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Occupational Health Staffing Ltd Privacy Policy

Privacy Notice and Record Retention Policy

Company Name: Occupational Health Staffing Ltd (‘the Company’)

Company Contact details: Priya Kanji and Arvin Kanji

Document DP5B: Privacy Notice (when personal data is obtained from a 3rd party)

Topic: Data protection

Date: 24.1.20

Version: 3 (amended 25.10.26)

The Company, Occupational Health Staffing Ltd, is a recruitment business which provides work-finding services to its 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.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board, referees or previous employers. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you, we will only use your personal data in accordance with the terms of the following statement and applicable data protection legislation, including the UK GDPR and Data Protection Act 2018.

Collection and use of personal data

Purpose of processing and legal basis

The Company has collected your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services, including identifying suitable temporary assignments and permanent positions, verifying your identity and professional qualifications, obtaining references, carrying out relevant compliance checks and administering temporary assignments where applicable.

The legal bases we may rely upon to offer these services to you are:

• Consent, where appropriate.
• Legitimate interests.
• Legal obligation.
• Contractual necessity or taking steps at your request before entering into a contract.

Where health information or criminal-conviction information is processed, the Company relies on specific legal conditions under Article 9 and 10 of the UK GDPR, supplemented by Schedule 1 of the Data Protection Act 2018, relating to employment, health or social care, and public interest

Categories of data

The Company may collect and process the following personal data about you, where relevant:

Personal data:

Name, title, address, telephone number, email address, date of birth, National Insurance number, CV, employment history, qualifications, identity and Right to Work documentation, professional registration numbers (including NMC, GMC and HCPC, where applicable), referee details, next-of-kin or emergency contact details, and information relating to applications, interviews, placements and assignments.

The Company may also process health or disability information, reasonable-adjustment requirements, and spent or unspent criminal-conviction information where relevant to the position sought and where permitted by law to satisfy statutory vetting obligations for clinical and occupational health placements.

Legitimate interest

Where the Company relies on legitimate interests to process your personal data, our legitimate interests include finding you suitable temporary and/or permanent employment opportunities, assessing your suitability for relevant roles, verifying references and professional information, maintaining registration records and managing assignments.

Recipient/s of data

The Company may share your personal data with selected prospective employers or clients, referees, previous employers, professional registration or verification bodies, and relevant service providers, including approved umbrella companies and payroll providers, where necessary for recruitment, referencing, compliance, placement or payment purposes and where permitted by law.

Your CV or profile will be forwarded to selected prospective employers or clients in accordance with your authorisation and applicable data protection requirements. Your information may also be disclosed where required by law or to relevant regulatory or public authorities where appropriate.

The Company will only share information that is relevant and necessary for the applicable purpose.

Data retention

The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.

We must also keep your payroll records, holiday pay, sick pay and pension auto-enrolment records for as long as is legally required under applicable HMRC, national minimum wage, social security, tax and other relevant legislation.

The Company may retain candidate registration and recruitment records for as long as necessary for work-finding services, compliance, legal obligations and the establishment or defence of legal claims. Requests to delete personal data will be considered in accordance with applicable law, and certain information may need to be retained where there is a legal obligation or other lawful reason to do so.

Your rights

Please be aware that you have the following data protection rights, subject to applicable legal conditions:

• The right to be informed about the personal data the Company processes about you.
• The right of access to the personal data the Company processes about 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 processing based on legitimate interests or other applicable grounds.
• The right to object to direct marketing.
• Rights relating to automated decision-making and profiling, where applicable.
• The right to withdraw consent at any time where the Company relies on consent as its lawful basis.

Where you have consented to the Company processing your personal data, you have the right to withdraw that consent at any time by contacting Priya Kanji – priya@ohstaffing.co.uk. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal or processing carried out under another lawful basis.

Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it, please contact:

Priya Kanji – priya@ohstaffing.co.uk

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) on 0303 123 1113 or at https://ico.org.uk/concerns/ if you believe that your data protection rights have not been adhered to, or with any other relevant supervisory authority where applicable.

This Privacy Notice should be read alongside the Company’s Registration and Work Seekers Consent Form and Statutory Declaration, Nomination & Compliance Agreement (Temp & Perm).