Address: 38 Romford Road, Stratford, London, E15 4BZ
Phone: +44 7349 560154
Email: info@hollbornrecruitment.co.uk
Website: www.hollbornrecruitment.co.uk
Hollborn Recruitment Ltd is committed to complying fully with United Kingdom immigration and employment laws.
We recognise our legal responsibility to ensure that all individuals we employ, place, or supply to clients have the legal right to work in the UK.
This policy outlines our procedures for conducting right-to-work checks in accordance with the Immigration, Asylum and Nationality Act 2006, UK immigration rules, and Home Office guidance.
The purpose of this policy is to prevent illegal working while ensuring fair, consistent, and non-discriminatory recruitment practices.
This policy is based on the following legislation and official guidance:
Immigration, Asylum and Nationality Act 2006
Immigration Act 2014 and 2016
UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Home Office Employer’s Guide to Right to Work Checks
Failure to comply may result in civil penalties, criminal prosecution, reputational damage, and loss of business licences.
Hollborn Recruitment Ltd will not knowingly employ, place, or supply any individual who does not have the legal right to work in the United Kingdom.
We are committed to conducting right-to-work checks for all workers before employment or placement begins and, where necessary, during the course of their engagement.
All checks are conducted fairly, consistently, and without discrimination based on race, nationality, ethnicity, religion, or immigration status.
This policy applies to:
all job applicants
candidates placed with clients
company employees
temporary, permanent, and contract workers
agency or outsourced staff
It applies to all stages of recruitment, employment, and worker placement.
Senior management is responsible for:
ensuring effective right-to-work compliance systems are implemented
monitoring adherence to this policy
ensuring staff receive appropriate training
Recruitment and HR staff must:
follow this policy at all times
conduct right-to-work checks accurately
maintain complete and secure records
report concerns immediately
participate in relevant training
Failure to comply may result in disciplinary action.
Hollborn Recruitment Ltd accepts only documents approved by the UK Home Office.
British passport
Irish passport or passport card
Certificate of naturalisation with photo identification
Biometric Residence Permit (BRP) showing indefinite leave to remain
Biometric Residence Permit with limited leave
Visa contained in passport
Digital immigration status (eVisa)
Home Office share code
Home Office guidance is regularly reviewed to ensure document requirements remain current.
Hollborn Recruitment Ltd uses the legally recognised methods approved by the Home Office.
Where manual checks are permitted:
Original documents are obtained from the individual
Documents are checked in the presence of the holder (in person or via live video call)
Photographs and dates are verified
Documents are checked for signs of alteration or fraud
Clear copies are taken and securely stored
Copies are dated and signed to confirm the verification process.
For individuals with digital immigration status:
A Home Office share code is obtained from the candidate
The Home Office online checking service is accessed
Identity and work permissions are verified
Digital confirmation is retained
Online checks are mandatory for certain visa holders.
Where an individual cannot provide documentation due to ongoing Home Office processing, the Employer Checking Service (ECS) may be used.
If eligibility is confirmed, a Positive Verification Notice will be obtained and retained.
Right-to-work checks must be completed before employment or placement begins.
For individuals with time-limited permission, follow-up checks must be conducted before the expiry date.
No individual may begin work until the right-to-work check has been completed and recorded.
Hollborn Recruitment Ltd maintains secure records of all right-to-work checks.
Records include:
copies of documents or online verification results
date of the check
name of the staff member conducting the check
confirmation that the check was completed
Records are retained for:
the duration of employment or placement
plus two years after the engagement ends
This complies with Home Office and GDPR requirements.
All personal data collected during right-to-work checks is handled in accordance with:
UK GDPR
Data Protection Act 2018
Hollborn Recruitment Ltd Data Protection Policy
Data is:
stored securely
accessible only to authorised staff
used solely for compliance purposes
deleted when no longer required
Hollborn Recruitment Ltd is committed to fair and equal treatment.
Right-to-work checks are conducted:
for all applicants
at the same stage of recruitment
using consistent procedures
No individual will be treated less favourably because of nationality, accent, appearance, or immigration status.
If documents appear unclear, fraudulent, or inconsistent, staff must:
pause the recruitment process
report the issue to management
seek guidance from the Home Office where necessary
use the Employer Checking Service
Employment or placement will not proceed until legal eligibility is confirmed.
If illegal working is suspected, relevant authorities may be notified.
Relevant staff receive regular training covering:
right-to-work legislation
document verification procedures
online verification systems
fraud awareness
anti-discrimination practices
Training records are maintained for compliance purposes.
Hollborn Recruitment Ltd conducts regular internal compliance audits.
These may include:
reviewing document records
verifying visa expiry dates
testing procedures
identifying compliance risks
Audit results are reported to management and corrective actions are implemented where necessary.
Failure to comply with right-to-work requirements may result in:
civil penalties of up to £60,000 per illegal worker
criminal prosecution
loss of sponsor licence (if applicable)
reputational damage
termination of contracts
Staff who fail to follow procedures may face disciplinary action.
Any suspected breach of this policy must be reported immediately to senior management.
All reports will be investigated promptly and confidentially.
Individuals who raise concerns in good faith will be protected from retaliation under whistleblowing protections.
