Our Privacy Notice

 We are committed to delivering exceptional healthcare services, designed with your well-being in mind. Our team of dedicated healthcare professionals and support staff is wholly dedicated to prioritising your health and ensuring your comfort at every step of your journey.

As a passionate, family-driven organisation, we are unwavering in our commitment to the same vision that inspired our inception. Your health and well-being are at the heart of everything we do.

Who are we?

We are Maclaren HealthCare Ltd 32 Magaretvale Drive, Larkhall, ML9 1QH. When we process your data, we act as a data controller, this means we are responsible for looking after your data and deciding how it is used.

This privacy notice will explain more about your personal data rights and how we use, collect, share and store your personal information. It applies to personal information provided to us by both you and others on your behalf. 

Our commitments are as follows:

• We’ll only collect and use personal information that is needed to provide our services to you.
• We’ll make sure that we use and share your personal information in a fairly, lawful and transparent way.
• We’ll tell you how we use your information so we can make an informed decision.
• We’ll keep your information up to date when you tell us about changes.
• We’ll make it easy for you to exercise your data subject rights.
• We won’t hold information for longer than is necessary.
• We’ll take appropriate measures to protect your information. 

What is personal data and why do we collect and process it? 

Under the General Data Protection Regulations (GDPR), personal data is defined as: “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”

What this means essentially is that personal data is your personal information. We collect and process personal data so we can administer and provide you with the exceptional healthcare staffing solutions.

What kinds of personal data do we hold about you? 

Dependent on the service we are providing we may collect and process the following personal data about you:

• Information about you: this may include your name, age, gender, date of birth, work/profession, and nationality. 
• Contact Information: for example, your address, email address and phone numbers.
• Appointment scheduling and reminders to allow us to provide the level of service in the required areas throughout Scotland and ensure continuity of care. 
• Government identifiers: for example, information from your identification documents, such as your driving license, National Insurance number or passport. 
• Special category data - this is personal data that needs more protection because it is sensitive. For example, health information - medical records, trade union membership or sexual orientation. 
• Online Information: for example, cookies, and IP address (your computers internet address), if you use our website. 
• Financial information: for example, salary and your bank account detail for any salary payments and financial incentives that we make to our employees.
• Contractual Information: for example, details about our staff employment contracts.
• Information relating to employment opportunities: for example, CVs and/or employment history to give us details about your experience and give us a better opportunity to assess your suitability for working with us.
• Information relating “recommending a friend”: for example, details of a friend you would like to refer to us for employment opportunities including their email, contact number, speciality and location. 

How we use your personal data? 

We use your personal data for a number of reasons: 

• Processing your employment application, setting up and administering your employment details and to help us calculate salary information.
• Completing requests, making and receiving payments or managing any queries that you might make.
• Verifying your identity to prevent fraud and crime. 
• Assessing, developing and managing our service offering, staff pay rates and business requirements to enhance our service experience to meet our client and staff needs.
• Researching our customer and employee opinions to allow us to continue to offer a competitive healthcare solution and develop our brand.
• Sending you information about our healthcare staffing solutions and other unique offerings relating to your query. 
• Responding and complying with any legal or regulatory obligations. 
• Monitor the use of our website - for further information on this you can visit our cookie policy. 
• Where appropriate, we may also contact you, and send marketing communications which may be of interest, if you have given us consent to do so. 

Where do we get your personal data?

MacLaren Healthcare will only process personal data where it has a lawful basis for doing so. Where the Company does not have a lawful basis for processing personal data any processing will be a breach of the Data Protection Laws. 

The Company will review the personal data it holds on a regular basis to ensure it is being lawfully processed and it is accurate, relevant and up to date. 

Before transferring personal data to any third party (such as past, current or prospective employers, suppliers, customers and clients, persons making an enquiry or complaint and any other third party (such as software solutions providers and back-office support), the Company will establish that it has a lawful reason for making the transfer.

The company will process your personal data and/or sensitive personal data from the following sources:

• Applications made on our website concerning employment opportunities.
• Former employers who we may seek references from.
• Recruitment agencies we may use in the supply chain. 
• Enquiries made on our website about our health care services.
• Data held and stored on our health care management platform, our software provider who we use to support our services including employment details, medical records, work entries about health care visits, training records.
• Clients who we may introduce or supply you too.
• Auditors who are assessing the compliance and processes of the business to ensure its adherence to all relevant healthcare legislation and good practice guidance. 
• Through 3rd party cookies to collect information about how visitors use our website (please refer to our cookie policy for more details). 

Who do we share your personal data with? 

Where you have processed the individual’s data with a third party you will be obliged to inform the individual who such recipients or categories of recipients of that data are. 

These can include for example:

• Client’s that you introduce or supply individuals to, for example care homes. 
• Candidates former or prospective employers that we obtain or provide references to.
• The Recruitment and Employment Confederation (and any other relevant trade bodies that may have access to your personal data.
• Any recruitment agencies we may use in the supply chain.
• Any other third parties, for example auditors who we may reply on to allow us to run our business correctly and compliantly. 
• Payroll service provider we use who manage your payroll on your behalf. 
• Our IT and service platform providers.
• Any public information sources and third-party organisations that we may use to carry out suitability checks on work-seekers, for example, Disclosure Scotland, Disclosure and Barring Service (DBS), Teaching Regulation Authority (TRA), Nursing and Midwifery Council (NMC), The Scottish Social Services Council (SSSC), General Medical Council (GMC), DVLA.
• Government and law enforcement agencies and other regulators, for example the Police, Home 
• Office, HMRC, Employment Agencies Standards Inspectorate (EASI), Local Authority Designated Officers (LADOs). 

