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About You
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If you choose 'tick' you will be required to enter your VAT Registration Number and sign a self-billing agreement to enable VAT to be paid automatically to you. We also require a copy of your VAT Registration Certificate.

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(Public Liability or Professional Indemnity)

If you choose 'Yes' you will be required to upload copies of your insurance document(s)

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Public Liability
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If you’re registering as a LTD Company please provide company bank account details
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Contract for Services

    RECITALS

  1. The Company is in the business of supplying consultancy services to the Company’s clients ("Clients") to whom independent suppliers, such as the Supplier, provide services via the chain of subcontracts described.
  2. The Supplier, its director, employee, or substitute appointed pursuant to clause 19, possesses skills which are of benefit to the Company and which the Supplier may provide to the Company at the Company’s election from time to time (“the Services”).
  3. The terms stipulated below, together with any verbal agreements made between the Company regarding the Supplier’s terms of payment, will at all times apply to the Supplier’s performance of the Services.

    4. TERMS

  4. The Company will have no obligation to make work available to the Supplier and the Supplier will neither be under an obligation to accept any work available via the Company nor required to make its services available at any time.
  5. The Supplier agrees that it or any substitute appointed pursuant to clause 19 below will perform the Services in a professional and workmanlike manner and with reasonable care and skill. The Supplier will decide when and how best to perform the Services although regard should be had to project deadlines and any applicable health and safety rules including in respect of any fatigue management protocols or project-specific restrictions.
  6. The performance of the Services by the Supplier on the terms of this agreement will not create or be construed as implying or creating a relationship of master and servant or employer and employee between the parties to this contract. The Company (or any superior contractor) will have no right to, nor will seek to, exercise any direction, control, or supervision over the Supplier in the provision of the Services and it is acknowledged that the Supplier will have autonomy over its working methods. If the Supplier believes that any superior contractor in relevant supply chains, including Clients or end-users/end-clients, seeks to apply supervision, direction or control over the manner of the Supplier’s service provision, or otherwise seeks to enact processes that may change the Supplier’s director or substitute’s employment status, the Supplier will notify the Company without undue delay.
  7. The Supplier warrants that the Supplier’s director or employee was not a direct PAYE employee of the client immediately carrying out similar work or trade services before supplying the services under this this contract for services.
  8. The Supplier agrees to follow reasonable Client or end-user/end-client procedures and codes with respect to bullying, harassment and victimisation, including any incident reporting or whistleblowing procedures that may be in place. The Company may suspend or immediately terminate the contract if the Supplier or its substitute, breaches these procedures or codes.
  9. The Supplier agrees to co-operate with any investigations into allegations of bullying, harassment and victimisation whether carried out by the Company or the Client, end-user/end-client or lead contractor on site.
  10. The Supplier will indemnify the Company with respect to damages (including legal costs) from employment tribunal or county court claims, or settlements, that the Company incurs as a result of the Supplier’s bullying, harassment or victimisation of others on site, or from bullying, harassment or victimisation caused by the Supplier’s director or employee, or substitute.
  11. The Supplier agrees for its own part and on behalf of any director, employee, or substitute appointed pursuant to clause 19 that the Supplier will endeavour to co-operate with reasonable requests within the scope of the Services. However, the Supplier will retain control over its own working methods.
  12. The Services will be provided at such locations and during such hours as the Supplier may agree, with reference to any site requirements or deadlines, in order to ensure the smooth delivery of the Services.
  13. The Supplier is at full liberty to supply its services to other businesses.
  14. The Company may cause similar work to be performed by other suppliers during the term of this agreement.
  15. The Company will agree the rate of payment for the Services with the Supplier from time to time either verbally or in writing without the requirement for a formal tender to be submitted by the Supplier. The Supplier further agrees that a margin will be made on the relevant supply by the Company at a level to be determined from time to time, which will be a gross deduction, with the balance payable to the Supplier.
  16. The Supplier will not have any entitlement to receive payment where it is prevented from performing the Services for any reason (including site closure and force majeure).
