Fleet Oil Privacy Notice
Effective: 8 September 2026
Version: 2026-09-08
Fleet Oil Limited respects your privacy and is committed to protecting your personal information.
This Privacy Notice explains how Fleet Oil uses personal information in connection with our website, recruitment and contractor services, consultancy, training enquiries and other business activities.
Fleet Oil Academy has a separate Privacy Notice covering Academy accounts, online Course purchases, assessments and certificates.
1. Who we are
The data controller is:
Fleet Oil Limited
Company number: 08366900
Registered in England and Wales
Registered office:
Collingwood House
32 Victor Gardens
Hawkwell
Essex
SS5 4DS
United Kingdom
Email: [email protected]
Telephone: +44 (0)1224 460550
Fleet Oil provides specialist oilfield chemistry consultancy, recruitment, contractor supply and training services.
2. Who this Notice applies to
This Notice may apply to:
- prospective and existing candidates;
- contractors and temporary workers;
- consultants;
- client and prospective-client contacts;
- suppliers and professional advisers;
- people making consultancy or training enquiries; and
- visitors to fleet-oil.com.
If you create an account with Fleet Oil Academy or purchase an online Academy Course, the additional personal information collected within the Academy is covered by the separate Fleet Oil Academy Privacy Notice.
3. Information we may collect
The information we collect depends upon your relationship with Fleet Oil.
Candidates, contractors and workers
We may collect:
- name, address and contact details;
- CV, employment and assignment history;
- qualifications, skills and professional experience;
- availability, rates and work preferences;
- professional profiles such as LinkedIn;
- references;
- identity and right-to-work information;
- professional licences and training certificates;
- offshore and other role-specific certification;
- company, umbrella or engagement information;
- assignment, timesheet and payment information;
- tax and compliance information where required; and
- correspondence with Fleet Oil.
For some roles or assignments we may also need information given additional protection under data protection law, including health or medical-fitness information, equality and diversity information or information relating to criminal convictions.
We only collect such information where it is genuinely necessary and we have an appropriate legal basis for doing so.
Clients, suppliers and business contacts
We may collect:
- your name;
- job title;
- organisation;
- business contact details;
- correspondence;
- details of enquiries, projects and services;
- contractual information; and
- invoicing and payment information.
Website visitors and enquiries
We may collect:
- information submitted through website forms;
- CVs and documents uploaded through the website;
- IP address;
- browser and device information;
- pages visited;
- website usage information; and
- cookie or similar technology information.
4. Where we obtain information
We may obtain personal information:
- directly from you;
- from your employer, umbrella company or personal service company where relevant;
- from clients;
- from referees;
- from recruitment and screening providers;
- from job boards and CV databases;
- from professional networking sites such as LinkedIn;
- from company websites and other appropriate publicly available professional sources;
- from suppliers and service providers; and
- where permitted, from regulatory or official sources.
If we identify you as a potential candidate from a professional source rather than receiving your information directly from you, we will provide appropriate privacy information as required by law.
5. How we use your information
Recruitment and contractor services
We may use personal information to:
- provide recruitment and work-finding services;
- identify potentially suitable opportunities;
- assess skills and experience;
- discuss roles and assignments with you;
- introduce candidates to clients;
- administer applications;
- verify qualifications, experience and references;
- confirm identity and right to work;
- carry out proportionate pre-engagement checks;
- arrange and administer assignments;
- manage timesheets and payments;
- meet client and regulatory requirements;
- maintain contractor and assignment records; and
- establish, exercise or defend legal claims.
We will normally discuss a specific opportunity with you before submitting your details to a client for consideration.
Clients and business services
We may use personal information to:
- respond to enquiries;
- provide recruitment, contractor, chemistry, consultancy, engineering or training services;
- manage client and supplier relationships;
- prepare proposals and agreements;
- administer contracts;
- invoice and receive payments;
- maintain financial and business records;
- communicate about relevant Fleet Oil services; and
- comply with legal and regulatory obligations.
6. Our lawful bases
We only use personal information where we have a lawful basis under UK data protection law.
Depending upon the activity, these may include:
Contract – where using information is necessary to enter into or perform a contract with you.
Legal obligation – where we need information to comply with employment-business, taxation, right-to-work, accounting or other legal requirements.
Legitimate interests – where reasonably necessary for Fleet Oil’s legitimate business interests, provided those interests are not overridden by your rights. This includes providing recruitment and work-finding services, identifying suitable candidates, maintaining client relationships, operating our business, protecting our systems and establishing or defending legal claims.
Consent – where consent is legally required or is otherwise the most appropriate basis. If we rely on consent you may withdraw it at any time.
7. Health, medical and other sensitive information
Some oil, gas and offshore roles have specific medical, safety, competency or regulatory requirements.
Where necessary for a role or assignment, Fleet Oil may therefore process information relating to matters such as:
- medical fitness or fitness-to-work status;
- offshore medical certification;
- disability or reasonable adjustments;
- equality and diversity monitoring; or
- other information defined as special-category personal data.
We only process this information when it is necessary and where both an Article 6 lawful basis and an appropriate additional condition under Article 9 UK GDPR and the Data Protection Act 2018 apply.
