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Candidate Privacy Notice


the medical recruitment network


Privacy Notice for our Candidates


tmrn is a recruitment business which provides people-finding services to organisations (clients) and work-finding services to work-seekers (candidates). We need information about individuals who work for our clients and information about our candidates (personal data) so that we can provide these services. In so doing, tmrn acts as a data controller. This Privacy Notice explains how we use personal data relating to our candidates: how it is collected, how it is stored, and how it is used, handled and shared (processed). It also explains your rights under the law relating to your personal data.


What Personal Data Do We Collect?


tmrn may collect and hold personal data about you including:



  • Identity information such as name, date of birth, title, gender, proof of identity

  • Contact information such as address, email address, telephone number

  • Qualifications, training, work history and professional registration details

  • Right to work and safeguarding documentation

  • Your contacts with us and any work and/or work-finding services we provide for you. 



You are under no obligation to provide us with data. However, if you do not provide certain information, we will not be able to provide work-finding services for you. If any data is optional, we will make this clear to you.


How Do We Collect Personal Data?


You may give your personal details to us directly, such as on an application or registration form, CV, via our website or by speaking to us. Sometimes we may collect initial details about potential candidates from another source, such as an online jobs board such as Indeed or social media networks such as LinkedIn. If you have not given us your details directly, we will contact you as soon as we have obtained information about you to check that you are happy that we have it.


How Do We Use Your Personal Data?


We will only use your personal data in accordance with the terms of this notice for the purposes of providing you with work-finding services, and/or information relating to roles relevant to you.  This includes:



  • contacting you about job opportunities

  • assessing your suitability for those opportunities

  • updating our databases

  • putting you forward for job opportunities,

  • arranging payments to you (depending on the nature of the work we find for you) 

  • developing and managing our services and relationship with you and our clients.



In some cases, we may be required to collect and process your data for the purpose of investigating, reporting, and detecting crime, and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.


The legal bases in UK Data Protection legislation that we rely upon to offer our services to you are:



  • Your consent (e.g. to register you as a new candidate or to manage our relationship with you)

  • Where we have a legitimate interest (e.g. managing our database and keeping work records up to date, providing work finding services to you and our clients, and contacting you to seek your consent where it is needed)

  • To carry out any contract we have with you

  • To comply with a legal obligation that we are subject to (e.g. in order to check your entitlement to work in the UK or to comply with safeguarding requirements)



We will only use your personal data for the purposes for which it was originally collected, unless we reasonably believe that another purpose is compatible with those original purposes and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details at the end of this Notice.


If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purposes for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some exceptional circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of Data Protection legislation and your legal rights.


How Long Do We Keep Your Personal Data?


tmrn will only hold your personal data for as long as is necessary to fulfil the purposes for which we collected it or to comply with a legal requirement.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003 require us to keep work-seeker records for at least one year from:



  • the date of their creation; or

  • after the date on which we last provide you with work-finding services.



After one year of our last contact with you about suitable opportunities we will check that you want tmrn to continue to provide work-finding services for you. If we do not receive your consent to continue with our services, or if you ask us to stop contacting you at any time, we will delete your details from our database and only keep personal data that is necessary for legal or business purposes. 


We must also keep any records concerned with payments we make to you (if applicable) or any other financial transactions connected with your relationship with us. These records are retained for as long as is legally required by HMRC and associated legislation.


How and Where Do We Store or Transfer Your Personal Data?


Data is mainly stored in our candidate management system. Some data may also be in our email and telephony communications. Our candidate management system is held backed-up on computer storage in the UK. We currently don’t transfer any data about candidates to organisations outside of the European Economic area. If we do, we will ensure that adequate data protection safeguards are in place. 

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:



  • limiting access to your personal data to people within tmrn who have a legitimate need to access it and ensuring that they receive appropriate training in data protection

  • having contracts in place with any services we outsource such as payroll, revalidation services etc, which include data protection clauses

  • having procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so



Who Do We Share Your Personal Data With?


tmrn will share some of your personal data and/or sensitive personal data with the following recipients when necessary:



  • Clients of the Company

  • Any applicable legal or government authorities, including HMRC

  • Other medical recruitment agencies (but only with your permission, if they have a vacancy under an agreement that we can fill or potentially fill)

  • Previous employers (e.g. in respect of references)

  • Our occupational health, compliance and revalidation partner organisations

  • Organisations we engage to undertake services on our behalf, such as payroll service providers and credit control agencies



When your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.


What Are Your Rights?


Under Data Protection legislation, you have the following rights:



  • The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.

  • The right to access the personal data we hold about you. The next section tells you how to do this.

  • The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. 

  • The right to ask us to delete or otherwise dispose of any of your personal data that we hold. 

  • The right to restrict (i.e. prevent) how we process your personal data for any purpose, in certain circumstances.

  • The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

  • The right to data portability of electronic records, in certain circumstances. 

  • Rights relating to automated decision-making and profiling. However, tmrn does not use your personal data in this way. 



If you want to exercise any of the rights outlined above, please contact us using the details provided below.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed. 


If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details below.


How Can You Access Your Personal Data?


If you want to know what personal data we hold about you, you can ask us for details of that personal data and for a copy of it. This is known as a “subject access request”.

Subject access requests can be made in writing, by email, by fax or verbally. Please use the contact details below. 


There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.


We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.


How Can You Contact Us?


For any queries or requests to do with your personal data and data protection, including to make a subject access request, please contact us

Email address:

Telephone number: 01908 470770

Fax: 01908 470774


Changes to this Privacy Notice


We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our website




Last updated March 2020


© Simply-Docs – EM.EC.PRIV.02 Employment Agency Privacy Policy adapted by tmrn

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