  17. The Supplier is responsible for correcting any defective work caused by its actions or those of any director, employee, or substitute, at the Supplier’s own expense and without further payment. The Company reserves the right to withhold a proportion of any payment(s) due to the Supplier until any defective works have been made good to the Company’s satisfaction.
  18. The Supplier shall be responsible for its own tax and National Insurance Contributions. Accordingly, the Company shall settle any invoices rendered with reference to the VAT Self-Billing Schedule to this agreement (where applicable) in respect of the Services without deduction of tax or National Insurance Contributions and the Supplier shall be solely responsible for accounting to HM Revenue & Customs for such liabilities.
  19. The Supplier, its director or employee may provide a suitably skilled substitute or hired assistant to perform the Services on the Supplier’s behalf. If, in the reasonable opinion of the client or the Company, the substitute or hired assistant appears to lack the skills necessary to perform the Services in the Supplier’s stead, the proposed substitute or hired assistant may be rejected. If the Supplier provides a substitute, the Supplier is responsible for ensuring any sums paid to the substitute are made subject to PAYE tax and national insurance contributions or any other tax regimes as may be applicable in the circumstances, including meeting any statutory reporting requirements and carrying out compliance processes and due diligence including but not limited to chapters 7-10 of part 2 of the Income Tax (Earnings and Pensions) Act 2003 inclusive, equivalent social security legislation and any supporting or successor legislation and case-law to ensure that any individual’s employment status is appropriately determined. The Supplier will supply evidence of such processes, determinations and deductions on the Company’s request.
  20. For the avoidance of doubt, the Working Time Regulations 1998 (WTR) will not apply to the Supplier’s service provision. However, where any employee or statutory worker is supplied, or any substitute is engaged as an employee or statutory worker, the Supplier will comply with all applicable requirements of the Working Time Regulations 1998, including securing and recording WTR opt outs of the maximum working time pursuant to regulation 4 WTR.
  21. If the Conduct of Employment Agencies and Employment Businesses Regulations 2003 (the Conduct Regs) apply to the current Services within the supply chain, the Supplier will ordinarily be opted in unless the Supplier has given notice in writing to opt out of the Conduct Regs before commencing the project.
  22. If the Supplier is entitled to and wishes to, the Supplier may give notice in writing to request the Company to opt out of the Conduct Regs, such opt out to take effect from the start of any subsequent project under this contract. The Supplier will be responsible for securing equivalent Conduct Regs opt outs from any substitute where such opt outs can be validly given and will provide evidence to the Company.
  23. If having opted out of the Conduct Regs the Supplier or its substitute wish to opt back in to the Conduct Regs, the Supplier may give notice to the Company in writing. Such opt ins will take effect from the start of any subsequent project under this contract.
  24. The Supplier will remain liable for the Services performed by its substitute or hired assistant and for any acts or omissions of them.
  25. Any substitute or hired assistant will be remunerated by the Supplier and the Company will not have any responsibility in this regard.
  26. The Supplier is responsible for the provision of its own equipment (including their safety, security and general fitness for purpose).
  27. The Supplier is responsible for all travel and subsistence costs incurred in connection with the Services.
  28. The Supplier accepts legal risk in relation to its services and those of any director, employee, or substitute, who may perform the Services in the Supplier’s stead, and the Supplier will accordingly maintain necessary insurances, including but not limited to public liability or professional indemnity, during its performance of the Services and the Supplier will provide the Company with insurance certificates at the Company’s request.
  29. The Company may deduct from any payment(s) due to the Supplier any sum required to reimburse the Company or its client in respect of any costs which such parties may incur as a result of the Supplier’s damage to property or persons during its performance of the Services, including as a result of any acts or omissions of any director, employee, of the Supplier, or damage to property or persons caused by any substitute appointed by the Supplier pursuant to clause 19.
  30. The Supplier agrees to comply with all applicable health and safety, including in respect of fatigue management, and site security policies when attending any site(s) where the Services may be being performed. It may be necessary for health and safety or site security reasons for the Supplier, its director, employee, or substitute to carry identification which shows the Supplier as being engaged by the Company or, in the alternative, the Company’s client. Such individuals will not, however, hold themselves out as representing the Company in any way other than having been engaged by the Company, or working with the Company’s client as may be applicable, as an independent business.
  31. This contract may be terminated by either party without notice at any time and without reason.
  32. As an independent business on its own account, the Supplier will not have any entitlement to holiday pay, sick pay or any other payment in respect of absence from work and the Supplier, its director or employee, will not be subject to any grievance or disciplinary policies operated by the Company or the Company’s clients.
  33. The ability of the Company to pay the Supplier in respect of the Services is contingent upon the Company first receiving an instruction to make payment by the Client.
  34. The parties warrant that they will comply with their legal obligations under the Bribery Act 2010 and all other applicable laws with respect to bribery or corruption. The partes agree that neither party will request, demand, induce or accept any bribes, kickbacks or improper advantages, whether directly or indirectly. The parties likewise agree that neither will offer, promise to give or give any bribes, kickbacks or improper advantages, whether directly or indirectly.
  35. For the purposes of data protection, generally, the parties will comply with all applicable requirements of data protection legislation, comprising the General Data Protection Regulation (EU) 2016/679), Data Protection Act 2018 (as amended from time to time), Privacy and Electronic Communications Regulations 2003 (as amended from time to time) Data (Use and Access) Act 2025 (together “the Data Protection Legislation”) and any subordinate or successor legislation governing the processing of data.
  36. For the purposes of data protection, the Supplier understands and agrees that the Company will process personal data in line with the Company’s data protection policy, privacy notice and with respect to the Company’s legal and contractual obligations to the Company’s clients, including, where appropriate, sensitive data of which the Supplier’s director, employee, agent or representative is the subject and the Supplier will obtain such agreement in respect of any substitute or subcontractor the Supplier provides to perform the services in the Supplier stead.
  37. For the avoidance of doubt, the Company will be required to seek the Supplier’s consent in respect of data processing activities in circumstances in which consent is the lawful basis of the particular processing activity pursuant to article 6 of the General Data Protection Regulation (GDPR). The Supplier understands and agrees that the Company will not be obliged to seek the Supplier’s consent in respect of processing activities in which the Company rely on an alternative lawful basis pursuant to article 6 GDPR.
  38. The Company will ensure that it has in place appropriate technical and organisational measures to protect against unauthorised or unlawful processing of personal data or accidental loss, damage or destruction of the data, having regard to the state of technology and the cost of implementing any measures.
  39. The Supplier agrees that this contract is contingent on the Supplier’s director or employees having the right to work in the UK and accordingly, the Supplier undertakes to provide such further evidence of right to work in the UK at the Company’s request as the Company deems necessary, and will provide on request evidence of the right to work of any substitutes whose services the Supplier may engage. In particular, for engagements from 1 October 2026, the Supplier’s director or employees must submit to a full right-to-work check with the Company, to the Company’s satisfaction, at the outset of the engagement. Even if the Supplier has entered this agreement and is ready to provide the Services, this contract shall have no effect (and shall not have commenced) unless or until the said right-to-work checks are satisfactorily completed.
  40. For the purposes of the Modern Slavery Act 2015, the parties intend to conduct business ethically and transparently and warrant that they do not engage in or tolerate any form of modern slavery, forced labour, servitude or human trafficking within supply chains. The Company (and superior parties in supply chains) will maintain policies with respect to modern slavery and whistleblowing and will make copies available to the Supplier on request.
  41. Clients, end-users/end-clients or other parties in the contractual chain will be entitled to carry out due diligence procedures and supply chain audits with respect to modern slavery and the Supplier will comply with such audits where requested.
  42. The Supplier agrees to follow the Client or end-user/end-client/site lead contractor’s modern slavery policy and procedures in particular with respect to reporting any concerns the Supplier may have.
  43. The Supplier undertakes to comply with the requirements of the Modern Slavery Act 2015. The Supplier will notify The Company if it becomes subject to an investigation relating to any potential Modern Slavery Act 2015 offence(s). The Supplier warrants that any substitute the Supplier appoints pursuant to clause 19, or subcontractor, will be under like obligations.
  44. If the Supplier is investigated for or convicted of committing modern slavery offences, the Company will be entitled to terminate this contract with immediate effect.
  45. This contract replaces all prior or contemporaneous written contracts and understandings with respect to the subject matter of this contract.
  46. The Supplier agrees that it has read and understood this contract and raised any concerns or queries with the Company regarding its content prior to signing below.
  47. Failure by either party to enforce or apply any of the rights applicable under the terms of this contract will not imply acceptance of any breach of contract and both parties will retain the right to enforce or apply the terms of the contract at any time in the future.
  48. The parties to this contract agree that this contract will be governed by and construed in accordance with the laws of England and Wales.
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Contract for Services

    RECITALS

  1. The Company is in the business of supplying consultancy services to its clients ("Clients") to whom self-employed operatives (suppliers), such as you, provide services via the chain of subcontracts described.
  2. The Supplier possesses skills which are of benefit to the Company and which it may provide to the Company at its election from time to time (“the Services”).
  3. The terms stipulated below, together with any verbal agreements made between the parties regarding the Supplier’s rate of pay, will at all times apply to the Supplier’s performance of the Services.

    4. TERMS

  4. The Company will not be under an obligation to make work available to the Supplier and the Supplier will not be under an obligation to accept any work available via the Company. In turn it is not intended that there be any mutuality of obligation between the parties.
  5. The Supplier agrees that it or any substitute appointed pursuant to clause 17 below will perform the Services in a professional and workmanlike manner and using reasonable care and skill. The Supplier will decide when and how best to perform the Services although regard should be had to project deadlines, any applicable health and safety rules including in respect of any fatigue management protocols or project-specific restrictions.
  6. The Company (or any Client or superior contractor) will have no right to, nor will seek to, exercise any direction, control, or supervision over the Supplier in the provision of the Services and it is acknowledged that the Supplier will have autonomy over its working methods. Accordingly, and in any event, the performance of the Services by the Supplier on the terms of this contract will not create or be construed as implying or creating a relationship of master and servant or employer and employee between the Company and the Supplier.
  7. If the Supplier believes that any superior contractor in relevant supply chains, including Clients or end-clients/end-hirers, seeks to apply supervision, direction or control over the manner of the Supplier’s service provision, or otherwise seeks to enact processes that may change the Supplier’s employment status, the Supplier will notify the Company without undue delay.
  8. The Supplier warrants that the Supplier was not a direct PAYE employee of a Client, carrying out similar work or trade services, before supplying the Services.
  9. The Supplier agrees to follow reasonable procedures and/or codes with respect to bullying, harassment and victimisation, including any incident reporting or whistleblowing procedures that may be put forward by a Client or superior contractor. The Company may suspend or immediately terminate the contract if the Supplier or its substitute breaches these procedures or codes.
  10. The Supplier agrees to co-operate with any investigations into allegations of bullying, harassment and victimisation whether carried out by the Company or a Client or superior contractor on site.
  11. The Supplier will indemnify the Company with respect to damages (including legal costs) from employment tribunal or county court claims, or settlements, that the Company incurs as a result of the Supplier’s bullying, harassment or victimisation of others on site, or from bullying, harassment or victimisation caused by the Supplier’s substitute.
  12. The Supplier is at full liberty to supply its services to other businesses.
  13. The parties will negotiate the rate of payment for the Services between them from time to time either verbally or in writing without the requirement for a formal tender to be submitted by the Supplier. The Supplier further agrees that a margin will be made on the relevant supply by the Company at a level to be determined from time to time, which may be applied against the Supplier or the relevant Client but in either case will be a gross deduction, with the balance payable to the Supplier.
  14. The Supplier will not have any entitlement to receive payment where it is prevented from performing the Services for any reason (including site closure and force majeure).
  15. The Supplier is responsible for correcting any defective work caused by its actions, or those of any substitute, at its own expense and without further payment. The Company reserves the right to withhold a proportion of any payment(s) due to the Supplier until any defective works have been made good to the Company’s satisfaction.
  16. The Supplier shall be responsible for its own tax and National Insurance Contributions. Accordingly, the Company shall settle any invoices rendered with reference to the VAT Self-Billing Schedule to this agreement (where applicable) in respect of the Services without deduction of tax or National Insurance Contributions and the Supplier shall be solely responsible for accounting to HM Revenue & Customs for such liabilities.
  17. The Supplier may engage and provide a substitute to perform the Services on its behalf. If, in the reasonable opinion of the Company, any substitute appears to lack the skills necessary to perform the Services in the Supplier’s stead, the Company may reject such substitute or hired assistant. Any substitute will be remunerated by the Supplier and the Company will not have any responsibility in this regard.
  18. If the Supplier provides a substitute, the Supplier is responsible for ensuring any sums paid to the substitute are made subject to PAYE tax and national insurance contributions or any other tax regimes as may be applicable in the circumstances, as well as meeting all statutory reporting requirements, status compliance and due diligence including but not limited to chapters 7-10 of part 2 of the Income Tax (Earnings and Pensions) Act 2003, equivalent social security legislation and any supporting or successor legislation and case-law to ensure that any individual’s employment status is appropriately determined. The Supplier will supply evidence of such processes, determinations and relevant tax deductions upon the Company’s request.
  19. For the avoidance of doubt, the Working Time Regulations 1998 (WTR) will not apply to the Supplier’s service provision. However, where any substitute is engaged as an employee or statutory worker, the Supplier will comply with all applicable requirements of the Working Time Regulations 1998, including securing and recording WTR opt-outs of the maximum working time pursuant to regulation 4 WTR.
  20. If the Conduct of Employment Agencies and Employment Businesses Regulations 2003 (the Conduct Regs) apply to the Services, the Supplier will ordinarily be opted in unless the Supplier has given notice in writing to opt out of the Conduct Regs before commencing the Services.
  21. If the Supplier is entitled to and wishes to, the Supplier may give notice in writing to request the Company to opt out of the Conduct Regs, such opt-out to take effect from the start of any subsequent project under this contract. The Supplier will be responsible for securing equivalent Conduct Regs opt-outs from any substitute where such opt outs can be validly given and will provide evidence to the Company.
  22. If, having opted out of the Conduct Regs, the Supplier or its substitute wish to opt back in to the Conduct Regs, the Supplier may give notice to the Company in writing. Such opt-ins will take effect from the start of any subsequent project under this contract.
