is transferred internationally, we use an appropriate legal safeguard where required.

This may include:

transferring information to a country recognised as providing adequate protection;
using the UK International Data Transfer Agreement;
using the UK Addendum to approved standard contractual clauses;
applying contractual, organisational and technical safeguards; or
relying on another legally permitted transfer mechanism.

You may contact us for more information about the safeguards relating to a particular transfer.

13. Security

We use appropriate technical and organisational measures designed to protect personal information against loss, misuse, unauthorised access, alteration and disclosure.

These measures may include:

encrypted connections;
access controls;
password protection;
multi-factor authentication where appropriate;
restricted staff permissions;
secure document storage;
monitoring and audit logs;
staff training and confidentiality obligations;
supplier contracts;
backup and recovery arrangements;
system updates;
incident-response procedures; and
periodic reviews of access and security.

No website, mobile application or electronic-storage system can be guaranteed to be completely secure.

You are responsible for protecting your login information and should contact us promptly if you believe your account, password or device has been compromised.

14. Retention

We retain personal information only for as long as it is reasonably required for the purposes described in this policy and to meet legal, tax, contractual, regulatory, safeguarding and claims-related requirements.

Our normal approach is:

Active candidate and worker records: retained while you remain registered, available for work or otherwise actively engaged with T4Teachers.
Inactive candidate records where no placement has occurred: normally retained for up to two years after the last meaningful contact, unless you ask us to retain your details, refresh your registration or another lawful reason applies.
Assignment, placement and contractual records: normally retained for up to six years after the relevant assignment, placement or relationship ends.
Client and supplier records: normally retained for the duration of the relationship and up to six years afterwards.
Payroll, tax, pension and accounting records: retained for the applicable statutory and financial-record period.
Compliance and safeguarding records: retained for as long as necessary to demonstrate suitability, comply with safeguarding obligations and meet legal, client or framework requirements.
Copies of full DBS certificates: normally retained for no longer than six months after the relevant recruitment or compliance decision, unless exceptional circumstances lawfully justify longer
retention.
Limited DBS records: we may retain the certificate number, date, level of check and relevant decision where legally permitted.
Website and app security or diagnostic logs: normally retained for up to 12 months unless required for an investigation, security incident or legal claim.
Location information: retained only for as long as reasonably required to provide the relevant location-based feature or maintain necessary operational records.
Marketing preferences and suppression records: retained for as long as needed to respect your communication choices.
Complaints, incidents and legal claims: retained until the matter and any relevant limitation period have ended.

Information may be retained for longer where there is an ongoing safeguarding issue, legal claim, regulatory investigation, complaint, fraud concern or legal hold.

When information is no longer required, it will be securely deleted, anonymised or put beyond ordinary use. Residual copies may remain temporarily in secure backup systems until those backups are overwritten.

15. Cookies and similar technologies

Our website and mobile application may use cookies, software development kits, local storage, pixels and similar technologies.

These may be used to:

keep the website and application functioning;
remember preferences;
maintain security;
manage logins and sessions;
understand how our Services are used;
diagnose errors;
measure website performance;
improve functionality; and
support marketing where consent has been provided.

Some cookies are strictly necessary and do not require consent.

Where required, we will ask for consent before using non-essential analytics, preference or marketing cookies. You can change your cookie choices through the website’s cookie settings or your browser.

Blocking some cookies may affect the operation of parts of the website.

Further information may be provided in a separate Cookie Policy or through our cookie-management tool.

16. Notifications and marketing

We may send:

shift and vacancy opportunities;
booking confirmations;
assignment updates;
compliance reminders;
account and security messages;
service announcements;
recruitment news; and
marketing about relevant T4Teachers services.

Push notifications can normally be controlled through the mobile application or your device settings.

You may opt out of marketing by:

using an unsubscribe link;
changing your preferences;
replying to a communication where an opt-out method is provided; or
contacting mail@t4teachers.com.

