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.
Safety is our number one priority
We have to collect and keep a little 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 our clients who are your potential employer, Medical Councils and Government Visa bodies 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 such as your name, email address, 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 up and coming events we are coordinating or attending. You can control these emails via your candidate portal or by emailing email@example.com
We use data to help you shine to a potential employer
We use your CV with the details of your qualifications and experience to show employers what a great candidate you are. We can also use your covering 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. This is for the purpose of the recruitment process, for background checks, referencing and your personal details as requested by the employer, our client.
We use data to help us apply for Medical Registration and Visa’s in the country of your new employment
We use the documents you provide to us, such as education and training certificates, letter of good standing and references to help our dedicated team of registration consultants gain your medical registration and Visa. 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 emails from us, you can review and amend your preferences at any time by logging into your personal portal or emailing us at firstname.lastname@example.org with the header “Unsubscribe”. If the information we hold on you is wrong, you can update this yourself via your personal portal or email us at email@example.com, let us know what needs updating and we will correct it for you.
If you are having difficulty logging into your personal portal please email us at firstname.lastname@example.org
If you would like to be removed completely from our database and all personal data removed, you can email us at email@example.com with the subject “Remove”.
Please note once removed we will no longer have access to any of your personal data, any previous communication or the fact you have been 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.
- Who is responsible for your data
- Personal date we collect about you
- How and why we use your personal data
- Requesting access to your data
- Security of your personal data
- Sharing your personal data
- Contact information
1. Who is responsible for your data
We control the ways your personal data are collected and the purposes for which your personal data are used by Head Medical and are the “data controller” for the purposes of the UK Data Protection Act 2018, 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
We collect some personal data from you. For example, when you use our website, use our services or contact us in any way. We may also receive your personal data from third-party providers (for example if you sign up to job sites, online directories who share your details to companies like us to provide the user with relevant information that may be of professional interest and social media sites).
For more information, please see section 7 below.
Categories of data we collect
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 your 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
For example, we may collect this information in the following circumstances:
Your new employer has requested it as part of the onboarding 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 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 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 firstname.lastname@example.org
If you are happy to receive marketing communications, we will provide you with employment opportunities via our job alert system and any upcoming 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 having elected to receive marketing communications from us and you decide you longer wish to do so, you can simply tell us by emailing email@example.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 may receive from us.
If you have a Head Medical online Candidate portal, you can easily manage your marketing preferences through your account and you can at any time opt-out from receiving marketing communications, by clicking on the “Contact Preferences” section of your candidate portal. Our marketing communications are designed to provide a service to you to assist you in your search for employment and provide you with information around relocating.
If you prefer, you can also call our Business Support team and express your preference to not receive marketing communications (Tel. +44 131 240 5259) or send an email to firstname.lastname@example.org 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 6 years in case of dispute. For immigration applications, there is a 7 year retention period. Please feel free to ask for more information around these timescales.
4. Requesting access to your personal data
You have a right to request access to the personal data that 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 if you have questions in relation to your personal data, please contact us at email@example.com with the following information
· a description of the data that you are requesting
- all email addresses (past and present) used and
From the date that we receive the request we have – under the relevant legislation – 40 calendar 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 time frame 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 or deny your request if it is considered ‘manifestly unfounded or excessive’ and 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 to personal data. When you provide your personal data through our website or our representatives this information is transmitted across the internet securely using high-grade encryption.
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 most 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. 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.
When receiving our job alert emails we are able to track if you have opened, clicked through to our website or applied to one of our adverts to assist in providing you with a more intuitive service. If you would prefer not to have your job alerts tracked then please contact firstname.lastname@example.org for assistance.
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 email@example.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.
Data sharing with third parties to deliver recruitment services
When you share your data with us as either a job candidate or a recruiting client we may share your data with the third parties listed below as part of our standard processes to recruit and place candidates in roles.
9. Contact information
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.