Privacy Policy

Introduction

ProMedical Personnel Ltd (“ProMedical”, “we”, “our”, “us”) is committed to protecting your personal data and respecting your privacy.

This policy explains:

  • What personal data we collect about you.
  • How we use it.
  • Who we share it with.
  • Your rights under UK data protection law.

It applies to:

  • Candidates, workers, and contractors.
  • Clients and prospective clients.
  • Suppliers and business contacts.
  • Visitors to our website.

Who we are and how to contact us

Data Controller: ProMedical Personnel Ltd
Registered address: Kings House, 101-135 Kings Road, Brentwood, Essex, CM14 4DR
Company number: 06428549 (England & Wales)
Data Protection Officer: Ervin Cenmurati
Email: gdpr@promedical.co.uk
Telephone: 01277 583 850
We are registered with the Information Commissioner’s Office (ICO) – Registration No. Z1508179.

The personal data we collect

We may collect and process the following types of personal data, depending on your relationship with us:

Candidates / Workers

  • Contact details (name, address, phone, email).
  • Date of birth, gender, nationality.
  • Employment history, CVs, qualifications, training records.
  • Compliance records (right to work documents, DBS checks, references, professional registration numbers).
  • Payroll and payment details (bank account, NI number, tax details).
  • Special category data (health/disability info relevant to your role, ethnic background) where required by law or with your consent.

Clients / Prospects

  • Contact details (name, business address, phone, email).
  • Job title, role, and purchasing authority.
  • Correspondence history and service preferences.

Suppliers / Partners

  • Contact details.
  • Payment and contractual information.

Website Users

  • IP address, browser type, and activity logs (via cookies – see Section 10).

How we collect your data

We collect data:
  • Directly from you (e.g., job applications, service enquiries, emails, forms).
  • From third parties (e.g., referees, job boards, background check providers, professional bodies).
  • Automatically via our website (cookies and analytics tools).

Lawful bases for processing

We process your personal data under UK GDPR using the following lawful bases:
  • Consent – where you have given clear consent for a specific purpose.
  • Contract – to take steps at your request before entering into, or to perform, a contract.
  • Legal obligation – to comply with laws (e.g., employment, tax, safeguarding).
  • Legitimate interests – to operate our recruitment and staffing services, provided your rights are not overridden.
Special category data (e.g., health, ethnicity) is processed under Article 9 UK GDPR where necessary for employment, legal obligations, or with your explicit consent.

How we use your data

We use your personal data to:
  • Provide recruitment, staffing, and workforce solutions.
  • Verify identity, qualifications, and right to work.
  • Manage payroll, invoicing, and compliance.
  • Communicate job opportunities, project updates, and service information.
  • Fulfil contractual and legal obligations.
  • Improve our services and website experience.

Who we share your data with

We may share your data with:
  • Clients for work-finding purposes.
  • Third-party suppliers (payroll processors, background check providers, IT support).
  • Regulatory and government bodies (e.g., HMRC, NHS framework authorities, ICO) when legally required.
  • Professional bodies for registration or compliance purposes.
We require all third parties to respect your privacy and process data securely.

International transfers

Your personal data is stored and processed within the UK/EEA where possible. If transferred outside the UK/EEA, we ensure equivalent data protection safeguards (e.g., ICO-approved standard contractual clauses).

Data retention

We keep your personal data for six (6) complete years from your last interaction, unless required by law to retain it longer. After this, it is securely deleted or anonymised.

Cookies and website data

Our website uses cookies to enhance functionality and analyse usage.
  • Non-essential cookies are only placed with your consent.
  • You can manage cookies in your browser settings.

For full details, please see our Cookie Policy.

Your rights

You have the right to:
  • Access your personal data.
  • Request correction of inaccurate data.
  • Request erasure (“right to be forgotten”) in certain cases.
  • Restrict or object to processing.
  • Data portability (in certain cases).
  • Withdraw consent at any time (where processing is based on consent).
To exercise your rights, email gdpr@promedical.co.uk or write to us at our address.

Security

We use secure systems, encryption, and access controls to protect your personal data. We are certified under Cyber Essentials Plus and meet NHS Data Security and Protection Toolkit standards.

Changes to this policy

We may update this policy from time to time. The latest version will always be published on our website with the review date.

How to complain

If you are unhappy with how we handle your data, please contact our Data Protection Officer in the first instance. You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk or by calling 0303 123 1113.

Review

This policy is subject to an annual review to ensure its ongoing relevance and compliance with current legislation, regulatory requirements, and organisational standards. Interim reviews may be undertaken if significant legislative, regulatory, or operational changes occur.
Last reviewed: 28/08/2025