Our Privacy Promise
We promise that we’ll tell you how we use your data and we’ll only use it in providing you with recruitment services. Plus, we’ll make sure we collect and store your data securely.
The security of your data is our number one priority.
We have to collect and keep data about you, like your name, email address, CV for the minimum purpose of job search. We also have to share your data with our trusted partners, like potential employers, medical councils, government visa departments, and those third parties who help us to maintain our database, our server and those who keep them secure. This is required in order for us to provide the service you have requested from us and also allows us to fulfil our obligations to the organisations mentioned and identify you as a suitable candidate for them. We promise to collect, process, store and share your data safely and securely. We’ll also make sure that the other businesses we work with are just as careful with your data as far as possible.
We use data to help you find the right job.
We can use the basic information you share like your name email address and phone number, chosen speciality and preferred location to help us match you up with suitable jobs. If you choose to sign up for email marketing we can send you relevant job alerts as soon as they come in. We can also alert you to any upcoming events we are organising or attending. You can control these emails via your candidate portal or by emailing data@headmedical.com
We use data to help you shine to a potential employer.
We use your CV with the details of you qualifications and experience to show employers what a great candidate you are. We can also use your cover letter and collected references from your consented referee’s. Your personal data will be transmitted to a potential employer with your full knowledge. When you have an offer of employment, we will then share more of the personal documents that you have provided us with your new employer. For the purpose of the recruitment process, for back ground checks, referencing and your personal details as requested by the employer, our client.
We use data to help us apply for medical registration and visas in the country of your new employment.
We use the documents you provide to us, like your education and training certificates, letter of good standing, and references to help our dedicated team of registration consultants gain your medical registration and any relevant work visas. We share these documents on your behalf with these bodies for the purpose of your application. Again we will ensure as far as possible that clients respect your data privacy.
You’re in control of your data.
If you would like to stop receiving marketing from us, you can review and amend your preferences at any time by logging into your personal portal or emailing us at data@headmedical.com with the header 'Unsubscribe'. If the information we hold on you is wrong, you can either update this yourself via your personal portal, or email us at data@headmedical.com letting us know what needs updating.
If you are having difficulty logging into your personal portal please email us at data@headmedical.com
If you would like to be removed completely from our database and have all your personal data removed, you can email us at data@headmedical.com with the subject 'Remove'.
Please note that once removed we will no longer have access to any of your personal data, any previous communications or even the fact you asked to be removed. If your contact details are in the public domain then we may contact you again. There are occasions where we need to retain your records but we will not contact you if you do not want us to and we will delete them once they have been held for the statutory length of time.
Our Privacy Policy
1.   Who is responsible for your data
2.   Personal data we collect about you
3.   How and why we use your personal data
4.   Requesting access to your data
5.   Security of your personal data
6.   Cookies
7.   Sharing your personal data
8.   Updates to our privacy policy
9.   Contact Information
Head Medical is committed to protecting your safety and privacy – we take our responsibilities regarding the security of candidate and client information very seriously. This privacy policy explains what personal data we collect about you, how and why we use it, who we disclose it to, and how we protect your privacy.
1. Who is responsible for your data
Our Privacy Policy applies to the personal data that Head Medical collects and uses.
References in this Privacy Policy to “Head Medical”, “we”, “us” or “our” mean Head Medical 20 Alva Street, Edinburgh, UK, EH2 4PY – a subsidiary of Head Resourcing, a company registered in Scotland with registration no. SC 208 200 and registered at HM General Register House, 2 Princes Street, Edinburgh, EH1 3YY.
We control the ways your personal data is collected and the purposes for which your personal data is used by Head Medical and act as the 'data controller' for the purposes of the UK Data Protection Act 1998, Swiss Federal Act on Data Protection and the Ordinance, the General Data Protection Regulation, and other applicable European data protection legislation. Our current Data Protection Officer is Kirsty Godsal.
2. Personal data we collect about you and how we use it
When using the term “personal data” in our Privacy Policy, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold. Your personal data may include your name, your contact details, information relating to your recruitment needs, CV or application(s). This is data that you will provide us strictly for the purpose of your job search and recruitment process.
We collect some personal data from you, for example when you use our website, use our services or contact us in anyway. We may also receive your personal data from third party providers (for example if you sign up to job sites or online directories who then share your details to companies like us to provide users with relevant information that may be of professional interest).
For more information, please see section 7 below.
Categories of data we collect (and examples of when it may be collected).
We may collect and process the following categories of information about you:
Your name and surname and your contact details
(email address, telephone number and postal address Professional status, speciality and location interests and also your CV/covering letter if you choose to upload to our site) When you create an account on our website or contact us with an enquiry
Advanced Candidate Information. This information includes your CV, covering letter, information about your health, Medical council registration, criminal convictions and referee’s and your agreement for us to provide recruitment services on your behalf. When you agree to make an application to an employer
Information about your employment offer and contract, authorised reference collection, your acceptance.  Medical information such as health screening (e.g. Immunisation records, TB and HIV status)  (Please see our sensitive information section) When you are made an employment offer
Information about your medical registration application and supporting documents which we share with the appropriate Medical Council in the country you are moving to When we make the application on your behalf
Information about your Visa application and supporting documents which we will share with the appropriate immigration department in the country where you application lies and that of your family members if we are applying for visas on their behalf.  When we make the application on your behalf
Information on your payment details If we are involved in your payment process or to pass on to your employer or for applications made on your behalf in connection with medical registration or immigration. These details are deleted at the end of your application.
The communications you exchange with us (for example, your emails, letters, calls, or your messages) When you contact Head Medical or you are contacted by Head Medical
Information about how you use our website, such as your searches for jobs. When you navigate on our website 
Sensitive personal data 
In the course of providing services to you, we may collect information that could reveal your racial or ethnic origin, physical or mental health, religious beliefs or alleged commission or conviction of criminal offences or any investigations or limitations imposed by your current or previous medical councils.  Such information is considered “sensitive personal data” under the UK Data Protection Act 1998, The General Data Protection Regulation and other data protection laws. We only collect this information where you have provided it, it is necessary for the purposes outlined in this Privacy Policy, or you have deliberately made it public. 
For example, we may collect this information in the following circumstances:
Your new employer has requested it as part of the on boarding process (location dependent).
It is required by a medical Council in you applications for medical registration and a licence to practice
It is requested by government immigration body in order to make a visa application for you.
If you provide any sensitive personal data we will collect and use it in order to provide our recruitment services and in accordance with this Privacy Policy.
If you do not allow us to process any sensitive personal data, this will mean we may be unable to progress your application to certain regions of the globe but we are happy to have an open discussion with you if you have concerns, to find solutions.  You have the right to restrict processing of your personal data but it may affect your employment application if you do. Be assured that we only process what is needed to make your applications.
3. How and why we use your personal data
We use your personal data for the following purposes:
To communicate with you. To inform you about our vacancies, events and events we are attending that you may be interested in
We will send you marketing communications for example when you create an account on our website or you call or email us with enquiries or you apply to one of our job adverts from another site and you express a wish to receive such communications. You can also request us to send you marketing communications through managing your preferences in your personal portal or by emailing data@headmedical.com
If you are happy to receive marketing communications, we will provide you with employment opportunities via our job alert system and any up and coming events and any events we are hosting or attending.
Please note that we do not share your contact details or other personal data gathered for the purposes of recruitment with other companies for their marketing purposes.
If you decide you no longer wish to receive communications from us, tell us by emailing data@headmedical.com
You can also choose to opt out from receiving marketing communications at any time by clicking on the relevant unsubscribe link at the bottom of any marketing related email you receive from us.
If you have a Head Medical online personal portal, you can manage your marketing preferences through your account and can at any time opt out from receiving marketing communications, by clicking on the 'Contact Preferences' section of your candidate portal.
You can also call our Business Support team and express your preference to not receive marketing communications on +44 (0)131 240 5259 or send an email to data@headmedical.com with the header 'Unsubscribe'.
To comply with our legal obligations, for example, we will retain your records for a period of up to 12 months post-placement and in some cases 5 years.
4. Requesting access to your personal data
You have a right to request access to the personal data we hold about you. This could include any documents we have collected from you in the recruitment process.