  23. Where relevant, the Supplier is responsible for its own tools and equipment (including their safety and security).
  24. The Supplier is responsible for all travel and subsistence costs incurred in connection with the Services.
  25. The Supplier accepts legal risk in relation to public liability and will accordingly maintain necessary insurances including but not limited to public liability or professional indemnity, during its performance of the Services.
  26. The Company may deduct from any payment(s) due to the Supplier any sum required to reimburse the Company or its relevant Client in respect of any costs which such parties may incur as a result of the Supplier’s damage to property or persons during its performance of the Services or damage to property or persons caused by any substitute appointed by the Supplier.
  27. The Supplier agrees to comply with all applicable health and safety protocols (including in respect of fatigue management) and site security policies when attending the site(s) where the Services are being performed. It may be necessary for health and safety or site security reasons for the Supplier or its substitute to carry identification which shows it as being engaged by the Company. The Supplier will not, however, hold itself out as representing the Company in any way other than having been engaged by the Company as an independent contractor in business on its own account.
  28. This contract may be terminated by either party without notice at any time and without reason.
  29. As an independent business on its own account, the Supplier will not have any entitlement to holiday pay, sick pay or any other payment in respect of the Supplier’s absence from work and will not be subject to any grievance or disciplinary policies operated by the Company or its Clients.
  30. The ability of the Company to pay the Supplier in respect of the Services is contingent upon the Company first receiving an instruction to make payment by the relevant Client.
  31. The parties warrant that they will comply with their legal obligations under the Bribery Act 2010 and all other applicable laws with respect to bribery or corruption. The partes agree that neither party will request, demand, induce or accept any bribes, kickbacks or improper advantages, whether directly or indirectly. The parties likewise agree that neither will offer, promise to give or give any bribes, kickbacks or improper advantages, whether directly or indirectly.
  32. For the purposes of data protection, generally, the parties will comply with all applicable requirements of data protection legislation, comprising the General Data Protection Regulation (EU) 2016/679), Data Protection Act 2018 (as amended from time to time), Privacy and Electronic Communications Regulations 2003 (as amended from time to time) Data (Use and Access) Act 2025 (together “the Data Protection Legislation”) and any subordinate or successor legislation governing the processing of data.
  33. The Supplier understands and agrees that the Company will process personal data in line with its data protection policy, privacy notice and with respect to its legal and contractual obligations Clients, including, where appropriate, sensitive data of which the Supplier, or any substitute it appoints pursuant to clause 17, is the subject and the Supplier will obtain such agreement in respect of any substitute it provides to perform the services in its stead.
  34. For the avoidance of doubt, the Company will be required to seek the Supplier’s consent in respect of data processing activities in circumstances in which consent is the lawful basis of the particular processing activity pursuant to article 6 of the General Data Protection Regulation (GDPR). The Supplier understands and agrees that the Company will not be obliged to seek the Supplier’s consent in respect of processing activities in which the Company relies on an alternative lawful basis pursuant to article 6 GDPR.
  35. The Company will ensure that it has in place appropriate technical and organisational measures to protect against unauthorised or unlawful processing of personal data or accidental loss, damage or destruction of the data, having regard to the state of technology and the cost of implementing any measures.
  36. The Supplier agrees that this contract is contingent on the Supplier having the right to work in the UK and accordingly, the Supplier undertakes to provide such further evidence of the Supplier’s right to work in the UK at the Company’s request as the Company deems necessary, and will provide on request evidence of the right to work of any substitutes whose services the Supplier may engage. In particular, for engagements from 1 October 2026, the Supplier must submit to a full right-to-work check with the Company, to the Company’s satisfaction, at the outset of the engagement. Even if the Supplier has entered this agreement and is ready to provide the Services, this contract shall have no effect (and shall not have commenced) unless or until the said right-to-work check is satisfactorily completed.
  37. For the purposes of the Modern Slavery Act 2015, the parties intend to conduct business ethically and transparently and warrant that they do not engage in or tolerate any form of modern slavery, forced labour, servitude or human trafficking within supply chains. The Company (and superior parties in supply chains) will maintain policies with respect to modern slavery and whistleblowing and will make copies available to the Supplier on request.
  38. Clients and/or superior contractors in the contractual chain will be entitled to carry out due diligence procedures and supply chain audits with respect to modern slavery and the Supplier will comply with such audits where requested.
  39. The Supplier agrees to follow the relevant Client’s modern slavery policy or that of any relevant superior contractor in particular with respect to reporting any concerns the Supplier may have.
  40. The Supplier will notify the Company if it is party to or subject to an investigation relating to any potential Modern Slavery Act 2015 offence(s) that affect the Company. The Supplier warrants that any substitute it appoints pursuant to clause 17 will be under like obligations.
  41. If the Supplier is investigated for or convicted of committing modern slavery offences, the Company will be entitled to terminate this contract with immediate effect.
  42. This contract replaces all prior or contemporaneous written contracts and understandings with respect to the subject matter of this contract.
  43. The Supplier agrees that it has read and understood this contract and has raised any concerns or queries with the Company regarding its content prior to signing below.
  44. Failure by either party to enforce or apply any of the rights applicable under the terms of this contract will not imply acceptance of any breach of contract and both parties will retain the right to enforce or apply the terms of the contract at any time in the future.
  45. In the event of a dispute between the parties to this contract for services, the Supplier and the Company agree that it will be adjudicated upon by the courts of England and Wales.
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Self-billing agreement

    The Company agrees

  1. To issue invoices for all supplies made by the Supplier until 12 months after the date of this agreement.
  2. To raise sales invoices quoting the Supplier’s name, address and VAT registration number, and any other VAT invoice requirements that are in force from time to time.
  3. To issue another self-billing agreement if the Supplier’s VAT registration number changes
  4. To inform the Supplier if a decision is made to outsource the preparation of the self-billed invoices to a third party.

    5. The Supplier agrees

  5. To accept self-billing invoices raised by the Company until 12 months after the date of this agreement.
  6. Not to raise sales invoices for suppliers made to the Company.
  7. The Supplier shall advise the Company if:
  8. Its VAT registration number changes
  9. It ceases to be registered for VAT
  10. All or part of its business is transferred or sold to any third party
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Privacy Notice

Privacy Notice

We are Guild Freelancing Limited (company number 10439306), whose registered office is at 69 Bridge Street, Pinner, United Kingdom, HA5 3HZ. We are both a data controller and a data processor for data protection purposes. We are committed to complying with the GDPR (2016), the UK GDPR (2021), the Data Protection Act (2018), the Data (Use and Access) Act 2025, and good business practices.

Your (or, where applicable, your limited company or partnership’s) contract for services is with Guild Freelancing Limited

Your privacy is important to us. This privacy notice covers how we use and disclose your personal information. This is our privacy policy so please be aware that should you work with any other organisation, you are no longer covered by this policy. You should understand the privacy policy of any organisation before sharing personal information with them.

What is Personal Information?

Personal information is data that can be used to identify a particular person, either by itself or in conjunction with other pieces of data. The vast majority of businesses have to process personal information in order to operate.

What Personal Information Do You Use?

When you register to use our services, we need some of your personal information to set you up on our systems, verify your identity, comply with any legal or contractual obligations and make deductions for tax and payments.

To do this, we ask for:

Name, date of birth and contact details

ID and documents that may be used to verify your right to live and work in the UK

Technical information such as national insurance details, unique tax references or CIS registration details

Bank account information

Emergency contact details (generally, a name and contact number)

If you are registering through your own limited company or partnership, we may require additional information relating to those entities.

