Contractor Privacy Notice

Lantern Facilities Ltd. Last updated: June 2026

This notice explains how Lantern Facilities Ltd collects and handles the personal information of people who apply to work with us, and contractors we engage, on a self-employed basis. It is separate from the privacy policy that covers customer enquiries.

Who we are

Lantern Facilities Ltd is a cleaning services company registered in England and Wales. Company number: 17198769. We are registered with the Information Commissioner's Office (ICO) as a data controller. ICO registration reference: C1958697. Registered office: First Floor Lipton House, Stanbridge Road, Leighton Buzzard, Bedfordshire, LU7 4QQ.

You can contact us about this notice at: [email protected].

What information we collect

When you apply to work with us and during onboarding, we may collect:

  • Full name, date of birth, home address and contact details

  • Proof of identity (such as a passport or driving licence)

  • Right-to-work evidence (such as a passport, visa or Home Office share code) and immigration status where relevant

  • Criminal record information, where a Basic or Enhanced DBS check is required for the type of work

  • Driving licence details and vehicle information

  • Insurance details, such as public liability and motor insurance

  • Business details, such as your sole trader Unique Taxpayer Reference (UTR), limited company number or VAT registration

  • References from previous work, and the contact details of the referees you nominate

  • Bank or payment details, so we can pay your invoices

  • Work-related information, such as experience, COSHH awareness, availability and the areas you can cover

We only collect information that is necessary to assess your suitability, engage you and meet our legal obligations.

How we collect your information

Most information is provided directly by you. Onboarding documents are submitted through a secure upload link to encrypted, access-controlled storage, rather than by email. Where you give us referee details, we may contact those referees, which means we process limited personal data about third parties you have nominated.

Our lawful basis for processing

We rely on the following lawful bases under UK GDPR:

  • Performance of a contract (Article 6(1)(b)) to assess your application, engage you and pay you for work carried out.

  • Legal obligation (Article 6(1)(c)) to carry out right-to-work checks and meet our tax and regulatory duties.

  • Legitimate interests (Article 6(1)(f)) to vet contractors, maintain service quality and protect our clients, their homes and their premises.

Where we process criminal record information from a DBS check, this is criminal offence data under Article 10 of UK GDPR. We process it only where necessary for the role, relying on the safeguarding and employment conditions in Schedule 1 of the Data Protection Act 2018, and we maintain an internal Appropriate Policy Document governing how this data is handled.

How we store and protect your information

Onboarding documents are held in encrypted, access-controlled storage. Sensitive documents such as identity and DBS information are not retained in general email inboxes, and access is limited to those who need it to manage your engagement. We do not sell your data or use it for marketing.

Who we share it with

We do not share your personal data with third parties except:

  • DBS or check providers, where a background check is required

  • Referees you have nominated, when taking up references

  • HMRC or other authorities, where required by law

Where a client reasonably requires confirmation that vetting has been completed, we share only the minimum necessary, for example that a current DBS check is in place, not the underlying documents.

How long we keep your information

  • If your application is unsuccessful, we keep it for up to 6 months, then securely delete it.

  • If we engage you, we keep your onboarding information for the duration of our working relationship.

  • After the relationship ends, we keep financial and invoice records for 6 years to meet HMRC requirements, and delete other onboarding records within 12 months unless we are required to keep them for longer.

  • We do not retain DBS certificates beyond 6 months. We keep only a record of the date the check was carried out, its level and reference number. Where appropriate, we may ask you to register with the DBS Update Service so your status can be reconfirmed without us retaining the certificate.

  • Right-to-work evidence is kept for the duration of the engagement and for 2 years afterwards.

Your rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate data

  • Request deletion of your data

  • Object to or restrict our processing

  • Request data portability

  • Withdraw consent, where consent is the basis for processing

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

If you are not satisfied with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this notice

We may update this notice from time to time. The date at the top of this page reflects the most recent update.

Contact us

If you have any questions about this notice or how we handle your personal data, contact:

Lantern Facilities Ltd [email protected] First Floor Lipton House, Stanbridge Road, Leighton Buzzard, Bedfordshire, LU7 4QQ