Privacy Notice for Temporary Workers
This Privacy Notice tells you what to expect in relation to your personal information about you which is collected, handled and processed by the RANIS Limited Group.
This privacy notice is designed to provide information about our practices concerning the collection, use and disclosure of personal information in the course of registering to join, work assignments/ placements, internal and external audits and the maintenance and updates of personal information.
RANIS Limited will be the ‘Data Controller’ for the purposes of data protection law in relation to any personal information we hold about you.
“What is personal information?” Personal information is any data which can identify an individual.
“What is a data controller” A data controller is a person(s) responsible for the management of personal data concerning: What data is obtained, how data is used, why it is used and how long it is stored for.
THE INFORMATION ABOUT YOU WE MAY COLLECT, HOLD AND PROCESS IS SET OUT BELOW:
A. Information collected and processed for finding you a suitable role is as follows:
- Your name
- Your address
- Your email address
- Your contact number
- CV/work history
- Job preferences including job role, salary, hourly/rate, geographical areas
- Any other work related information such as education, professional registration, training and qualifications
B. Additional Information in respect to individuals that have worked for us previously or may work for us is as follows:
- NMC Pin Number
- Right to Work i.e. passport/ permits/ visas etc
- Date of birth
- Next of Kin Details in case of an Emergency
- National Insurance number
- Full details of job offers and placements
- Outcome of criminal record checks and security clearance for certain roles
- Medical information (if required)
- Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders, statutory payments)
- A log of our communications with you including email and telephone
This information will have been provided, or will be provided, by you or a third party who we work with, such as a Job Board Company or another employment business or agency. In the case of references, these will be from your previous employer. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health. The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.
HOW WE HOLD THE INFORMATION:
All the personal data we have is stored on our secure database in the UK. Our database is password protected and we have firewalls in place for added security. Paper documentation is uploaded on to our database and shredded. All paper information is carefully handled by an external disposal company known as ‘Shred- IT’.
DISCLOSURE OF YOUR INFORMATION:
Your CV and related information will be shared or sent to prospective employers and our clients. Once you have secured a placement additional information will be provided to them to enable the placement to proceed. Such employers and clients will be located inside the UK. Personal data shall not be transferred to a country or territory outside the UK.
Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, Government agencies such as the Department for Work & Pensions, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre engagement checks for the role or for paying you. At times, clients may request updated personal information. In addition to this, your data may be subject to external audits by third parties in accordance with compliance to our regulatory bodies.
WHAT IS THE LEGAL BASIS FOR PROCESSING THE INFORMATION?
We will rely on your consent to process the information set out in A, which is collected at the outset of the recruitment process.
Information and documentation to establish your right to work is processed by us as we are legally obliged to do so.
In respect of medical information, the basis for us processing this will depend on the circumstances, but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.
Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.
Once a position has been found for you, we will process your personal data in section B, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.
For the purposes of paying you, where relevant, we are legally obliged to provide information to HMRC.
Once a placement has been secured, we may also process your data on the basis of our legitimate interests i.e. for administrative purposes.
You currently have the right at any time to ask for a copy of the information about you that we hold. At this time, we have the right to charge a £10 administration fee for this service. When the GDPR comes into force, we will no longer have the right to charge a fee. However, where the request is manifestly unfounded or excessive we may charge a “reasonable fee” for the administrative costs of complying with the request (ICO.org.uk). If you would like to make a request for information please email email@example.com
In addition to this right of access, when the GDPR comes into force, you will also have the following rights: erasure, restriction of processing, objection and data portability. We will update you further in connection with these rights when they come into force.
RETENTION OF YOUR DATA
Your data will be retained for no longer than is necessary but in accordance with the legal obligations we are required to meet
WITHDRAWAL OF CONSENT
If you have provided us with your consent to process your data, for the purpose of using our services and us finding you suitable work, you have the right to withdraw this at any time. In order to do so you should contact us by emailing firstname.lastname@example.org
RANIS LIMITED GROUP
RANIS is a private healthcare agency registration number: 11811323; the registered office is at RANIS Health Care Limited, G02b, 1010 Cambourne Business Centre, Cambridge, Cambridgeshire, CB23 6DP.
RANIS Limited is in line with the requirements imposed by the REC and the ICO. We are committed to maintaining high standards of confidentiality and the safety and security of information provided to us in the course of our business.
This privacy notice may change from time to time so we recommend that you review it periodically.
Please read this notice carefully and contact us if you have any queries by emailing us at: email@example.com
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance.