Right to work privacy notice
For everyone who works on Antvic Ltd sites. Updated October 2026.
Antvic Ltd checks that everyone who works on our sites has the right to work in the UK. This notice explains what personal information we collect for those checks, why, who sees it and how long we keep it.
Who we are
Antvic Ltd is the data controller for your right to work information. That means we decide how it is used and we are responsible for keeping it safe.
Office 286, 96 Kensington High Street, London W8 4SG
T: 020 7433 3744 · E: info@antvic.com (subject "Right to work data")
Why we check
The law requires us to check that everyone who works for us has the right to work in the UK. We check before you start, and again before any time-limited permission runs out. This duty comes from the Immigration, Asylum and Nationality Act 2006.
Our lawful basis under UK GDPR is legal obligation (Article 6(1)(c)). We do not need your consent, and the check is not optional: we cannot let anyone work on site without one.
We check everyone in the same way, whatever their nationality, accent or background. We use the information only for right to work purposes, never for any other decision about you.
What we collect
| Information | Why we need it | Where it comes from |
|---|---|---|
| Full name, date of birth, nationality | To match you to your documents or Home Office record | You |
| Role, site, start and leaving dates, employer or agency | To know when a check is due | You, your agency or your manager |
| Share code and GOV.UK profile page | Proof of an online check | You and the Home Office |
| Copies of passport, visa, permit, birth certificate or other listed documents | Proof of a manual check | You, shown to us in person |
| Digital ID provider report or Positive Verification Notice | Proof of a check by a provider or the Home Office Employer Checking Service | The provider or the Home Office |
| Check date, result, permission end date, who checked | To show we met the legal duty and to plan follow-up checks | The person who checked you |
We don't ask for anything the check doesn't need. The photo on your document is used only to confirm it is you, never for automated recognition.
Who can see it
- Site checkers: the trained person on your site who checks you. They upload your documents, then they can't open or change them again.
- Head office RTW administrators: a small number of named Antvic staff who review the checks. Only they can see your date of birth, share code, documents and notes.
- Site managers: see only your name, role, site and whether your check is valid, due or expired, so they know who can work.
- The Home Office: if Immigration Enforcement asks to see our records, we must show them.
- Our website host: stores the encrypted records for us under a data processing agreement and can't use them for anything else.
If an agency supplied you, they may run their own check as well. We don't share your documents with other clients or contractors, and we never sell your information.
How long we keep it
We keep your right to work record while you work on Antvic sites and for 2 years after you leave, as the Home Office requires. After that we delete it securely.
How we keep it safe
- Records are kept in our private Right to Work system. They are not kept on paper, phones, in email or in messaging apps.
- Your date of birth, share code and notes are encrypted. Copies of your documents are stored in a locked area that only head office administrators can open.
- Every person who opens, changes or exports your record is logged.
- Only named staff are given access, and it is removed as soon as they no longer need it.
- Our records are stored on servers in the UK or European Economic Area.
Your rights
You can:
- ask for a copy of the information we hold about you,
- ask us to correct anything that is wrong or out of date,
- ask us to delete or restrict your information. We can do this only once we no longer have a legal duty to keep it.
To make a request, email info@antvic.com. We will reply within one month and won't charge you.
We may update this notice. The latest version is always on this page.