Privacy Policy

Last updated: June 2026

Introduction

This Privacy Notice describes Our policies and procedures on the collection, use and disclosure of your information when you use our services and tells you about your privacy rights and how the law protects you.

We use your Personal data to provide and improve our services. By using our services, you agree to the collection and use of information in accordance with this Privacy Notice.

Contents

Introduction 1

Who We Are 1

Definitions 1

Types of Data Collected 2

Personal Data 2

Tracking Technologies and Cookies 2

Use of Your Personal Data 2

Data Sharing 3

Lawful Basis for Processing 4

Retention of Your Personal Data 4

Transfer of Your Personal Data 4

Your Rights 4

Disclosure of Your Personal Data 5

Law enforcement 5

Other legal requirements 5

Security of Your Personal Data 5

Links to Other Websites 5

Changes to this Privacy Notice 6

Complaints 6

Who We Are

RM Medics Ltd. (“We”, “Us”, “Our”) is the data controller for the personal data collected through this website

Registered Office

Suite D1a, Emerald Court Pilgrim Centre Brickhill Drive Bedford MK41 7PZ

Company Registration

08058862

ICO Registration Number

ZA123832

Contact Details

privacy@rmmedics.co.uk

Definitions

For the purposes of this Privacy Notice:

Account means a unique account created for you to access all or part of our services.

Cookies are small files that are placed on your computer, mobile device or any other device by a website, containing the details of your browsing history on that website among its many uses.

Country refers to: United Kingdom.

Device means any device that can access our services such as a computer, a mobile phone or a digital tablet.

Personal Data is any information that relates to an identified or identifiable individual.

Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

Website refers to https://www.rmmedics.co.uk.

You means the individual accessing or using our services, or the company, or other legal entity on behalf of which such individual is accessing or using our services, as applicable.

Types of Data Collected

Personal Data

While using Our services, We may ask you to provide Us with personal data that can be used to contact or identify you. Personal data collected and processed includes:

Your contact information including:
- Name;
- Address;
- Email address;
- Phone number.
Your work background including:
- Qualifications;
- Work history;
- Right to work;
- DBS checks.
Your usage information including:
- IP address
- Browser type
- Operating system

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our website and store certain information to improve and analyse Our services. Further information can be found in our Cookie Policy.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain our Service, including to monitor the usage of our services
To notify you about changes to our service, such as legislative updates and new features
To allow you to participate in interactive features of our service, including competitions and customer feedback
To provide customer care and support, so that we can assist you with queries or issues you may be experiencing
To provide analysis or valuable information so that we can improve Our service, such as website streamlining or changes to accessibility
To detect prevent and address technical issues, including website glitches and display problems
To manage your Account. Including managing your registration as a user of our services. The Personal Data You provide can give you access to different functionalities of our services that are available to you as a registered user
For the performance of a contract, including the development, compliance and undertaking of the purchase contract for Our services
To contact you, by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation
To provide you, with news, general information about other goods, services and events which We offer that are similar to those that you have already used or enquired about unless you have opted not to receive such information
To manage your requests to us, including complaints, availability queries and data rights requests

Data Sharing

The company will process your personal data and/or sensitive personal data with the following recipients:

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.

Lawful Basis for Processing

Under UK GDPR we process data where We have a lawful basis to do so. We rely on:

Consent – where users consent to the processing data (e.g. marketing, cookies, newsletters)
Contract – where processing is necessary to provide the requested services
Legitimate Interest – website operation, security, service improvement etc.
Legal Obligation – financial and regulatory reporting, law enforcement requests

Retention of Your Personal Data

The Company will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Notice. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations, for example 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. We may also use it to resolve disputes, and enforce our legal agreements and policies.

Transfer of Your Personal Data

Your information may be transferred to — and maintained on — computers located outside of the location in which it was collected, and the data protection laws in those locations may differ than those from your jurisdiction.

If data is transferred outside the UK, we ensure appropriate safeguards are in place, such as:

Adequacy decisions
EU Standard Contractual Clauses
The UK Addendum to the EU Standard Contractual Clauses
Transfer Risk Assessments

The Company will take all steps reasonably necessary to ensure that your data is treated securely, and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place ensuring the security of your Personal Data.

Your Rights

The UK GDPR sets out the following key rights applicable to data subjects:

the right of access: to request copies of your data which is held by the company
the right to rectification: to request the company correct any inaccurate data it holds
the right to erasure (also known as the ‘right to be forgotten’): to request the data held by the company is erased
the right to restrict processing: to request that the company stops processing your data
the right to data portability: to request that your data is provided to you or another entity
the right to object: to provide your objection to the company’s processing of your data
rights with respect to automated decision-making and profiling: to ensure that any automated decision making is carried out correctly and can be reviewed if required by a human alternative

Some of these rights may only be applicable under certain circumstances or have exceptions. To exercise any of your rights please contact us. Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.

Disclosure of Your Personal Data

Law enforcement

Under certain circumstances, the Company may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose your Personal Data in the good faith belief that such action is necessary to:

Comply with a valid request made by a public authority such as a court or government agency
Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability

Security of Your Personal Data

All reasonable measures will be taken to ensure the security of your personal data.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise You to review the Privacy Notice of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

Changes to this Privacy Notice

We may update Our Privacy Notice from time to time. We will notify you of any changes by posting the new Privacy Notice on this page. You are advised to review this Privacy Notice periodically for any changes. Changes to this Privacy Notice are effective when they are posted on this page.

Complaints

If your complaint relates to the handling, sharing or processing of your personal data please contact us in the first instance. We would like the opportunity to investigate and put this right so please contact us at privacy@rmmedics.co.uk in the first instance and we will be more than happy to review your query. A copy of out complaints procedure is available on request.

If you are unhappy with the outcome of your complaint you may escalate this to the ICO.

You can do this by contacting the ICO:

www.ico.org.uk/for-the-public/

The Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Phone number:  0303 123 1113

Or submit a complaint online: https://ico.org.uk/make-a-complaint/data-protection-complaints/

Policy Review

This policy is reviewed at least annually and following any significant changes to processing activity or following regulatory/legislative changes. For further information, please contact us directly.