Who we are
Templace is a trading name of TWH Holdings Limited, a company registered in England and Wales under number 10663539. Our registered office is Meadway, Mill Road, Writhlington, Radstock, BA3 5TY. Our VAT number is GB 326 5301 26.
Our registration number with the Information Commission (the ICO) is ZC285689. The Director is responsible for data protection. You can contact us about your data by email at terry@hilliernet.co.uk, by phone on 07789 938284, or by post to our registered office.
Two roles: controller and processor
Templace runs a cloud recruitment platform (the Service) for UK temporary recruitment agencies. Each agency uses it under its own name and brand to manage its candidates, workers, clients and staff.
For that data the agency is the controller. It decides what is collected and why, and its own privacy notice applies. We are its processor. We handle the data only on the agency's instructions, under the Data Processing Addendum that forms part of our terms (published at /terms), as Article 28 of the UK GDPR requires.
If you are a candidate, worker or client of an agency, please contact the agency about your data. If you contact us instead, we pass your message to the agency without delay. This notice covers only the data we control ourselves.
What we collect and why
For each kind of data we control, this is what we use it for and our lawful basis under Article 6 of the UK GDPR.
- Agency customer contacts (names, job titles, work email addresses and phone numbers): to set up, run and support the agency's account. Basis: our contract with the agency, and our legitimate interest in dealing with the right people.
- Users' sign-in details (name, email address, role, a salted hash of the password, never the password itself, and each user's entries in the audit trail): to let users in securely and keep a record of changes. Basis: our contract with the agency, and our legitimate interest in keeping the Service secure.
- Website enquiries (what you send through the contact form or by email): to reply to you. Basis: our legitimate interest in answering enquiries, or steps you ask for before a contract.
- Billing records (invoices, payments and billing contacts): to invoice and collect payment. Basis: our contract, and our legal obligation to keep tax and accounting records.
- Suppliers (contact and payment details of those we buy from): to buy from and pay them. Basis: our contract with them, and our legal obligations.
Who we share it with
We do not sell personal data, and we do not share it for advertising. We share it only where we need to:
- our UK hosting provider, named on the Sub-processors list in our terms;
- our own mail provider, for Templace's own notices such as invoices and account emails;
- Anthropic PBC in the United States, only for content an agency sends to the AI features of the Service;
- professional advisers, and public bodies such as HM Revenue and Customs, where we need advice or the law requires it;
- the police, a court or a regulator, where the law requires us to.
Where your data is held
We hold data on a server in the United Kingdom. The only transfer outside the UK is to Anthropic PBC in the United States for the AI features, covered by the UK Addendum to the EU standard contractual clauses. Identity documents, right-to-work evidence and criminal-record certificates are never sent to an AI model, and an agency can switch the AI features off.
How long we keep it
We keep personal data only as long as we need it. For example, we keep website enquiries for up to 24 months after our last contact with you, unless you become a customer. Our Data retention policy sets out every period.
When an agency leaves, we keep its data for 90 days so it can export it, then delete it from the live Service. Copies in our backups age out over the following 12 months.
Keeping it safe
All traffic to the Service uses HTTPS, passwords are stored only as salted hashes, each user's role limits what they can see, every change is recorded in an audit trail, and each agency's data is kept separate. Our Information security policy gives the detail.
Your rights and how to complain
You have rights over your personal data, including the right to a copy of it, to have it corrected or deleted, to restrict or object to its use, and to take it elsewhere. How we use your data and your rights explains each one and how to make a request.
If you are unhappy with how we have handled your data, please tell us first, by email, phone, post or the contact form on our website. As the Data Protection Act 2018 has required since 19 June 2026, we acknowledge a data protection complaint within 30 days, look into it without undue delay, keep you told of progress and tell you the outcome.
You can also complain to the Information Commission (the ICO) at ico.org.uk or on 0303 123 1113. The Information Commission replaced the Information Commissioner on 30 September 2026 and is still known as the ICO.
Changes to this notice
We review this notice at least once a year and whenever the way we use personal data changes, and publish every change on this page.
Privacy notice · version 1.0 · approved 27/10/2026 · next review 27/10/2027. Templace is a trading name of TWH Holdings Limited, company number 10663539, Meadway, Mill Road, Writhlington, Radstock, BA3 5TY.