Opting out of marketing will not prevent us from sending essential service communications, including booking information, compliance reminders, payroll information, account-security notices or messages
relating to an active assignment.

17. Account and data deletion

You may ask us to close your T4Teachers account and delete personal information associated with it.

Requests may be made:

through any account-deletion facility provided within the mobile application;
through an account or privacy settings page where available;
by emailing mail@t4teachers.com with the subject “Account and data deletion request”; or
by writing to the Privacy Lead at our trading address.

This section of our website Privacy Policy may also be used as the web-based account-deletion route for users who no longer have access to the mobile application.

We may ask for information to verify your identity before acting on a request.

Deleting the mobile application from your device does not automatically delete your account or information held by T4Teachers.

Following a valid deletion request, we will delete or anonymise relevant information unless it must be

retained for reasons including:

safeguarding;
legal or regulatory compliance;
right-to-work or recruitment-agency obligations;
tax, payroll, pension or accounting requirements;
security and fraud prevention;
resolving complaints or disputes;
establishing, exercising or defending legal claims; or
enforcing an agreement.

Where information must be retained, it will be restricted to the relevant purpose and deleted when the retention requirement ends.

We will normally respond to a deletion request within one month. More time may be permitted where a request is complex or multiple requests have been made. We will explain any permitted extension.

Backup copies may remain for a limited period until overwritten through our normal backup cycle.

18. Your data-protection rights

Depending on the circumstances, you may have the right to:

be informed about how your information is used;
ask whether we process your information;
obtain a copy of your information;
have inaccurate information corrected;
have incomplete information completed;
request deletion of information;
request restriction of processing;
object to processing based on legitimate interests;
object to direct marketing;
receive certain information in a portable format;
withdraw consent;
request human intervention in certain automated decisions; and
complain to the Information Commissioner’s Office.

These rights are not absolute. We may be unable to comply fully with a request where information must be retained for legal, safeguarding, regulatory or claims-related reasons.

To exercise your rights, contact:

Email: mail@t4teachers.com
Subject: Data protection request

Please describe your request clearly. We may ask for reasonable evidence of identity before releasing or changing personal information.

Your right to object

You have the right to object where we process personal information on the basis of legitimate interests.

You also have an absolute right to object to personal information being used for direct marketing.

19. Automated decision-making and profiling

We may use information such as availability, experience, qualifications, location preferences, pay expectations and previous booking activity to identify potentially suitable vacancies or assignments.

Technology may assist our staff with searches, shortlisting or matching.

We do not intend to make decisions that have a legal or similarly significant effect on an individual solely through automated processing without appropriate human involvement.

You may contact us if you believe an automated decision has affected you and would like it reviewed.

20. Children

Our website and mobile application are intended for adults seeking work, client representatives and other people interacting with our recruitment business. They are not designed for children to create candidate or worker accounts.

We may process limited information relating to children where it is provided in connection with:

a safeguarding matter;
an incident or complaint;
an assignment;
a legal or regulatory requirement; or
another necessary education-related matter.

Such information will be used only for the relevant purpose and will be subject to appropriate access restrictions.

21. Third-party websites and services

Our website or mobile application may contain links to third-party websites, platforms or services.

T4Teachers is not responsible for the privacy practices of another organisation where that organisation acts as an independent data controller.

You should review the relevant third party’s privacy information before providing personal information directly to them.

22. Changes to this policy

We may update this policy when:

our business or Services change;
new technology or suppliers are introduced;
our data-processing activities change;
legal or regulatory requirements change; or
website or app-store requirements change.

The current version will be made available on our website and, where appropriate, through the mobile application and app-store listing.

Where a change materially affects how we use personal information, we will provide an appropriate notice through the website, application, email or another suitable communication method.

23. Contacting us

Questions, concerns and data-protection requests should be sent to:

Privacy Lead
T4 Teachers.com Ltd
The Nexus Building
Broadway
Letchworth Garden City
Hertfordshire
SG6 3TA
United Kingdom