We also collect more general data, such as the language(s) you speak, your profession and associated experience and qualifications. Where such data is combined with your personal information, we will treat the combined mix as personal information.

We do not make use of emergency contact details save where we have a clear lawful basis to do so, which will usually be the vital interests lawful basis.

What Do We Do With Your Personal Information?

In order to provide our services, we will use your personal information for a number of reasons.

When you first register with us, we will use your personal information to verify your identity and set you up on our systems.

We are not your employer but nevertheless we recognise the importance of people working legally in their jurisdiction. On that basis, until S48 of the Border Security, Asylum and Immigration Act (BSAIA) 2025 comes into force and extends the employer obligation to verify right to work for the self-employed, we have identified a legitimate interest in using your information in order to ascertain whether you have the right to live and work in the UK (or the jurisdiction in which you are working). For clarity, once S48 BSAIA 2025 comes into force, the lawful basis for this processing activity will be legal obligation. We may use a third-party Digital Verification Service Provider (DVSP), previously known as an ID Service Provider (IDSP) from time to time to support this processing. In these circumstances, we will use a properly Home Office registered and accredited DVSP.

We will also use your personal information in conjunction with your experience and qualifications as part of our assessment in carrying out our legal and tax compliance obligations.

We may be legally required to submit periodic statutory reports to HM Revenue and Customs, among other government agencies. Where these reports affect you, this will necessarily involve the transfer of some of your personal information to these agencies.

We may also be legally required to provide personal information to government and similarly empowered agencies where they have the statutory authority to demand it as well as where data protection exceptions apply. Please note that we do not require your consent to share this information if we suspect criminal or unlawful activity, in these circumstances we will only contact the relevant organisations. Prevention of crime, or assisting its investigation or prosecution is a recognised legitimate interest under the Data (Use and Access) Act 2025.

From time to time, we may use your personal information to send you important notices, such as updated contracts and other, similar documents. This is to assist in fulfilling our contractual obligations. We will also contact you from time to time to carry out further employment status compliance activities in line with our legal obligations. We may also use your information for our own audits and data analysis to ensure that we are legally compliant. We may also use your information in the event of a sale of the company or its assets.

On occasion we may provide some personal information to our partners and clients where it is necessary to do so or a legitimate interest in doing so has been identified, such as for the purpose of supply chain audits, including demonstrating that payments made to you have been made accurately, with appropriate deductions if applicable, or evidencing that right to work checks have been carried out. In these circumstances, we will aim to provide only information that is necessary for the purpose.

You may also be asked to give some personal information any time you contact us. This may be for security reasons or to ensure that the information we hold for you is up to date. You can help us ensure any personal information we have is accurate by contacting us when you move addresses or change your contact details.

Finally, on rare occasions, your personal information may be used for the purpose of testing our software infrastructure, which may involve third-party developers, although any access these organisations may have will be strictly limited and overseen by us. These developers will, of course, have their own data protection obligations.

We try to ensure we remain compliant with data protection law, identifying the lawful bases for processing and considering any special requirements that the data may require. We pay particular attention to privacy risks associated with each processing activity.

Please note that we will never knowingly collect data from or on children below 13 years old.

Other Communications

We may ask for your consent to send you information about new or improved products or services or similar communications (marketing consent). You do not need to give marketing consent to use our services. If you do give us your consent to send you marketing-type material, we may on occasion use third parties including their software platforms to facilitate these communications. These parties will themselves be subject to data protection law.

Where we rely on legitimate interests as a lawful basis for processing, we will complete legitimate interest assessments to ensure that our marketing activities are considered, appropriate and are in accordance with all relevant legislation.

If you have given marketing consent, you can withdraw your consent at any time without this affecting your contract for services. You can do this by phone or in writing by email or via the portal contact form if you are registered with the portal.

Our Online Portal

If you have registered to use the online portal, you can access your personal information including details of payments made to you for services rendered. Alternatively, you may also contact us to us to provide you with your personal information. This is called a subject access request.

Client Portal

Clients of the Guild group of companies have access to an online portal allowing them to securely upload payment instructions and keep track of operatives currently working with them, as well as access to a general audit centre.

The ‘client portal’ uses organisational and technical measures to protect data securely.

As part of the portal functionality, we may engage in processing activities including providing some information about you to the client portal to foster transparency and discharge legal and contractual obligations.

