Everyone at Rubicon is committed to leading the market in the provision of Temporary staff and in placing Permanent candidates in the specialist sectors in which we operate.

QUALITY STATEMENT

Everyone at Rubicon is committed to leading the market in the provision of Temporary staff and in placing Permanent candidates in the specialist sectors in which we operate.

We continually work towards achieving this goal by adopting the following strategies:

• The quality commitment of the Directors extends to the ethical treatment of all our clients, temporary workers, applicants, candidates and staff
• The Directors will continually communicate the vision, goals and philosophy of rubicon People to all our people
• To encourage and facilitate empowerment the Directors are committed to supporting decision makers, even where a decision proves to be incorrect, provided Rubicon People’s guidelines are applied
• Our commitment to quality includes compliance with Industry and Business Standards. Therefore, our procedures are subject to regular assessment

We regularly monitor satisfaction levels with all our clients and staff to ensure we are continuously improving the level of service we provide. Any complaints are viewed as opportunities to learn and improve our service delivery and are recorded, acted upon, escalated where appropriate and monitored effectively.

EQUAL OPPORTUNITIES STATEMENT

rubicon intends to be an “employer of choice” within the industry and believes that goal can only be achieved by treating all employees, applicants, candidates and temporary workers fairly and by being seen to be doing just that.

We recognise our obligations under the law to eliminate discrimination on the grounds of disability, race, sex, age or marital status and to promote equal opportunity in recruitment and employment. We also understand that a right to equal pay between men and women, free of sex bias, is a fundamental principle of law.

We are committed to the promotion of equal opportunities in all aspects of recruitment regardless of sex, race, parental or marital status, age, religion, disability or any other criteria not specifically related to skills, abilities and potential.

No applicant, temporary worker or employee will be placed at a disadvantage by requirements or conditions that are not necessary to the performance of the job.

We recognise that regular monitoring is essential to the effectiveness of this policy and, therefore, periodic checks are made to ensure that discrimination does not arise.

We intend, through our Equal Opportunities Policy, to avoid unfair treatment, to fairly reward the skills, experience and contribution of all staff and, therefore, increase competitiveness and enhance the reputation of rubicon People.

ENVIRONMENT STATEMENT

Everyone at Rubicon is committed to leading the market in the provision of temporary staff and in placing permanent candidates in the sectors in which we operate. Therefore, we are committed to taking positive action wherever possible to influence environmental issues and these actions include:

• Providing information and guidelines to temporary workers and staff regarding ways of maximising energy efficiency and minimising waste.
• Designing procedures to reduce paper and make the best use of resources
• Encouraging sharing of vehicles and the use of public transport.
• Regular servicing of vehicles and equipment to maximise efficiency and fuel conservation
• Giving preferential consideration to environmentally friendly products and suppliers who demonstrate higher levels of environmental concern
• Recycling waste and the use of recycled products.

Privacy Policy

Under the General Data Protection Regulations (GDPR) of May 2018, we must comply with certain regulations, which are designed, to ensure we process any information you provide in accordance with all applicable data protection laws in force.

This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Rubicon Recruitment Group RSS (Wessex) Ltd. 71 High Street, Poole, Dorset, BH15 1AF.

The Company is a recruitment business which provides work-finding services to its clients and candidates and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a job board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.

For more information about how we use cookies on our website, please see our Cookie Policy.

Collection and use of personal data

When providing Rubicon with your personal data, whether sensitive or otherwise, you consent to us processing this data. Any CV sent to us via our website is done so securely and we will store your details on our internal database, using the information ONLY to assist in finding work on your behalf.

The security of your data is extremely important to us and information provided to us will be stored in a secure database accessible only by Rubicon and its employees.

At Rubicon, we are committed to transparency and ethical practices in all aspects of our business. We use AI technology solely to assist with the formatting and presentation of candidates, which candidates have the right to opt out of. We do not use AI to make or influence hiring decisions and all recruitment decisions are made by experienced human consultants, based on a thorough review of each candidate’s qualifications, experience and suitability for the role. All AI processing occurs within our secure systems with Enterprise Data Protection. No candidate data is shared with external AI providers or used to train third-party AI models. Our use of AI complies with relevant UK data protection laws and guidance from the Information Commissioner’s Office (ICO).

Purpose of processing and legal basis

The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. The legal bases we rely upon to offer these services are set out below:

Legitimate interest

The below information is used to provide our services to you in our capacity as an employment business / agency to find you suitable work whether on a temporary or permanent basis on your requirements.

Where the Company has relied upon a legitimate interest to process your personal data our legitimate interests are as follows:

• To match your skill sets with job vacancies to assist in finding you the positions that most suit you
• To put your details forward to our clients and prospective employers to be considered for vacancies
• To place you with our clients and prospective employers
• To keep you informed of available opportunities as they arise
• To keep you informed of the services offered by us
• To maintain adequate records of activity within our business

For safety and security reasons we retain minimum data regarding people who use rude, aggressive or threatening behaviour or language.  We retain details of name, address, date of birth and national insurance number for identification together with the date and details of the behaviour giving cause for concern. This information is retained for up to five years.

Legal Obligation

Where the Company has relied on a legal obligation to process your personal data our legal obligations are as follows:

• To establish that you have the right to work
• To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
• To deal with any medical and health and safety issues relating to certain positions
• To put in place contractual arrangements and documentation once a role has been secured
• To pay you if placed

Consent

Where the Company is processing your personal data based on your consent rather than any other legitimate interest, we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data.

Recipients of data

The Company may process your personal data with the following recipients:

Pension service, HMRC, statutory Government departments, Clients and other companies which may from time to time be nominated by yourself.

Contractual requirement

Your personal data is required by law or a contractual requirement (e.g. our client may require this personal data), or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data means we will not be able to represent you for work finding services and may result in incorrect pay, pension and tax deductions which may not be recoverable.

Data retention

The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

Where the Company has obtained your data through consent via a direct application or a publicly enabled expression of interest via a job board for example, the data we will hold is:

• Your name and date of birth
• Contact details including your address, phone number and email address
• Work history and information regarding education and training certificates
• Job preferences including role, geographical areas and salary

Personal data held in respect of individuals that have worked for us previously or may work for us is as follows:

• Driving license, passport, birth certificate, marriage certificate and adoption certificate
• Permits and visas
• DVLA check
• National Insurance number
• Full details of assignments, job offers, placements and performance
• DBS checks for certain roles
• Medical and criminal information provided by yourself
• References
• Bank account details and payment history
• Telephone, email and written communication we have had with you

Website

Rubicon has used all reasonable care in writing, editing and presenting the information on our website and ensuring the information supplied is accurate and not misleading. Information on this website can be changed without notice.  Rubicon assumes no responsibility for external information links contained in this site and disclaims all liability arising from negligence or otherwise in respect of such information.

Whilst vacancies posted on this website are regularly updated we make no representation as to the availability of any vacancy at any time. Rubicon guarantees that all vacancies have been recently assigned to Rubicon but cannot guarantee any interview or any intention to hire any candidate.

The decision regarding the suitability of any applicant for any particular vacancy is entirely at the discretion of Rubicon and there is no obligation to explain any such decision except where required to do so by law.

Any policy changes either through legislation or business cause will be posted on this page and, if necessary via other areas of our website.

Cookie Consent and Website Tracking

When you first visit our website, you’ll see a cookie banner asking for your consent to use cookies for analytics and other purposes. You can choose to Accept, Deny, or customise your preferences.

Google Analytics

With your explicit consent, this website uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics uses cookies (small text files placed on your device) to help us understand how visitors use our site.

Google Analytics is only activated if you:

• Click “Accept” on our cookie banner, or
• Enable “Statistics” in your cookie preferences

If you click “Deny” or do not enable Analytics, Google Analytics will not run and no tracking cookies will be placed on your device.

When activated with your consent, the information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google uses this information to evaluate your use of the website, compile reports on website activity for website operators, and provide other services relating to website activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.

For more information on Google Analytics cookies, see the official Google Analytics page.

Managing Your Cookie Preferences

You can withdraw or change your cookie consent at any time by:

• Clicking the cookie settings link at the bottom, right, of any page
• Adjusting your preferences through the cookie banner
• Contacting us at wework@rubiconpeople.co.uk

Changes to your cookie preferences take effect immediately.

For detailed information about all cookies we use, please see our Cookie Policy.

Your rights

Please be aware that you have the following data protection rights:

• The right to be informed about the personal data the Company processes on you;
• The right of access to the personal data the Company processes on you;
• The right to rectification of your personal data;
• The right to erasure of your personal data in certain circumstances;
• The right to restrict processing of your personal data;
• The right to data portability in certain circumstances;
• The right to object to the processing of your personal data that was based on a public or legitimate interest;
• The right not to be subjected to automated decision making and profiling;
• The right to withdraw consent at any time; and
• The right to withdraw cookie consent at any time through our cookie preference settings

Where you have consented to the Company processing your personal data you have the right to withdraw that consent at any time by contacting  wework@rubiconpeople.co.uk

Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: wework@rubiconpeople.co.uk 

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.

