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Medsol Healthcare Services Limited, GPS Locums Limited, Healthcare Staffing Solutions Limited and The Endoscopy Group Limited Privacy Policy

Overview – the key information you should be aware of 

 

Who we are: We are Medsol Group Limited (“Medsol”), GPS Locums Limited (“GPS”), Healthcare Staffing Solutions Limited (“HSS”) and The Medical and Diagnostic Care Group Limited (“MDCG”) all of which are either healthcare recruitment companies or medical service companies:    

Medsol supplies temporary healthcare workers to the NHS and Private sector through all of the major national framework agreements, supplying fully vetted and compliant Doctors and Nurses in all grades and specialisms. 

GPS supplies temporary healthcare workers to the NHS and Private sector through all of the major national framework agreements, supplying fully vetted and compliant Doctors and Nurses in all grades and specialisms. 

HSS supplies temporary healthcare workers to the NHS and Private sector, supplying fully vetted and compliant Doctors and Nurses in all grades and specialisms. 

MDCG supplies specialist medical insourcing services to the NHS and Private sector, supplying a fully vetted, efficient and compliant service. 

  

If you need it, Medsol’s company number is 04522585, GPS’s company number is 08147160, HSS’s company number is 10326674 and MDCG’s company number is 09853305.  All have a registered office at Ground Floor, 90, 96 Victoria Rd, Chelmsford CM1 1QU. All references in this policy to “Medsol/GPS/HSS/MDCG”, “our”, “us” or “we” refer to Medsol /GPS/HSS/MDCG, or our group companies as appropriate.   

All references in this policy to “our website”, are a reference to the websites owned by Medsol and/or GPS, HSS and MDCG at http://www.medsolgroup.co.uk/. http://www.gpslocums.co.uk/, https://healthcarestaffingsolutions.co.uk/, and https://mdcaregroup.co.uk / 

Our values and what this policy is for: We value your privacy and want to be accountable and fair to you as well as transparent with you in the way that we collect and use your personal information.  We also want you to know your rights in relation to your information which you can find here.  

In line with these values, this privacy policy tells you what to expect when we collect and use personal information about you.  We have tried to make it easy for you to navigate so you can find the information that is most relevant to you and our relationship with you.  

We are always looking to improve the information we provide to our customers and contacts so if you have any feedback on this privacy policy, please let us know using our contact details in section 12. 

 

Who this policy applies to:  This policy applies to: 

Visitors to our website [2.4,3]; 

Candidates and placed consultants (including their referees) [1.1,2.1, 3.1, 3.4, 4.1]; 

Hiring managers at clients and prospective clients (to whom we send marketing communications) [2.3,3.2, 3.3, 4.2]; 

People who contact us with enquiries [2.4,3.4]; 

Our contacts at master vendor organisations and umbrella companies with whom we deal in connection with the supply of healthcare professionals we place with our clients [2.3,3.2, 4.2]; and 

Depending on our relationship, we will collect and use your information in different ways.  Please click on the links above to find out the information that we collect about you and how we use this information. 

 

The way in which we collect your data will depend on how it comes into our organisation.  This will be:   

(a)           as a result of you registering with us via our website at http://www.medsolgroup.co.uk/, http://www.gpslocums.co.uk/ https://healthcarestaffingsolutions.co.uk/ and https://mdcaregroup.co.uk / (the “Site“); or 

(b)           as a result of you responding to an advertisement posted by us on a job board, online CV library or via social media; or 

(c)           as a result of us matching your CV, as uploaded by you onto a job board, online CV library or a social media site, to a vacancy we are seeking to fill for one of our clients; or 

(d)           as a result of a telephone conversation we have with you; or 

(e)           as a result of a personal recommendation; or 

(f)            from a company website; or 

(g)           from your business card; or 

(h)           in the course of us providing permanent and/or temporary recruitment services or services involving the subcontracting of statements of work, to you (“Services“); or 

(i)            as a result of our market research; 

where “you” are a candidate, consultant, client contact or contact at any other organisation involved in the introduction and/or supply of a candidate’s or consultant’s services, such as a contact at a master vendor, consultancy company, personal service company or umbrella company.   

