How Templace handles the data agencies put into it.
Agencies hold some of the most sensitive data about the people they place. This page sets out who is responsible for it, how long it is kept and how the platform protects it.
Who is responsible
For the records an agency keeps in Templace — its candidates, workers, hirers and their contacts — the agency is the controller. TWH Holdings Limited processes that data on the agency’s instructions as its processor, under a data processing agreement that forms part of the agency’s contract with us.
For this website and for enquiries made to us, TWH Holdings Limited is the controller. The privacy notice covers that.
How long records are kept
Every collection in the platform carries a retention rule and the authority for it. This is the schedule the platform applies to agency records, read from the build:
| Record | Kept for | Authority |
|---|---|---|
| Work-seeker record | One year after the last date the agency provided work-finding services. | Conduct of Employment Agencies and Employment Businesses Regulations 2003, reg 29(2) |
| Agency record | One year from the date the record was made. | Conduct of Employment Agencies and Employment Businesses Regulations 2003, reg 29(2) |
| Payroll and RTI | Three years after the end of the tax year the records relate to. | HMRC CH14700 (Income Tax (PAYE) Regulations 2003) |
| Construction Industry Scheme | Three years after the end of the tax year the records relate to. | HMRC CH14700 |
| Pay and hours (minimum wage) | Six years from the end of the pay reference period after the one the records cover. | HMRC NMWM12040 — six years since 1 April 2021 |
| Right to work check | The engagement, and two years after the person stops working. | Home Office employer guidance on right to work checks |
| Holiday and holiday pay | Six years from the date each record of leave or holiday pay was made. | Working Time Regulations 1998, as amended by the Employment Rights Act 2025 s.35 — in force 6 April 2026 |
| Working time | Two years from the date the record was made. | Working Time Regulations 1998, reg 9(2) |
| Sign-in and security | Six months. | Kept only as long as it is useful for security |
| Record of your request | One year. | Kept as evidence that we answered you, and by when |
| Do-not-contact record | Kept indefinitely, because erasing it is how somebody gets contacted again. | UK GDPR Art 17(3) / Art 21 — kept in order to honour the objection itself |
The rights of the people in it
When a worker asks what is held about them, the agency can see all of it on one screen. The privacy notice the worker sees is generated from what the platform actually holds and for how long, so the notice and the practice cannot drift apart.
Protection
- Passwords are never stored. They are kept as PBKDF2-HMAC-SHA-256 hashes, 310,000 iterations, with a salt for each user.
- Evidence files carry a SHA-256 fingerprint, so a document can be shown not to have changed since it was received.
- Government Gateway credentials are never held. There is no field in the product to type one into.
- Access is by role, with a screen that shows exactly who can reach what.
- Changes are recorded in an audit trail with who and when.