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Privacy Policy

​​RM Medics is a recruitment business which provides work-finding services to its clients and work-seekers. RM Medics must process personal data (including sensitive personal data) so that it can provide these services – in doing so, RM Medics acts as a data controller.

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DATA PROTECTION PRINCIPLES

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We will comply with all relevant data protection law (including the DPA 2018 / UK GDPR). This requires that the personal information we hold about you must be:

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1. Used lawfully, fairly and in a transparent way.

2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

3. Relevant to the purposes we have told you about and limited only to those purposes.

4. Accurate and kept up to date.

5. Kept only as long as necessary for the purposes we have informed you about.

6. Kept securely.

 

You may give your personal details to RM Medics 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 or conferences. RM Medics 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.

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You may give your personal details to RM Medics 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. RM Medics 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.

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Collection and use of personal data

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Personal data, or personal information, means any information about an individual from which that person can be identified, whether directly or indirectly. It does not include data where the identity has been removed (anonymous data).

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There are also “special categories” of sensitive personal data which require a higher level of protection.

We will typically collect the following information:

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  • Your contact information including:

    • Name;

    • Address;

    • Email address;

    • Phone number.

  • Your work background including:

    • Qualifications;

    • Work history;

    • Right to work;

    • DBS checks.

  • Technical data, which includes IP address, when you visit our website. 

 

Our use of Cookies

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We use cookies (small text files which are transferred to your browser by the website) to identify data traffic patterns and support security.  Some cookies are essential for the site to function. Where we use other cookies that are  not essential, you can choose not to consent to these cookies being placed on your device. 

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Purpose of processing and legal basis

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RM Medics will collect 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. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.

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In some cases we may be required to use 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.

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

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  • Your consent

  • Where we have a legitimate interest

  • To comply with a legal obligation that we have

  • To fulfil a contractual obligation that we have with you

 

Legitimate interest

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This is where RM Medics has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us.  Where RM Medics has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows: 

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  • Managing our database and keeping your records up to date;

  • Contacting you to seek your consent where we need it;

  • Providing work-finding services for you, including sending your information to our clients where you have demonstrated an interest in doing that particular type of work but not expressly consented to us passing on your cv;

  • Contacting you with information about similar services that you have used from us.

 

Statutory/contractual requirement

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  • Your personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data is that we may not be able to introduce or supply your services to our client.

 

Recipient/s of data

 

RM Medics will process your personal data and/or sensitive personal data with the following recipients:

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  • Clients that we introduce or supply you to within NHS and/or private hospitals in the UK;

  • Online portals which our clients use for the purposes of managing the booking and invoicing process;

  • Our third-party Responsible Officer in connection with appraisals, revalidation and other connected services or responsibilities owed to the GMC;

  • Any third parties who carry out audits to ensure that we run our business correctly (such as NHS approved frameworks);

  • Any approved umbrella companies that we pass your data to;

  • Our outsourced services company based in Kenya;

  • Other recruitment agencies in the supply chain (e.g. master/neutral vendors and second tier suppliers);

  • Our insurers;

  • Our legal advisers;

  • Our IT and CRM providers;

  • Any public information sources and third-party organisations that we may use to carry out suitability checks on work-seekers e.g. Companies House, the Disclosure and Barring Service (DBS), General Medical Council (GMC), credit reference agencies;

  • Government, law enforcement agencies and other regulators e.g the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI);

  • Trade unions;

  • Any of our group companies; and

  • Any other organisations you ask us to share your data with.

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​Overseas Transfers

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​We store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:

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  • Undertaking a Transfer Risk Assessment

  • Standard Contractual Clauses

  • Other appropriate safeguards.

 

We share your data with external third parties, as detailed below;

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  • Emmerce Ltd – Outsourcing company based in Kenya

 

You have the certain rights concerning your data, please see section below on ‘Your Rights’.

 

Data retention

 

RM Medics will retain your personal data only for as long as is necessary for the purpose we collect it and in line with our Retention Policy. Different laws may also require us to keep different data for different periods of time.

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The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

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We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

 

Your rights

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Please be aware that you have the following data protection rights:

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The right of Access. You may submit a Subject Access Request – this enables you to receive a copy of the personal information we hold about you. To action this request, please email privacy@rmmedics.co.uk

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We require a suitable form of identification and under normal circumstances, we will supply this to you within one calendar month of your request and of identification being received.  No fee is usually payable; however, we may apply an appropriate fee if the request is deemed to be excessive, or repetitive.

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The right of Rectification – this enables you to have any incomplete or inaccurate information we hold about you corrected.

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The right to Erasure – this enables you to request us to delete or remove personal information when there is no good reason for us to continue processing it.

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The right to be Informed – you have the right to be informed of how we will collect and use your data, most of the information you will need is in this privacy notice. 

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The right to Object to processing – in certain circumstances, you have the right to request we suspend the processing of your data. 

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The right to Restrict processing – you have the right to request that we limit the way we use your data, whilst we are not obliged to delete the data, we have refrain from using it. 

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The right of Data Portability – you have the right to request the transfer of your personal data to a third party.

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Right to Withdraw Consent – where we rely on consent to process your sensitive data, you have the right to withdraw this at any time, without giving reason. To withdraw your consent, please contact privacy@rmmedics.co.uk or 01234 480999.  Once received, we will not process your data for the reasons you have agreed to, unless we have another legal basis for doing so.

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There may be circumstances where RM Medics will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific reasons.

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If you believe that any of your data that RM Medics processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary. 

You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

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Complaints or queries

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If you wish to complain about this privacy notice or any of the procedures set out in it please contact our Data Protection Officer on privacy@rmmedics.co.uk or 01234 480999.

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You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.

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​This privacy policy was last updated 22nd March 2025

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