Privacy Policy

If you have any queries about this Privacy Notice or how we process or protect your personal information, please contact the Data Protection Officer at office@e-wf.co.uk

In this Privacy Notice the following terms have the following meanings: 'The Company' refers to Exact Workforce Ltd.

Who We Are

The Company is a recruitment business specialising in the medical, nursing and health sectors. We provide work-finding services to our clients and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, The Company acts as a 'data controller' this means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice in accordance with the General Data Protection Regulation.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you must be:

• Used lawfully, fairly and in a transparent way
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
• Relevant to the purposes we have told you about and limited only to those purposes
• Accurate and kept up to date
• Kept only as long as necessary for the purposes we have told you about
• Kept securely

How We Will Use Information About You

You may give your personal details to The Company directly, such as on an application or registration form, attendance at an event or via our website, or we may collect them from another source such as job boards and social media. The Company must have a legal basis for processing your personal data.

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

• Where we need to perform the contract we have entered into with you
• Where we need to comply with a legal obligation
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
• Where we need to protect your interests (or someone else's interests)
• Where it is needed in the public interest (or for official purposes)

Types of Personal Data We Collect

The Company will collect your personal data (which may include sensitive personal data if you give this to us) for the purposes of providing you with work-finding services. This includes:

• Full name and any previous names
• Address and contact details
• Gender and date of birth
• Regulatory Body Number if applicable
• Qualifications, work history, and education history
• Recruitment information (CV, application form, referees)
• Right to work status including nationality
• Bank account details, payroll records and tax status information
• Salary, annual leave, pensions and benefits information
• National Insurance number
• Performance information, references, complaints, investigations

Sensitive Personal Data

• Information about your race or ethnicity, religious beliefs, sexual orientation or political opinions
• Medical history and immunisation history
• Disability information
• Criminal convictions
• Regulatory body investigation or sanction history
• Next of Kin and emergency contact information

Who We Share Your Data With

The Company will process your personal data and/or sensitive personal data with the following recipients:

• Hospitals and Care Providers that we introduce or supply work seekers to
• Public information sources and third party organisations for suitability checks (e.g., DBS, NMC, HCPC)
• Third parties for occupational health screening and training
• Former or prospective employers for references
• Umbrella companies and other recruitment agencies in the supply chain
• Our insurers and legal advisers
• Government, law enforcement agencies and regulators

Data Retention

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws and contractual obligations may require us to keep different data for different periods of time.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003 require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

We are required to keep your payroll records, holiday pay, sick pay and pension's auto-enrolment records for as long as is legally required by HMRC.

Your Rights

Please be aware that you have the following data protection rights:

• The right to be informed about the personal data The Company processes on you
• The right of access to the personal data The Company processes on you
• The right to rectification of your personal data
• The right to erasure of your personal data in certain circumstances
• The right to restrict processing of your personal data
• The right to data portability in certain circumstances
• The right to object to the processing of your personal data
• The right not to be subjected to automated decision making and profiling
• The right to withdraw consent at any time

Where you have consented to The Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting the Data Protection Officer at office@e-wf.co.uk or by telephone on 020 3442 0079.

Automated Decision-making

The Company uses automated profiling to ensure that you are only contacted or only receive information that is relevant to your grade, band, training, qualifications and skills to match you to suitable opportunities or specific interests. We may also utilise your post code or preferred geographical location when matching against suitable opportunities.

Complaints or Queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact The Data Protection Officer at: