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Client Privacy Notice


the medical recruitment network


Privacy Notice for our Clients


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 those who work for our clients: 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 and Why?


tmrn may collect and use the following personal data about you:



  • Work contact information such as name, employer, work address, work email address, work telephone number and your contacts with us about our services. We need this information to provide your organisation with our people-finding services.

  • Details that you choose to share with us, such as your birthday or favourite sports team. This information isn’t essential but helps us build our professional relationship with you.



How Do We Collect Personal Data?


You give your work details to us directly, when you contact us about our services. Sometimes we may collect initial contact details about potential clients and the people who work for them from another source, such as an employer’s website. 


How Do We Use Your Personal Data?


We will only use your personal data for the purposes of providing you/your organisation with people-finding services. This includes:



  • contact about your requirements and any vacancies we fill for you

  • updating our databases, and developing and managing our services and relationship with you/your organisation



The legal bases in UK Data Protection legislation that we rely upon to process personal information are:



  • where we have a legitimate interest (e.g. managing our database and keeping records up to date, providing people-finding services to you/your organisation) 

  • to carry out any contract we have with you/your organisation

  • consent, for information about yourself that you have chosen to share with us



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


How and Where Do We Store or Transfer Personal Data?


Data is mainly stored in our candidate management system which is held on computer storage in the UK. Some data may also be in our email and telephony systems.  We have measures in place within tmrn to ensure security and confidentiality of personal information.  We currently don’t transfer any personal data to organisations outside of the European Economic area. If we do, we will ensure that adequate data protection safeguards are in place. 


Who Do We Share Your Personal Data With?


tmrn may share your name and work contact details with the following recipients when necessary:



  • Relevant candidates, for example if they are invited for interview or engaged to work for your organisation 

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



What Are Your Rights?


At any time you can ask us for a copy of the information we hold about you, to correct or delete any information that is wrong, to delete any unnecessary information, or to stop using it in a certain way.

If you want a copy of personal data we hold about you (a subject access request) you should contact us on the details below. There is not normally any charge for a subject access request and we will respond within one month.


If you are not happy with the way tmrn is using your information you can make a complaint to us and we will investigate it.  You can also contact the UK Data Protection Regulator, the Information Commissioner’s Office (ICO).  See


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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