Candidate Privacy Notice

01Who this notice is for

This notice is for anyone who registers with us to find work, anyone we place in a permanent role or supply for temporary work, and people who give references for our candidates. It explains what we collect, why, who we share it with and your rights.

02Who we are

When we introduce you for a permanent role we act as an employment agency. When we supply you for temporary work we act as an employment business.

03What we collect and where from

We collect personal data from you directly, and from job boards where you have posted your CV, referees, previous employers, the NMC register, the Disclosure and Barring Service (through an umbrella body), the Home Office right to work service, and employers you are introduced to (for example, interview feedback).

At registration we ask for your contact details, profession, preferred region and type of work, your right to work status and your CV. If you progress towards a role, we will also ask for identity and right to work documents, your NMC PIN or other registration, qualification certificates, referee details, DBS details and a fitness to work declaration. If you take temporary work, we need bank, tax and National Insurance details.

Please do not include your date of birth, photograph or health information in your CV. We do not need them to consider you.

04How we use it and our lawful basis

05Special category and criminal offence data

Some roles require health information (for fitness to work and reasonable adjustments) and criminal record information (DBS checks). These have extra protection.

• Health information is processed under UK GDPR Article 9(2)(b) (employment and social security obligations) and Data Protection Act 2018 Schedule 1, Part 1, paragraph 1. We only collect what the role requires and store it separately with restricted access.
• Criminal record information is processed under UK GDPR Article 10 and Data Protection Act 2018 Schedule 1, including paragraph 1 (employment) and paragraph 18 (safeguarding of children and individuals at risk). We only request a DBS check at the level the role legally requires.
• Equal opportunities monitoring is optional, kept separately from your application and used only in anonymous form.

We have an Appropriate Policy Document that explains how we protect this information. You can ask for a copy.

06Who we share it with

• Employers and clients: we will always tell you about a role and get your agreement before we send your CV or details to an employer.
• The NMC, the DBS and our DBS umbrella body, and the Home Office, to carry out checks.
• Referees and previous employers, to verify your history.
• Payroll providers, HMRC and pension providers, if you take temporary work through us.
• Our service providers: recruitment database, email, cloud storage, hosting and IT support, acting on our instructions.
• Regulators and authorities: the DBS, the NMC, the Fair Work Agency, local authority safeguarding teams or the police, where the law requires it or to protect someone from harm.

07WhatsApp and international transfers

If you message us on WhatsApp, your messages are processed by Meta, which may transfer data to the United States. We use WhatsApp only for recruitment conversations you start or agree to. Do not send identity documents by WhatsApp unless we ask you to and confirm it is appropriate.

We do not otherwise routinely transfer candidate data outside the UK. Where a service provider processes data abroad, we rely on UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, or the International Data Transfer Agreement. If we introduce you to an employer outside the UK at your request, we will explain the safeguards first.

08How long we keep it

How long we keep candidate records

09Automated decisions

We do not make decisions about you based solely on automated processing, including profiling. A consultant reviews every application and decides whether to contact you about a role.

10Your rights

You can ask to access, correct or delete your data, restrict or object to how we use it, move it to another organisation, and withdraw consent (for example, to job alerts). Some records must be kept by law even if you ask us to delete them, such as payroll records and records we must keep under the Conduct Regulations. We will explain if this applies. See your data rights.

11Do you have to give us your data?

You do not have to register with us. But we cannot find you work without your contact details and CV, and we cannot introduce you for healthcare roles without completing the legally required checks. If you do not provide right to work evidence, the law prevents employers from employing you.

12Complaints

If you are unhappy with how we have used your personal data, you have the right to complain to us. Email complaints@kingsburypersonnel.com, use our online form, or follow our complaints procedure. We will acknowledge your complaint within 30 days (in practice we aim for 2 working days), look into it properly, keep you updated and tell you the outcome without undue delay.

You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113. The ICO will usually expect you to have raised the complaint with us first.