If you would like to request a copy of your personal data, or have any questions in relation to your personal data, please email data@headmedical.com with the following information;
your full name
a description of the data that you are requesting
all email addresses (past and present)
From the date that we receive the request we have – under the relevant legislation – 30 days to process your request. Whilst we will endeavour to process your request in advance of this deadline, we cannot guarantee that this will be the case. Please note that the clearer and more specific your request the easier it will be to respond within the timeframe permitted. Conversely, any requests which are vague may not produce all or indeed any of the information you are looking for.
We may, in very exceptional circumstances, need to charge you for providing information requested to cover our costs but we will notify you of this.
5. Security of your personal data
We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. When you provide your personal data through our website or our representatives this information is transmitted across the internet securely using high-grade encryption.
As described in this Privacy Policy, we will in some instances need to disclose your personal data to third parties (with your consent) for the purpose of the recruitment process. Where Head Medical discloses your personal data to a third party, we require that third parties have appropriate technical and organisational measures in place to protect your personal data. We will inform you about the specific third parties with whom this information will be shared before doing so.
The information that you provide to us will be held in our systems, which are located on our premises or those of appointed third parties. We may also allow access to your information by third parties who act for us for the purposes described in this Privacy Policy. Your personal data may be accessed by and processed outside the European Economic Area (the European Economic Area being the European Union and Iceland, Liechtenstein and Norway, also referred to as the “EEA”) – including by staff operating outside the EEA who work for our clients in recruitment services (this includes staff engaged in, among other things, the processing of your application for employment, medical registration and visa application). Where your personal data are transferred outside of the EEA, we require that appropriate safeguards are in place and they comply with this policy.
Head Medical uses Pulsant and Mimecast for its email delivery service, Firefish as our database, Google Inc. for its web analytics service and ECS for its support application. We will retain your personal data for only as long as is necessary in order to fulfil our purposes set out in this Privacy Policy or in order to comply with the law.
6. Cookies or other tracking technologies
In order to improve our services, to provide you with more relevant content and to analyse how visitors use our website, we may use technologies, such as cookies. Please be aware that in the majority of cases we will not be able to identify you from the information we collect using these technologies.
Head Medical may set and access Cookies on your computer. Cookies may be placed on your computer when you visit certain parts of the website. Head Medical use these to identify and track visitors, their usage of the website, their access preferences and for advertising purposes. Currently we do not have the technical ability to get your express permission to opt out of our cookies so we encourage you to use your browser settings if you want to control these.
7. Sharing your personal data
Your personal data may be shared with other parties involved in your recruitment process including your new employer, the medical council of the country where that employer is located or intends to post you, the relevant department of immigration or other agencies involved in the accreditation required to gain medical registration. 
It may also be disclosed to a third party who acquires us, and the new owner or newly controlling party will, under the terms of this Policy, be permitted to use the data for the purposes for which it was supplied by you .
In the event that any data submitted by users will be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will be given the choice to have your data deleted or withheld from the new owner or controller.
We will only share minimal contact details with our partners who offer relevant services, with your consent. These services include financial services and international removal services. Please be assured that we only share your sensitive information with parties involved in your recruitment process, medical registration or visa application.
Third parties may share your data with us, for example job boards or online directories. If you do not wish to be informed about our job opportunities or forthcoming events you can be removed from the contact list provided by our supplier by emailing data@headmedical.com to unsubscribe. Head Medical cannot be responsible for the entry of your data onto these sources but will certainly action any requests not to be contacted by us and will always share with you how we received your information so you have greater control over your personal data.
8. Updates to our Privacy Policy
We may make changes to this Privacy Policy from time to time, including as part of the European data protection legislation which will start to apply on 25 May 2018 (the “General Data Protection Regulation”) – we will update the Privacy Policy and we will publish on our website any new version of this Policy.
9. Contact information
Questions, comments, requests and complaints regarding this privacy policy are welcomed and should be addressed to Kirsty Godsal.
10. Making a complaint
If you feel you would like to make a complaint about us, you can approach the Information Commissioner’s Office via their website or call their hotline on 0303 123 1113.