Depending on the circumstances, this may include processing necessary in connection with employment or engagement obligations, substantial public interest, legal claims or explicit consent where appropriate.
We aim to collect only the information actually required. For example, where confirmation that a person holds a valid medical certificate is sufficient, we do not need unrelated details of their medical history.
8. Criminal-conviction information and screening
Where a particular role justifies criminal-record or other pre-engagement screening, Fleet Oil will explain the requirement to the candidate.
We do not undertake criminal-record or intrusive background checks routinely.
Criminal-offence information is only processed where Fleet Oil has an appropriate lawful basis and legal authority under the Data Protection Act 2018.
Screening information is retained only for as long as reasonably necessary. Where possible, we retain confirmation of the outcome rather than unnecessary underlying sensitive material.
9. Who we may share information with
Depending upon the service involved, we may share personal information with:
- clients and prospective clients considering you for an agreed role or assignment;
- managed service providers or other parties involved in a client’s recruitment supply chain;
- umbrella companies and other engagement partners where relevant;
- referees;
- proportionate screening and verification providers;
- accountants, auditors and professional advisers;
- insurers and insurance advisers;
- banks and payment providers;
- cloud, email, CRM, hosting and IT service providers;
- HMRC and other government bodies;
- regulators and law-enforcement authorities where legally required; and
- other organisations where disclosure is required by law.
Service providers acting for Fleet Oil are required to handle information appropriately and only for authorised purposes.
Fleet Oil does not sell personal information.
10. International transfers
Fleet Oil works with international clients and uses technology providers which may process information outside the United Kingdom.
Personal information may therefore sometimes be transferred internationally.
Where UK data protection law requires safeguards for an international transfer, we use appropriate measures such as UK adequacy regulations or approved contractual safeguards.
You may contact us for further information about safeguards relevant to a particular transfer.
11. How long we keep information
We do not keep personal information indefinitely simply because it might be useful in the future.
Retention depends on the nature of the information, our relationship with you and applicable legal, regulatory, contractual, taxation and potential claims requirements.
Candidate information is retained while we are actively providing, or reasonably expect to continue providing, recruitment or work-finding services and is periodically reviewed.
Where a candidate or contractor has been placed or supplied on an assignment, we may retain appropriate placement, contractual, compliance and payment records for longer because these can be required for taxation, regulatory, contractual and legal purposes.
Financial and accounting records are normally retained for at least the applicable statutory retention period.
Particularly sensitive information obtained for screening or vetting is retained only for as long as necessary for the purpose for which it was obtained. Where appropriate, we retain the outcome of a check rather than the underlying information.
When personal information is no longer required, we delete, anonymise or securely archive it as appropriate.
12. Marketing and keeping in touch
Fleet Oil may contact relevant professional and business contacts about services or opportunities where this is permitted by data protection law and electronic-marketing rules.
You may ask us to stop sending marketing communications at any time.
You also have the right to object to the use of your personal information for direct marketing.
If you ask us to stop marketing to you, we may retain limited information on a suppression list so that we can respect your request.
Communications relating to an application, assignment, contract, service you have requested or another operational matter are not marketing communications.
13. Cookies
fleet-oil.com may use cookies and similar technologies for website operation, security, analytics and other functions.
Essential cookies may operate without consent where legally permitted.
Where non-essential cookies require consent, they should only be used after the appropriate consent has been obtained through the website’s cookie controls.
Further information should be available through the website’s Cookie Notice or cookie settings.
14. Security
Fleet Oil uses appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.
Access to personal information is restricted to employees, contractors and service providers who reasonably need it for their work.
No internet-based system is completely secure, but we take reasonable measures to protect information entrusted to us.
15. Your rights
Depending upon the circumstances, you may have rights including:
- access to personal information we hold about you;
- correction of inaccurate or incomplete information;
- deletion in certain circumstances;
- restriction of processing in certain circumstances;
- objection to certain uses of your information;
- data portability where applicable; and
- withdrawal of consent where processing is based on consent.
You have the right to object at any time to the use of your personal information for direct marketing.
These rights are not absolute and the rights available depend partly upon the lawful basis for the particular processing.
To exercise your rights, contact:
We may ask for information necessary to confirm your identity.
16. Fleet Oil Academy
Fleet Oil markets training through fleet-oil.com.
Where you make a general training enquiry through this website, that enquiry is covered by this Privacy Notice.
If you follow a link to Fleet Oil Academy, create an Academy account, purchase an online Course or undertake an assessment, the personal information used within the Academy is covered by the separate Fleet Oil Academy Privacy Notice.
The Academy notice explains the additional processing associated with:
- learner accounts;
- Course enrolment and payment;
- Course progress;
- assessments;
- certificates; and
- renewal records.
17. Complaints
If you have any concerns about our use of your personal information, please contact:
You also have the right to complain to the UK’s data-protection regulator:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
18. Changes to this Notice
We may update this Privacy Notice when our services, technology or legal obligations change.
The latest version will be published on this page together with its effective date.
If we propose to use existing personal information for a materially different purpose, we will provide additional information where required by law.