 

References in this policy to: 

“hirer” and “client” mean any hiring organisation to whom we offer and/or provide recruitment, resourcing and/or consultancy services; 

“client contact” means a hiring manager or procurer/recipient of consultancy services at a client; 

“candidate” means a potential or actual candidate for a role with a client; 

“consultant” means a person whose services are supplied via Medsol/GPS/HSS/MDCG to work on temporary assignment with a hirer, or, in the case of a consultancy supply, any consultant assigned by the relevant consultancy to work on the consultancy services. 

Specifically, this privacy policy provides you with details about the personal information we collect and hold about you, how we use your personal information, and your rights regarding your personal information.  

 

It does not cover any use of your personal information by: 

 

an actual or potential employer or hirer; 

an umbrella company; or 

any other organisation involved in the supply of your services or consultancy via us to a hirer, 

to whom we provide your personal information as part of the recruitment or consultancy process. That use will be governed by the relevant employer’s, hirer’s, master vendor’s or Umbrella Company’s privacy policy. 

 

What this policy contains: This privacy policy describes the following important topics relating to your information (you can click on the links to find out more): 

  1. How we obtain your personal information;
  2. What information we collect about you
  3. Collection of your personal information and how we use it:
  4. Our legal basis for using your personal information;
  5. How and why we share your personal information;
  6. How long we store your personal information;
  7. Your rights;
  8. Marketing;
  9. Where we may transfer your personal information;

10.Risks and how we keep your personal information secure; 

11.Links to other websites; 

12.Changes to this privacy policy; and 

13.Further questions and how to make a complaint. 

Your rights to object: You have various rights in respect of our use of your personal information as set out in section 7.  Two of the fundamental rights to be aware of are that you may: 

  1. ask us to stop using your personal information for direct-marketing purposes.  If you exercise this right, we will stop using your personal information for this purpose.
  2. ask us to consider any valid objections which you have to our use of your personal information where we process your personal information on the basis of our, or another person’s, legitimate interest. 

You can find out more information in section 7. 

 

What you need to do and your confirmation to us: Please read this privacy policy carefully to understand how we handle your personal information. By engaging with us in the ways set out in this privacy policy, you confirm that you have read and understood the entirety of this privacy policy, as it applies to you. 

  

 

  

 

The detail – the key information you should be aware of 

 

  1. How we obtain your personal information

1.1          Candidates and Consultants: we will collect information about you when: 

(a)           you access and browse our Site (including when you submit personal information to us through data entry fields on our website); or 

(b)           you respond to an advert posted by us whether via a job board, LinkedIn or other social networking site; or 

(c)           we download details uploaded by you onto a job board, LinkedIn or other social networking site in relation to a vacancy we are seeking to fill for one of our clients; or 

(d)           we download details uploaded by you onto a job board, LinkedIn or other social networking site in connection with  our internal market research ; or 

(e)           you contact us or we contact you by phone, email or otherwise; or 

(f)            you register with us; or 

(g)           we provide Services to you or to an actual or a potential hirer of your services; or 

(h)           we contact you with a view to providing Services to you; or 

(i)            we request your information from universities, Royal Colleges, NHS Trusts or Occupational Health Departments as part of your registration and background checks we are required to carry out before placing you; or 

(j)            we request a reference from one or more of your referees; 

(k)           we provide on-boarding services to a hirer of your services, 

(l)            you submit your time records to us; 

(m)          we liaise with your umbrella company regarding contractual terms, hours worked and payment for your services. 

(n)           after one of our third party interview team conducts an interview with you, we liaise with the third party interview team. 

(o)           we liaise with agencies or training providers to verify documents 

1.2          We may also obtain your information from third parties such as our clients, umbrella companies, master vendors, market research companies, our suppliers, group companies, public websites and public agencies. 

1.3          You may give us personal information about yourself by using the online forms provided on our website, completing our registration form or by contacting us by phone, email or other means. This includes, for example, where you provide your personal information to us in order to receive information or Services from us. 

  1. What information we will collect about you

2.1          Candidates and Consultants:  

(a)           At the pre-registration stage we will normally only collect the following information from or about you: 

(i)            name, phone and e-mail details 

(b)           As part of our registration process we will collect the following further information from or about you: 

(i)            name 

(ii)           address; 

(iii)          phone and e-mail details; 

(iv)          your bank details 

(v)           multiple proof of addresses 

(vi)          a copy of your passport details including your passport photograph; 

(vii)         ethnic origin 

(viii)        your current and previous employment/work details, including job title and employer; 

(ix)          any professional certifications relevant to the role you seek to work in, education and qualifications, skills, career history, salary/fee range, right to work status, citizenship, and any other information relevant or required by law to enable us to provide the Services; 

(x)           any other information which you include in your CV or a completed application form; 

(xi)          any information which has been published or made available on a social media profile or job board (whether by you or a third party), or in any news media; 

(xii)         details of your umbrella company or personal service company; 

(xiii)        the contract we hold with you, your umbrella company or personal service company relating to the work you do or will do for our client, including timesheet data and charge rates relating to the work you perform under or as a result of that contract; 

(xiv)        details of your referees and emergency contacts; 

(xv)         references from third parties such as previous employers and nominated referees; 

(xvi)        the results of pre-employment screening or vetting checks which we are asked or required to undertake in relation to you (including the results of any Disclosure and Barring checks and any information you provide relating to current and/or spent criminal convictions carried out on behalf of the client during the on boarding process); 

(xvii)       Immunisation certificates 

(xviii)      Health declaration form 

(xix)        training certificates 

(xx)         appraisal details 

(xxi)        GMC or NMC documents 

(xxii)       Qualifications 

(xxiii)      Professional indemnity information 

(xxiv)      any e mail communications, including attachments, which you send to us; 

(xxv)       the results of any right to work checks we are required to carry out by our client; 

(xxvi)      your time worked on an assignment. 

You can update your CV or personal data at any time by forwarding a copy to [email protected], [email protected], [email protected] and [email protected]             

 

2.2          Referees and emergency contacts: the personal information we collect about you where “you” are a referee or emergency contact.  We collect basic contact details (such as name, title, address, email and tel) so that we can contact you for a reference or as an emergency contact for one of our candidates/consultants. 

2.3          Client contacts:  the personal information we collect about you where “you” are a contact at one of our clients or at master vendor, umbrella company or personal service company involved in the supply of a person’s services to a hirer. 

We need to collect information about you as an essential part of providing our Services. When: 

 

(a)           we contact you with a view to providing Services to you; or 

(b)           you email us expressing an interest in working with us; 

(c)           you provide us with your business card or other information provided to us, given to our employees at sales and marketing events; 

(d)           you post information or advertisements on job boards or social media websites; 

(e)           we provide Services to you as an actual or a potential hirer of your services; or 

(f)            we complete contractual documentation relevant to the Services, 

we will usually collect the following information from or about you: 

 

(g)           your name; 

(h)           your phone and e-mail details; 

(i)            details of your role, title and responsibilities within your organisation; 

where “you” are a client contact: 

 

(j)            any opinion or feedback you share with us regarding a candidate or consultant; 

(k)           details of any queries you raise with us regarding the Services; 

(l)            details of any recruitment, resourcing or consultancy requirements or plans you share with us. 

In some cases we regard you as both a candidate and a client contact.  Where this is the case please read the sections below relating to candidates and client contacts and how we will use your personal information. 

 

2.4          All Visitors to our website – what personal information we collect about you 

(a)           We, or third parties on our behalf, may collect and use any of the following information about you: 

(i)            your name; 

(ii)           your postal address; 

(iii)          your email address; 

(iv)          your telephone number; 

(v)           information provided when you correspond with us; 

(vi)          any updates to information provided to us; 

(vii)         personal information we collect about you or that we obtain from our third party sources; 

(viii)        the following information created and recorded automatically when you visit our website: 

(A)          Technical information. This includes: the Internet protocol (IP) address used to connect your computer to the internet address; the website address and country from which you access information; the files requested; browser type and version; browser plug-in types and versions; operating system; and platform. We use this personal information to administer our website, to measure the efficiency of our systems and to undertake an analysis on the locations from which people access our webpages; 

(B)          Information about your visit and your behaviour on our website (for example, the pages that you click on).  This may include the website you visit before and after visiting our website (including date and time), time and length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, traffic data, location data, weblogs and other communication data and information provided when requesting further service or downloads; and 

(b)           How we use your personal information 

We will collect, use and store the personal information listed above for the following reasons: 

(i)            to allow you to access and use our website; 

(ii)           to receive enquiries from you through the website about our retirement living services including our properties; 

(iii)          for improvement and maintenance of our website and to provide technical support for our website; 

(iv)          to ensure the security of our website; 

(v)           to recognise you when you return to our website, to store information about your preferences, and to allow us to customise the website according to your individual interests; and 

(vi)          to evaluate your visit to the website and prepare reports or compile statistics to understand the type of people who use our website, how they use our website and to make our website more intuitive. Such details will be anonymised as far as reasonably possible and you will not be identifiable from the information collected. 