JOB APPLICATION / APPLICANT TRACKING SYSTEM (ATS)

Rubicon uses Logic Melon, a third-party applicant tracking system, to process job applications and manage candidate data efficiently. This system operates via an API (Application Programming Interface) integration with our website.

Data Collected and Transferred

When you apply for a job through our website, the following information may be collected and transmitted to Logic Melon via secure API:

• Personal details (name, contact information, date of birth)
• CV and cover letter documents
• Employment history and qualifications
• Job preferences and application responses
• Any additional information you provide in your application

How the Integration Works

The API integration enables:

• Inbound data transfer: Job vacancies and role information from Logic Melon are displayed on our website
• Outbound data transfer: Your application data submitted via our website is securely transmitted to Logic Melon for processing and candidate management
• Real-time synchronisation of application status and candidate records

Legal Basis for Processing

We process your data through this integration based on:

• Legitimate interest: To efficiently manage your application and match you with suitable job opportunities
• Contractual necessity: To provide work-finding services and represent you to potential employers

Data Security

All data transmitted between our website and Logic Melon is encrypted and transferred via secure protocols. Logic Melon operates in accordance with UK GDPR requirements and maintains appropriate technical and organisational security measures to protect your personal data.

Data Retention

Application data processed through Logic Melon is retained in accordance with our standard data retention policy outlined in this Privacy Notice, including compliance with The Conduct of Employment Agencies and Employment Businesses Regulations 2003.

Third-Party Processing

Logic Melon acts as a data processor on behalf of Rubicon. They process your data solely on our instructions and for the purposes of providing application tracking services. Logic Melon does not use your data for their own purposes.

Your Rights

All rights outlined in the “Your Rights” section of this Privacy Notice apply to data processed through the Logic Melon integration, including your right to access, rectification, erasure, and data portability.

COOKIE POLICY

Cookie Consent

When you first visit the website, you’ll see a cookie banner asking for your consent to use cookies.  You have the following options:

• Accept ~ Allow all cookies including analytics and marketing
• Deny ~ Only essential cookies will be used
• View Preferences ~ Customise which types of cookies you allow

Your choice is stored and respected on all future visits.  You can change your cookie preferences at any time by clicking the cookie settings link at the bottom of any page or by revisiting the cookie banner.

What Are Cookies

Cookies are small text files that are placed on your device when you visit a website. They are widely used to make websites work more efficiently and provide information to website owners. Cookies help Rubicon understand how you use the site and improve your experience.

Types of Cookies We Use

Functional Cookies (Always Active)

These cookies are necessary for the website to function properly and cannot be disabled. They include:

• Session Management ~ Remember you as you navigate between pages
• Security ~ Protect your data and prevent fraudulent activity
• Cookie Consent ~ Store your cookie preferences
• Form Functionality ~ Remember your details when you submit forms

Statistics Cookies (Require Your Consent)

These cookies are only activated if you click ‘Accept’ or enable Statistics in your cookie preferences.

With your consent, we use Google Analytics to understand how visitors use our site and identify ways to improve your experience. These cookies may track:

• How long you spend on the site
• Which pages you visit
• How you navigate through the site
• General usage patterns and trends

This information is collected anonymously and helps us produce engaging content and improve site functionality.

For more information on Google Analytics cookies, see the official Google Analytics Page.

With your consent, we also use Microsoft Clarity to understand how visitors interact with our website through behavioural metrics, heat-maps, and session replay. These cookies help us:

• Identify usability issues and improve user experience
• Understand which areas of pages receive the most attention
• See how users navigate through the site
• Optimise page layouts and content placement

Microsoft Clarity collects data such as mouse movements, clicks, scrolling behaviour, and page interactions. This information is processed in accordance with Microsoft’s privacy standards.

For more information on Microsoft Clarity, see the Microsoft Privacy Statement.

Marketing Cookies (Require Your Consent)

These cookies are only activated if you click ‘Accept’ or enable Marketing in your cookie preferences.

With your consent, we may use cookies for:

• Google AdSense ~ To serve relevant advertisements and limit how often you see the same ad
• Behavioural Advertising ~ To show you adverts relevant to your interests
• Affiliate Tracking ~ To credit partner sites when customers come through their referrals
• Conversion Tracking ~ To understand which visitors submit applications / complete forms as a result of advertising

These cookies help us quantify the costs of running this site and fund further development while ensuring you see relevant content.

For more information on Google AdSense, see the official Google AdSense privacy FAQ.

Preferences Cookies (Require Your Consent)

These cookies are only activated if you click ‘Accept’ or enable Preferences in your cookie preferences.

With your consent, we use cookies to:

• Remember your preferences ~ Store settings for how the site runs when you use it
• Social Media Integration ~ Enable social media buttons and plugins (LinkedIn, Facebook)
• Newsletter Subscriptions ~ Remember if you’re registered and show appropriate notifications
• Custom Content ~ Provide personalised content based on our interests

Social media cookies are set by third-party platforms and may be used according to their respective privacy policies.

How to Manage Your Cookie Preferences

You can withdraw or modify your consent at any time by:

1. Clicking the cookie settings link at the bottom, right, of any page
2. Adjusting your preferences through the cookie banner.
3. Contacting us directly (details below)

Changes to your preferences take effect immediately. Please note that denying or withdrawing consent for certain cookies may affect the functionality and features of the website.

Browser Settings

You can also control cookies through your browser settings.  Most browsers allow you to refuse or delete cookies. Please note that if you disable cookies through your browser, our cookie consent banner will not function properly, and you may lose access to certain features on the site.

For instruction on managing cookies in your browser, please refer to your browser’s help documentation.

More Information

If you have any questions about our use of cookies or this Cookie Policy, please contact us:

Email: wework@rubiconpeople.co.uk

Phone: 01202 680311

ANTI-SLAVERY & HUMAN TRAFFICKING STATEMENT

RSS (Wessex) Ltd trading as Rubicon People Partnership operate as an Employment Agency and Employment Business in Dorset. We are committed to preventing modern slavery and human trafficking in all aspects of our operations.

WORKER ENGAGEMENT AND PAYMENT PRACTICES

We recruit and pay our Temporary Workers via PAYE and weekly information is submitted to HMRC via Real Time Information Requirements. Payments are made by Direct Bacs to bank accounts authorised by the Worker and queried if not in their own name.

We monitor compliance through quarterly audits of worker documentation and payment records and track any reported concerns or anomalies.

We do not recruit from, recommend any or encourage the use of Umbrella Companies or other Third Parties Intermediaries. Where individuals request such arrangements, we carry out appropriate checks before accepting and remain in close contact with the worker. We are happy to revert to PAYE at their request.

We report all such arrangements to the government via the False Self-Employment Reporting requirements and, where we have had suspicions regarding the activities of intermediaries, we have no hesitation in reporting our concerns to the relevant authorities.

COMPLIANCE AND OVERSIGHT

We employ a dedicated Compliance Partner who is responsible for continually auditing that our internal processes are adhered to. We undertake all reasonable and practical steps to ensure that our standards are being implemented throughout the business and that legislation and regulations are complied with. We will assess any instances of non-compliance on a case-by-case basis and will then tailor remedial action appropriately.

Our recruitment and engagement processes are transparent and traceable via our comprehensive electronic systems and all documentation, including proof of identification and right to work is available for inspection. We require sight of original documentation and retain copies.

SUPPLY CHAIN AND ETHICAL STANDARDS

As a recruitment business, our supply chain is limited primarily to software providers and office suppliers. We assess these relationships for modern slavery risks and expect ethical standards from all suppliers.

We support the principles of the UN Guiding Principles on Business and Human Rights and the Ethical Trading Initiative and strive to apply these values across our operations.

POLICIES & REPORTING MECHANISMS

We have a Whistleblowing Policy that protects employees who report suspicions of modern slavery. Reports can be made anonymously, and we commit to investigating all concerns thoroughly and without retaliation.

All staff involved in recruitment and compliance receive training on identifying and responding to signs of modern slavery.

MEMBERSHIPS & EXTERNAL ACCOUNTABILITY

We are members of the REC (Recruitment & Employment Confederation), Sedex and we hold a Gangmaster’s Licence. All of these organisations and, indeed, any of our clients are invited to audit our processes at any time.

This statement is published on our website and submitted to the UK Government’s Modern Slavery Statement Registry.

COMMITMENT TO CONTINUOUS IMPROVEMENT

Rubicon People Partnership remains committed to preventing modern slavery and human trafficking. We will continue to review and improve our practices annually to uphold the highest ethical standards.

Last Updated: October 2025.