Data about you that may be uploaded to the client portal includes:

Your name

Your reference number

Your trade (the trade confirmed by you during registration)

Engagement type (whether you work as a sole trader or via your own limited company or partnership)

Date you were last paid by us

Current status of your engagement (“Registered” – “In Progress” etc.)

Right to work status and date of expiry of current visa (if right to work is time-limited)

The following documents may also be made available through the portal to demonstrate legal compliance:

Contract for services

Pay & deduction statements/remittance advices

Employment status compliance documents pursuant to chapters 7-11 of part 2 of the Income Tax (Earnings and Pensions) Act 2003 as applicable

Subject Access Requests

Where you make a subject access request, we will respond within one month, giving you a copy of your data, why we have it, who it could be disclosed to, the categories of data it involves, and it will be in a format that you can access easily. You have the right to clarify and correct the information as necessary. It can be deleted providing that we do not think it’s required for legal or public interest reasons.

If your request is more complex, for example it involves other data subjects and we need their consent to release the relevant information, we can extend our response time to three months, but we will inform you of this. If they do not give their consent, we will anonymise this data or remove the relevant detail before sending this to you. We will not charge for data subject access requests unless they are excessive or manifestly unfounded. Then we will charge for administrative time only.

We try to make sure that any information we hold about you is accurate. If your details change, for example if you move home, you can use the portal to request an update of your information. Alternatively, you can email us. Once we have been sent this request, a member of our team will contact you to verify the request and update your information. This is to make sure your information is properly safeguarded.

How Long Do We Keep Your Personal Information?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. The law requires us to keep records, which includes personal information, for different periods of time. For example, HMRC requires that payments information be kept for a minimum of six years. These records include contact, identity and right to work data, financial and transaction data Nevertheless, we aim to keep your personal information for no longer than is legally necessary. Please note that where businesses are required to maintain records for legal reasons, these requirements will generally override any data subjects’ rights to request deletion of personal data.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you. You will not be recognisable as a natural living person from this anonymised data.

Your Data Rights

Under data protection law, including the General Data Protection Regulation (GDPR), you have a number of rights. Some of these rights are limited rights, which means that data protection law may override them. For example, a legal requirement to maintain records may mean that your personal data cannot be fully deleted. We provide our reasoning where we are unable to fully accommodate any data protection requests you may make.

Rights

What Does This Mean?

1. The right to be informed

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this Privacy Notice.

2. The right of access

You have the right to obtain access to your information. This is so you are aware and can check that we are using your information in accordance with data protection law.

3. The right to rectification

You are entitled to have your information corrected if its inaccurate or incomplete.

4. The right to erasure

This is also known as the right to be forgotten and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right, there are exceptions.

5. The right to restrict processing

You have rights to block or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

6. The right to data portability

You have rights to obtain and reuse your personal data for your own purposes across different services. This is not a normal scenario for companies of our nature but if you have any questions you can contact us.

7. The right to object to processing

You have the right to object to certain types of automated processing or decision making, including processing for direct marketing or where we are relying on our legitimate interests for processing.

8. The right to withdraw consent

If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

Data Breaches

We have procedures in place to deal with any suspected personal data breach and will notify you and any supervisory body of a breach if we are legally required to.

We will not transfer your personal information outside of the UK without ensuring the correct data protection protections and processes are in place.

Complaints

If you have a complaint, you can make it in writing, by email, via the contact form in the portal if you have registered or over the phone during office hours. These complaints should ideally be directed to Guild Freelancing Limited in the first instance.

If you are unsatisfied, you are entitled to raise a data protection complaint. As the operatives we work with tend to provide their services in the UK, we suggest that any complaints be directed to either the UK Information Commissioner’s Office as the competent supervisory authority.

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We may update this privacy notice from time to time – we will notify you when this happens.
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Sole Trader Declaration

Sole trader declaration

Income preparation / accounting for tax

 

 

I confirm that I have registered with HM Revenue and Customs for Self-Assessment of tax. 

I understand that I am responsible for the accuracy of my tax returns and payment of any tax and National Insurance Contributions relating to my income via Guild Freelancing.  Guild Freelancing bears no responsibility in this regard.

 

I hereby undertake to:

 

  1. properly declare to HM Revenue & Customs, whether by myself or through my agent/accountant, all income received pursuant to my contract with Guild Freelancing;

  2. pay to HM Revenue & Customs all tax payable as a result of income pursuant to my contract with Guild Freelancing.  

 

 

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