(c)           A word about cookies 

(i)            Some pages on our website use cookies, which are small files placed on your internet browser when you visit our website. We use cookies in order to offer you a more tailored experience in the future, by understanding and remembering your particular browsing preferences.  

(ii)           Where we use cookies on our website, you may block these at any time. To do so, you can activate the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies), you may not be able to access all or parts of our website or to use all the functionality provided through our website. 

(iii)          For detailed information on the cookies we use and the purposes for which we use them, please refer to our cookies policy here 

  1. How we use your personal information and our lawful bases for processing your personal data

3.1          Candidates and consultants: we collect, store and use information that we obtain in relation to you for our legitimate interests: 

(a)           so that we can contact you (via email, SMS, phone, WhatsApp or Skype ) about permanent and/or temporary opportunities and assignments that we believe you will be interested in; 

(b)           to assess your suitability to work in a healthcare role and to help us to provide suitable candidates for our clients who engage us to assist them fulfil their recruitment and resourcing requirements; 

(c)           to provide a channel through which you can submit your CV for general applications, to apply for specific jobs or to subscribe to our job alerts; 

(d)           to match your details with vacancies, to assist us in finding a position that is most suitable for you and to send your information to clients for potential jobs. Please note that we will always obtain verbal or written consent before presenting your personal details to a client; 

(e)           to enter into and administer contracts which are necessary in order for your services to be supplied or made available to a hirer; 

(f)            to make payments, in respect of any services you provide via us to our client, to your personal service company or umbrella company; 

(g)           to provide recruitment-related support; 

(h)           to notify of any communications intended for you from the hirer; 

(i)            to carry out market research for our internal use; 

(j)            to develop an industry-relevant database of candidates and clients to help meet our clients’ resourcing requirements and connect candidates with work opportunities; 

(k)           for internal record keeping purposes; 

(l)            to carry out compliance checks to ensure that whoever is paying you is complying with tax and national insurance law; 

(m)          to carry out services that we, you or our client have requested including work-related references, qualifications and criminal references checking services, verification of the details you have provided from third party sources, psychometric evaluations or skills tests; 

(n)           to inform you of Medsol/GPS/HSS/MDCG networking and other career-development related events and news articles. 

3.2          Clients: We will collect, use and store the personal information listed above for the following reasons: 

(a)           to provide you with our Services; 

(b)           to deal with any enquiries or issues you have about our Services and/or candidates; 

(c)           to provide support for any issues you have regarding candidates and/or consultants placed by us; 

(d)           to send you certain communications (including by email or post) about our Services such as service announcements and administrative messages (for example, setting out changes to our terms and conditions and keeping you informed about our fees and charges); 

(e)           to carry out statistical analysis and market research; 

(f)            if you have consented or, otherwise, if it is in our legitimate interests, for business development and marketing purposes, to contact you (including by email or post) with information about our Services and any related events which either you request, or which we feel will be of interest to you (including newsletters).   

3.3          Prospective clients to whom we market our Services 

(a)           We, or third parties on our behalf, may collect and use any of the following information about you: 

(i)         your name; 

 

(ii)         your postal address; 

 

(iii)        your email address; 

 

(iv)        your telephone number; 

 

(v)        information about your preferences 

 

(b)           How we use your personal information 

We will collect, use and store the personal information listed above, if you have consented or, otherwise, if it is in our legitimate interests, for business development and marketing purposes, to contact you (including by email, telephone or post) with information about our products and services which either you request, or which we feel will be of interest to you (including newsletters).  

