Privacy Policy

Last updated: 14 October 2026

RefAssure is a trading name of RAD-EQUIP LIMITED ("we", "us", "our"). We are committed to protecting your privacy and handling your data in an open and transparent manner.

1. Who We Are

RefAssure is operated by RAD-EQUIP LIMITED, a company registered in England and Wales (company number 12732628), whose registered office is at 6 Seven Stars Road, Wigan, England, WN3 5AT. We provide automated employment reference checking services for UK businesses.

For any privacy-related queries, please contact us at contact@refassure.co.uk.

2. Information We Collect

Account Information

When you register for RefAssure, we collect:

• Your name and email address
• Company/business name
• Password (stored securely using encryption)
• Payment information (processed securely via Stripe)

Candidate Information

When you create reference requests, you provide:

• Candidate name, email, and phone number
• Job title and client/company name

Referee Information

For each referee, you provide:

• Referee name, email, and phone number
• Company and job title
• Relationship to the candidate

Reference Responses

When referees complete reference forms, we collect their answers to your questionnaire, which may include employment dates, performance ratings, and written feedback.

Technical Information

We automatically collect:

• IP addresses and browser information
• Pages visited and actions taken
• Device type and operating system

3. How We Use Your Information

We use the information we collect to:

• Provide and maintain our reference checking service
• Send reference request emails to referees on your behalf
• Process payments and manage your account
• Send service-related communications (e.g., completed references, reminders)
• Improve our service and develop new features
• Comply with legal obligations

4. Legal Basis for Processing

We process your data under the following legal bases:

• Contract: Processing necessary to provide our service to you
• Legitimate interests: To improve our services and communicate with you
• Legal obligation: To comply with applicable laws
• Consent: Where you have given explicit consent (e.g., marketing)

5. Data Sharing

We do not sell your personal data. We may share data with:

• Payment processors: Stripe processes payments securely
• Email providers: To send reference requests and notifications
• Hosting providers: Our servers are hosted in the UK/EU
• Legal authorities: When required by law

6. Data Retention

We retain your data as follows:

• Account data: Until you close your account, plus 6 years for legal/tax purposes
• Reference data: 6 years from completion (in line with employment record recommendations)
• Payment records: 6 years as required by law

You may request deletion of your data at any time, subject to our legal retention requirements.

7. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data
• Portability: Receive your data in a portable format
• Objection: Object to certain processing
• Restriction: Request limited processing

To exercise these rights, email contact@refassure.co.uk.

8. Data Security

We implement appropriate security measures including:

• SSL/TLS encryption for all data in transit
• Encrypted password storage
• Secure token-based access for referee forms
• Regular security reviews
• Access controls and authentication

9. Cookies

We use essential cookies to:

• Keep you logged in
• Remember your preferences
• Ensure security

We do not use advertising or tracking cookies.

10. International Transfers

Your data is primarily stored and processed in the UK. Where data is transferred outside the UK, we ensure appropriate safeguards are in place.

11. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes by email or through our platform.