Privacy Notice — Engineer Portal

1. Data controller

The Cabling Team Ltd, company number 16270309, registered at 63 St. Mary Axe, London, Greater London, England, EC3A 8AA, is the data controller. Privacy questions: privacy@thecablingteam.com, telephone +44 203 910 69 69.

2. What we collect on the portal

When you register as an engineer or ask us about work we collect:

• Identity and contact details: name, mobile number, e-mail address, postal address, date of birth.
• Verification data: the one-time codes we send to your phone and e-mail, and the outcome of each check.
• Identity verification: the images of your identity document and your selfie captured by our verification provider, Veriff, together with the decision, the document type and country, and fraud signals the provider reports to us.
• Professional cards and certificates: scans of your ECS, CSCS, IPAF, PASMA or other cards and certificates, the details we read from them (card number, grade, expiry) and our review decision.
• Work history and eligibility: years of experience, trade, right-to-work status, UTR, preferred day rate, availability and location.
• Application records: every step you complete, the time you completed it, and the audit trail of decisions made on your application.
• Technical data: IP address, browser and device information, and the pages you visit, used for security and to keep the portal working.

3. Why we process it and on what basis

• To assess and process your application to work with us, verify your identity and your cards, and set up your engineer account — steps taken at your request before entering into a contract (UK GDPR Article 6(1)(b)).
• To meet our legal obligations: right-to-work checks, health and safety and site-access rules, tax and record-keeping (Article 6(1)(c)).
• To keep the portal and our sites secure and to prevent fraud, which is in our legitimate interests (Article 6(1)(f)).
• To contact you about cabling work in the ways you have agreed to, including automated calls where you have given that specific consent (Article 6(1)(a) and PECR regulation 19). You can withdraw consent at any time.

4. The AI assistant, calls and recordings

Our engineer line (+44 20 3835 5558) and the "Talk to us" widget on this portal are answered by Alex, an AI assistant operated for us by ElevenLabs. Alex introduces itself as an AI assistant at the start of every conversation and will transfer you to a member of our team or arrange a call back if you ask.

Conversations with the assistant, including telephone calls, are recorded and transcribed so that we can review the screening answers, train our team and demonstrate what was said. We only place automated calls to you where you have given us specific, recorded consent to automated calls from The Cabling Team Ltd; we never make cold automated calls.

Audio recordings and transcripts are kept for 180 days during the pilot of this service and transcripts only for 180 days thereafter; deletions are logged. ElevenLabs processes and stores the audio and transcripts on our behalf in the United States under the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.

If a colleague gives us your name as a referral, we tell you at our first contact that your details came from a referrer and we only name the referrer if you already know who it was. Referral details are used solely to contact you about work and to pay the referrer any bonus due.

Decisions about whether to offer you work are made by a person, not by the assistant.

5. Who we share it with

• Verification and screening providers: Veriff (identity checks), ElevenLabs (the AI assistant), Google Cloud (reading card details from your scans).
• Communications providers: Twilio (text messages and calls), SendGrid (e-mail), Firebase (sign-in).
• Hosting and storage: Railway (EU/UK regions) for the portal, its database and your uploaded files.
• Clients whose sites you will attend, limited to what site access and compliance require (for example card validity).
• Professional advisers, insurers and regulators where the law requires it.

We do not sell your personal data. Every provider acts under a written contract and may only process data on our instructions.

6. How long we keep it

• Applications that are not completed expire after 30 days and are deleted.
• Applications that are rejected are kept for 12 months after the decision, then deleted.
• Engineer records, cards and certificates for approved engineers: for as long as you work with us and for 7 years afterwards, as our insurers and HMRC require.
• Verification session records: 24 months (the validity window of an identity check).
• Call recordings and transcripts: as set out in the AI assistant section above.

7. Security

Data is encrypted in transit and at rest; uploaded files are virus-scanned and served only through authenticated or signed, expiring links; access is role-based and logged; and we back up data securely. Your application data is stored in the United Kingdom and the European Economic Area, except for the call data described above.

8. Your rights

You can ask for a copy of everything we hold about you (including call transcripts and retained audio), have it corrected or erased, restrict or object to its use, receive it in a portable format, and withdraw any consent you have given. Write to privacy@thecablingteam.com and we will respond within one month. Erasure requests are also passed to our processors and logged.

9. Complaints

If you are unhappy with how we handle your data, please tell us first at privacy@thecablingteam.com. You also have the right to complain to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF, helpline 0303 123 1113, website https://ico.org.uk

10. Changes to this notice

We will update this notice when our processing changes and show the date of the latest version at the top of this page.