3.4          People who contact us with enquiries 

(a)           We will collect and use any of the following information about you: 

(i)         your name; 

 

(ii)         your postal address; 

 

(iii)        your email address; 

 

(iv)        your telephone number; 

 

(v)        information provided when you correspond with us; 

 

(vi)        any updates to information provided to us. 

 

(b)           How we use your personal information 

We will collect, use and store the personal information listed above to deal with any enquiries or issues you have about our Services any questions you may have about how we collect, store and use your personal information, or any requests made by you for a copy of the information we hold about you.  If we do not have a contract with you, we may process your personal information for these purposes where it is in our legitimate interests for customer services purposes. 

(c)           Source of personal information.  We may receive some of your personal information from third party sources, such as your employer or your employer’s company website. We may also collect this personal information from publicly-available sources, such as LinkedIn. 

3.5          Whatever our relationship with you is, we may also collect, use and store your personal information for the following additional reasons: 

(a)           to deal with any enquiries or issues you have about how we collect, store and use your personal information, or any requests made by you for a copy of the information we hold about you.  If we do not have a contract with you, we may process your personal information for these purposes where it is in our legitimate interests for customer services purposes; 

(b)           to comply with any procedures, laws and regulations which apply to us – this may include where we reasonably consider it is in our legitimate interests or the legitimate interests of others to comply, as well as where we are legally required to do so; 

(c)           to establish, exercise or defend our legal rights – this may include where we reasonably consider it is in our legitimate interests or the legitimate interests of others, as well as where we are legally required to do so. 

3.6          Further processing 

We will not use your personal information in any way that is incompatible with the purposes set out in this section 3.  Please contact us using the details in section 2.1 if you want further information on the analysis we will undertake to establish if a new use of your personal information is compatible with these purposes. 

  1. Legal basis for use of your personal information

4.1          Candidates and Consultants: We consider that the legal bases for using your personal information as set out in this privacy policy are as follows: 

(a)           The storage and use of your personal information allows you to be contacted about roles which we think will be of interest to you, now or in the future, and we do not believe that this storage and use will unduly prejudice your rights or freedoms. 

(b)           We will store and use your personal information in order to comply with relevant legal obligations to which Medsol/GPS/HSS/MDCG is subject, including carrying out: 

(i)            verification of your identity to comply with The Conduct of Employment Agencies and Employment Businesses Regulations 2003; 

(ii)           right to work checks to comply with relevant immigration legislation; 

(c)           Where you are successful in securing assignment or consultancy work with one of our clients we will store and use your personal information for the purposes of completing and administering contracts with your chosen personal service company, umbrella company or consultancy company and for processing payment to such company in respect of services you (or your consultancy) have performed for our client.  Such processing will be for our legitimate interests so that we can provide Services to you and our client.  We do not believe that this storage and use of your personal information will unduly prejudice your rights or freedoms. 

(d)           Such processing will also be necessary for the performance of a contract to which you are party (i.e. your contract with the company with whom you work to provide assignment/consultancy services) and/or in order to take steps prior to you entering into such contract, including contracts we enter into with the client relating to the provision of your services or consultancy services. 

(e)           Information about your health and medical records: we will use your special categories of data (such as health and wellbeing information) where you have provided your consent (which you may withdraw at any time after giving it, as described below). Specifically we will use your health and disability information as provided by a part of your registration including; 

(i)            any updates to that information; 

(ii)           your Immunisation records; 

(iii)          your Occupational health 

(iv)          any further information regarding your health or medical records which come to light to us during the recruitment process or during your time on assignment with our client(s); 

(v)           any absence from work you may require due to illness or disability or for the purpose of attending medical appointments.  Such information will typically include doctors’ sick notes and hospital admission letters.  We will share this information with the relevant client. 

(f)            Information about your criminal record:  we will also collect information (including from you and via DBS checks) about your criminal record, including information about unspent and spent convictions, where you have provided your consent (which you may withdraw at any time after giving it, as described below). This includes: 

(i)            information you provide to us in this registration form; 

(ii)           any DBS check certificate(s) you provide to us; 

(iii)          the results of any DBS checks we carry out on you. 

We may process your personal information in some cases for marketing purposes on the basis of your consent (which you may withdraw at any time after giving it, as described below). 

(g)           If we rely on your consent for us to use your personal information in a particular way, but you later change your mind, you may withdraw your consent by contacting us at [insert relevant contact details] and we will stop doing so. However, if you withdraw your consent, this will impact the ability for us to be able to provide our recruitment Services to you because, placing healthcare professionals in healthcare roles requires us to use of your special categories of data such as health information. 

4.2          Our use of your personal information where “you” are a client contact is: 

(a)           necessary to perform our obligations under any contract with you (for example, to supply our Services to you, to comply with the terms of use of our website which you accept by browsing our website and/or to comply with our contract to provide services to you); or 

(b)           necessary for complying with our legal obligations (for example, to comply with our obligations under the Conduct of Employment Agency and Employment Businesses Regulations 2003, immigration law and tax law); or 

(c)           where neither (i) nor (ii) above apply, use of your personal information is necessary for our legitimate interests or the legitimate interests of others (for example, to ensure the security of our website). Our legitimate interests are to: 

(d)           send you the details of candidates and consultants and contact you about our Services; 

(e)           contact you to receive and administer any Services which your organisation has requested.  

(f)            run, grow and develop our business relationship with you; 

(g)           operate our website; 

(h)           select appropriately skilled and qualified candidates; 

(i)            marketing, market research and business development; 

(j)            provide recruitment Services to our Clients make and receive payment and provide customer services; 

(k)           place, track and ensure fulfilment of orders with our suppliers; and 

(l)            for internal group administrative purposes. 

(m)          In the case of contacts at umbrella companies and personal service companies this allows you to be contacted to receive details of current and future assignments, related timesheet data and payment details. 

4.3          We do not believe that this storage and use of your personal information will unduly prejudice your rights or freedoms. 

4.4          If we rely on our (or another person’s) legitimate interests for using your personal information, we will undertake a balancing test to ensure that our (or the other person’s) legitimate interests are not outweighed by your interests or fundamental rights and freedoms which require protection of the personal information.  You can ask us for information on this balancing test by using the contact details at section 13. 

  1. How and why we share your personal information with others

5.1          We may share your personal information between Medsol, GPS, HSS and MDCG and with our group companies where it is in our legitimate interests to run, grow and develop our business and for internal administrative purposes (for example, ensuring consistent and coherent delivery of our Services to candidates and clients, corporate strategy, compliance, auditing and monitoring, research and development and quality assurance).    

5.2          Where personal information is shared with clients, hirers, umbrella companies, personal services companies or managed service providers in the circumstances described above, then those organisations will handle your personal information in line with their own privacy policies. 

5.3          We will disclose information under the following circumstances: 

(a)           Service and website usage information: When we share anonymous information generated by our Services with our clients. 

(b)           Third-party service providers: When we share information with third-party service companies for them to facilitate and support us in the provision of the Services. This includes: 

(i)            IT support service providers; 

(ii)           providers of credit reference, vetting and screening services; 

(iii)          payment processors and software providers; 

(iv)          CV formatting service providers. 

5.4          These organisations are appointed by Medsol/GPS/HSS/MDCG as data processors and authorised to use your personal information only as necessary to provide the relevant services to us. These organisations are required to process such information based on our instructions and in accordance with this privacy policy. They do not have any independent right to share this information. 

5.5          Group companies: We provide your personal information to our subsidiaries or affiliated companies for the purpose of processing personal information on our behalf to provide the Site and the Services. These parties are required to process such information based on our instructions and in accordance with this privacy policy. They do not have any independent right to share this information. 

5.6          Compliance with laws and legal proceedings: When we have a legal duty to respond to court orders, or legal process, or to establish or exercise our legal rights or defend against legal claims. When we believe it is necessary to share information in order to investigate, prevent or take actions against illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our terms of use, or as otherwise required by law.  

5.7          To enforce or apply our terms and conditions or any other agreement or to respond to any claims, to protect our rights or the rights of a third party, to protect the safety of any person or to prevent any illegal activity. 

5.8          To protect the rights, property, or safety of Medsol/GPS/HSS/MDCG, our staff, our clients or other persons. This may include exchanging personal information with other organisations for the purposes of fraud protection and credit risk reduction. 

5.9          Merger or acquisition: When we need to transfer information about you if we are acquired by or merged with another company.  If we are involved in a merger, acquisition, or sale of all or a portion of its assets, you will be notified by email and/or a prominent notice on our Site of any change in ownership or uses of your personal information, as well as any choices you have regarding your personal information. 

If we disclose personal data to a prospective purchaser of our business or any part of it we will ensure that your privacy is protected. 

5.10        Recruitment, resourcing and consultancy services: When we are using your personal information in the context of our recruitment, resourcing or consultancy services, then we will  share your personal information with clients where we believe that you or your consultancy services will be appropriate for a particular role or vacancy with that client.  

5.11        Umbrella companies, personal service companies consultancy companies:  When you inform us that you are supplying or intend to supply your services via Medsol/GPS/HSS/MDCG to a client through an umbrella company, personal service company or consultancy company. 

5.12        Recruitment Process Outsourcing and Master Vendors:  In certain cases, an organisation such as a master vendor will act as a gateway for the supply of Services made via Medsol/GPS/HSS/MDCG to the hirer.  Where this is the case, we will share your information with such organisations to the extent that it is necessary for the purposes of the Services. 

5.13        Any third parties with whom we share your personal information are limited (by law and by contract) in their ability to use your personal information for any purpose other than to provide services for us. We will always ensure that any third parties with whom we share your personal information are subject to privacy and security obligations consistent with this privacy policy and applicable laws.  

5.14        We may also disclose and use anonymised, aggregated reporting and statistics about users of our website or our goods and services for the purpose of internal reporting or reporting to our group or other third parties, and for our marketing and promotion purposes. None of these anonymised, aggregated reports or statistics will enable our users to be personally identified. 

5.15        Save as expressly detailed above, we will never share, sell or rent any of your personal information to any third party without notifying you and, where necessary, obtaining your consent. If you have given your consent for us to use your personal information in a particular way, but later change your mind, you should contact us and we will stop doing so. 

  1. How long we store your personal information

We keep your personal information for no longer than necessary for the purposes for which the personal information is processed.  The length of time we retain personal information for depends on the purposes for which we collect and use it and/or as required to comply with applicable laws and to establish, exercise or defend our legal rights. 

  1. Your rights

7.1          You have certain rights in relation to your personal information. If you would like further information in relation to these or would like to exercise any of them, please contact us via email at [email protected], [email protected], [email protected] and [email protected] at any time. You have the following rights: 

(a)           Right of access.  You have a right of access to any personal information we hold about you.  You can ask us for a copy of your personal information; confirmation whether your personal information is being used by us; details about how and why it is being used; and details of what safeguards are in place if we transfer your information outside of the European Economic Area (“EEA“). 

(b)           Right to update your information.  You have a right to request an update to any of your personal information which is out of date or incorrect. 

(c)           Right delete your information.  You have a right to ask us to delete any personal information which we are holding about you in certain specific circumstances.  You can ask us for further information on these specific circumstances by contacting us using the details in section 13. 

We will pass your request onto other recipients of your personal information unless that is impossible or involves disproportionate effort.  You can ask us who the recipients are using the contact details in section 13. 

 

(d)           Right to restrict use of your information: You have a right to ask us to restrict the way that we process your personal information in certain specific circumstances.  You can ask us for further information on these specific circumstances by contacting us using the details in section 13.  

We will pass your request onto other recipients of your personal information unless that is impossible or involves disproportionate effort.  You can ask us who the recipients are using the contract details in section 13. 

(e)           Right to stop marketing: You have a right to ask us to stop using your personal information for direct-marketing purposes.  If you exercise this right, we will stop using your personal information for this purpose. 

(f)            Right to data portability: You have a right to ask us to provide your personal information to a third party provider of services.  

This right only applies where we use your personal information on the basis of your consent or performance of a contract; and where our use of your information is carried out by automated means. 

(g)           Right to object.  You have a right to ask us to consider any valid objections which you have to our use of your personal information where we process your personal information on the basis of our or another person’s legitimate interest.  

7.2          We will consider all such requests and provide our response within a reasonable period (and in any event within one month of your request unless we tell you we are entitled to a longer period allowed by applicable law). Please note, however, that certain personal information may be exempt from such requests in certain circumstances, for example if we need to keep using the information to comply with our own legal obligations or to establish, exercise or defend legal claims.  

7.3          If an exception applies, we will tell you this when responding to your request.  We may request you provide us with information necessary to confirm your identity before responding to any request you make.  

  1. Marketing

8.1          We may collect and use your personal information for undertaking marketing by email telephone and post. 

8.2          We may send you certain marketing communications (including electronic marketing communications to existing customers) if it is in our legitimate interests to do so for marketing and business development purposes. 

8.3          However, we will always obtain your consent to direct marketing communications where we are required to do so by law and if we intend to disclose your personal information to any third party for such marketing.  

8.4          If you wish to stop receiving marketing communications, you can contact us by email at [email protected], [email protected], [email protected] and [email protected] 

Where we may transfer your personal information 

9.1          Your personal information may be used, stored and/or accessed by staff operating outside the EEA working for us, other members of our group or suppliers. If we have obtained consent to contact a referee outside of the EEA then we will pass on the necessary data to obtain the reference. Further details on to whom your personal information may be disclosed are set out in section 5. 

 

9.2          If we provide any personal information about you to any such non-EEA members of our group or suppliers, we will take appropriate measures to ensure that the recipient protects your personal information adequately in accordance with this privacy policy.  These measures may include the following permitted in Articles 45 and 46 of the General Data Protection Regulation: 

 

(a)           in the case of US based entities, entering into European Commission approved standard contractual arrangements with them, or ensuring they have signed up to the EU-US Privacy Shield (see further https://www.privacyshield.gov/welcome); or 

 

(b)           in the case of entities based in other countries outside the EEA, entering into European Commission approved standard contractual arrangements with them. 

 

9.3          Further details on the steps we take to protect your personal information, in these cases is available from us on request by contacting us by email at [email protected], [email protected], [email protected] and [email protected] at any time. 

 

  1. Risks and how we keep your personal information secure

10.1        The main risk of our processing of your personal information is if it is lost, stolen or misused.  This could lead to your personal information being in the hands of someone else who may use it fraudulently or make public information that you would prefer to keep private. 

10.2        For this reason, Medsol/GPS/HSS/MDCG is committed to protecting your personal information from loss, theft and misuse.  We take all reasonable precautions to safeguard the confidentiality of your personal information, including through use of appropriate organisational and technical measures. For example physical access controls to premises, staff training, locking files away, ISO accreditation, encryption, passwords for systems access, anti-virus software. 

10.3        In the course of provision of your personal information to us, your personal information may be transferred over the internet.  Although we make every effort to protect the personal information which you provide to us, the transmission of information over the internet is not completely secure. As such, you acknowledge and accept that we cannot guarantee the security of your personal information transmitted to our website and that any such transmission is at your own risk. Once we have received your personal information, we will use strict procedures and security features to prevent unauthorised access to it. 

10.4        Where we have given you (or where you have chosen) a password which enables you to access your online account, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. 

  1. Links to other websites

Our website may contain hyperlinks to websites that are not operated by us. These hyperlinks are provided for your reference and convenience only and do not imply any endorsement of the activities of such third-party websites or any association with their operators. This privacy policy only applies to the personal information that we collect or which we receive from third party sources, and we cannot be responsible for personal information about you that is collected and stored by third parties. Third party websites have their own terms and conditions and privacy policies, and you should read these carefully before you submit any personal information to these websites. We do not endorse or otherwise accept any responsibility or liability for the content of such third party websites or third party terms and conditions or policies. 

  1. Changes to our privacy policy

We may update our privacy policy from time to time. Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by post or email. Please check back frequently to see any updates or changes to our privacy policy. 

  1. Further questions and how to make a complaint

13.1        If you have any queries or complaints about our collection, use or storage of your personal information, or if you wish to exercise any of your rights in relation to your personal information, please contact [email protected], [email protected], [email protected] and [email protected]. We will investigate and attempt to resolve any such complaint or dispute regarding the use or disclosure of your personal information. 

13.2        In accordance with Article 77 of the General Data Protection Regulation, you may also make a complaint to the Information Commissioner’s Office, or the data protection regulator in the country where you usually live or work, or where an alleged infringement of the General Data Protection Regulation has taken place.  Alternatively, you may seek a remedy through the courts if you believe your rights have been breached. 

The practices described in this privacy policy statement are current as of 23rd May 2018.