Purpose of processing and lawful basis 

The Company will collect your personal data (which may include special categories of personal data) and will process your personal data for the purposes of providing you with healthcare job opportunities. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, arranging payments to you and developing and managing our services and relationship with you and our clients you look after. 

If you have opted-in, we may also send you marketing information and news via email. You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us. How to do this can be found under the “contact us” section of the privacy notice. 

On some occasions 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.

We must have a lawful basis to process your personal data. The lawful bases we rely upon to offer our healthcare work-finding services to you are:

• 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

This is where the Company 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 the Company has relied on a legitimate interest to process your personal data our legitimate interests are as follows:

• Managing our database and keeping work-seeker records up to date. 
• Providing work-finding services to you and our clients. 
• Contacting you to seek your consent where we need it. 
• Giving you information about similar products or services to those that you will have used.

Contract and Legal Obligation

The Company has certain legal and contractual requirements to collect personal data (for example, to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration, tax legislation, and health and social care legislation. Our clients may require this personal data, and we may need your data to enter into a contract with you. If you do not give us the personal data, we need to collect in order to comply with our statutory and legal requirements, we may not be able to continue to provide work-finding opportunities in healthcare services sector to you. 

Overseas Transfers

The Company will not transfer the information you provide to us to countries outside the UK and/or the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

What are my data protection rights? 

Your rights are outlined below. The easiest way to exercise any of your rights would be to contact our dedicated support team at the contact details provided (below). We will provide a response within 30 days, if not sooner. There is normally no charge for exercising any of your rights. We may ask you for proof of identity when you request to exercise some of these rights to ensure we are dealing with the right individual.

Access to your personal information

You have the right to find out what personal data we hold about you, in many circumstances. Please see the section below for our contact details.

Correcting or adding to your personal information

If any of your details are incorrect, inaccurate or incomplete you can ask us to correct them or to add information.

Withdrawing your consent

If you have provided consent for us to use your personal data, you have the right to withdraw your consent at any time. If you withdraw consent, then we may not be allowed to use your data going forward. However, it would not invalidate any processing that was carried out before you withdrew consent.

Withdrawal of consent may impact the services we can provide to you, or the ability to administer requests or employment information. In this event, we will let you know what the impact would be.

Details of how to exercise your right to withdraw consent can be found under the “contact us” section of this privacy notice.

Transferring your personal data to another organisation (Data portability)

In some circumstances you can ask us to send an electronic copy of the personal data you have provided to us, either to you or to another organisation.

Objecting to the use of your personal data for legitimate interests

You also have the right to object to any processing done under legitimate interests. We will re-assess the balance between our interests and yours, considering your particular circumstances. If we have a compelling reason, we may continue to use your personal data, if that reason is not outweighed by your privacy rights. However, we will inform you of that decision and reasoning for continuation of processing.

Objecting to direct marketing

You have a specific right to object to our use of your personal data for direct marketing purposes, which we will always act upon.

Restricting the use of your personal data

If you are uncertain about the accuracy or our use of your personal data, you can ask us to stop using your personal data until your query is resolved. We will let you know the outcome before we take any further action in relation to this data. 

Right to Erasure

You can ask us to delete your personal data in some circumstances, such as if your policy has ended and we do not need to keep it for legal or regulatory reasons. If we are using consent to process your personal data and you withdraw it, you can ask us to erase it.

How long do we hold your personal data? 

We will keep your information for as long as we have a relationship with you. Once our relationship with you has ended, we will keep your personal information for an appropriate period of time that allows us to:

• Maintain business records for analysis and audit purposes.
• Keep to legal requirements relating to keeping records.
• Defend or make any legal claim, now or in the future, and
• Deal with any complaints about our products or services.

We will delete your personal information when we no longer need it for these purposes.

If you need more information on how long we keep information, please contact our Data Protection Team. The contact details are shown in the “contact us” section at the bottom of this privacy notice.

How do we keep your personal data safe? 

We take the security of your information very seriously and have safeguards in place to protect your personal information in line with data protection laws. 

Your information is protected by controls designed to minimise loss or damage caused by accident or resulting from negligence or deliberate actions. We also protect sensitive or confidential information when storing or transmitting information electronically, and our staff take part in annual training on this.

Our security controls are in line with industry standards and good practice. These controls mean that you can be reassured that we keep your information safe.

Website Cookies

We automatically use cookies that are necessary for functionality, security and accessibility. There are also optional cookies that we use.

You can read more about how we use cookies, and how to change your preferences relating to cookies, in our cookies policy as shown in the cookie banner.

Changes to our Privacy Notice

We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.

Still not satisfied?

If you are still not satisfied with how MacLaren Healthcare has responded to your enquiry, you have a right to complain to the Information Commissioner’s Office (ICO), which is the regulator for data protection in the United Kingdom.

Contact us

If you have any questions or comments regarding this privacy notice, or if you are unhappy about the way MacLaren Healthcare uses your information, please contact us using the following details.

Post: Data Protection Team, Maclaren HealthCare Ltd 32 Magaretvale Drive, Larkhall, ML9 1QH. 

Email: enquiries@maclarenhc.com