Important: This policy is written for a UK recruitment agency specialising in primary care locum recruitment. You should update the contact email, company address, registration details and any exact retention periods before publishing.
1. Who we are
First Call Locums is a recruitment agency specialising in connecting locum staff with primary care services in the UK. We work with candidates seeking locum opportunities and clients such as GP practices, Primary Care Networks and other primary care providers looking for temporary or flexible staffing support.
For the purposes of UK data protection law, First Call Locums may act as a data controller for the personal information we collect and use in connection with our recruitment services, website enquiries, candidate registration and client relationship management.
Contact details
If you have questions about this Privacy Policy or how we handle your personal information, you can contact us using the details below:
- Organisation: First Call Locums
- Email: info@firstcalllocums.co.uk
- Website: www.firstcalllocums.co.uk
2. Information we collect
The type of personal information we collect depends on whether you are a candidate, client, referee, website visitor or other contact.
| Category | Examples of information we may collect |
|---|---|
| Candidate details | Name, address, postcode, email address, phone number, job title, professional role, availability, preferred working locations, CV, employment history, qualifications, skills, experience, references and interview/registration notes. |
| Compliance information | Right-to-work evidence, identity documents, professional registration details, qualification evidence, training certificates, DBS information where relevant, insurance information, immunisation or occupational health information where relevant to the role, and other documents required by clients or law. |
| Client details | Business name, contact name, job title, email address, phone number, workplace address, staffing requirements, booking information, communication history and placement records. |
| Website enquiries | Name, email address, phone number, message content, enquiry type and any information submitted through forms on our website. |
| Technical information | IP address, browser type, device information, website usage data, cookie data and analytics information where applicable. |
| Communication records | Emails, call notes, SMS messages, WhatsApp messages, form submissions, booking confirmations and other records of contact with us. |
3. How we use your personal information
We use personal information to provide our recruitment services, manage relationships, support safe and suitable placements, meet legal obligations and operate our business.
For candidates
- To register you as a candidate.
- To assess your suitability for locum roles.
- To match you with suitable primary care opportunities.
- To contact you about roles, availability, documents and placements.
- To send your details to clients where there is a relevant recruitment purpose.
- To carry out or support compliance checks required for placements.
- To manage booking confirmations, timesheets, payroll-related information or placement administration where applicable.
- To keep records of our recruitment activity and communications.
For clients
- To respond to staffing enquiries.
- To understand your locum requirements.
- To provide candidate information and recruitment support.
- To manage bookings, terms of business, invoices and communication records.
- To maintain business relationships and provide future recruitment support.
For website visitors
- To respond to enquiries submitted through our website.
- To improve the website and user experience.
- To monitor website performance and security.
- To manage cookies and analytics where used.
4. Our lawful basis for using personal information
We only use personal information where we have a lawful basis to do so. Depending on the circumstances, we may rely on one or more of the following lawful bases:
| Lawful basis | How it may apply |
|---|---|
| Contract | Where processing is necessary to take steps before entering into a contract, to manage a recruitment relationship, or to administer placement-related arrangements. |
| Legal obligation | Where we must process information to comply with legal or regulatory obligations, such as right-to-work checks, tax, accounting or employment-related requirements where applicable. |
| Legitimate interests | Where we have a legitimate business interest in providing recruitment services, managing client and candidate relationships, keeping records, preventing fraud, improving services and operating our business, provided your rights do not override those interests. |
| Consent | Where we ask for your consent for a specific purpose, such as certain marketing communications or where consent is the appropriate basis for the processing activity. |
Special category data
Some information may be classed as special category data, such as health-related information, occupational health information or immunisation evidence. Where we process this type of information, we will only do so where we have a lawful basis under UK GDPR and a separate special category condition under data protection law.
Criminal offence data
Where DBS or criminal record information is relevant to a role, we will handle it carefully and only where there is a lawful reason and appropriate condition for processing that information.
5. Who we may share your information with
We may share personal information where necessary to provide recruitment services, support placements, meet legal obligations or operate our business.
We may share information with:
- GP practices, Primary Care Networks and other primary care clients considering candidates for roles.
- Candidates, where we need to communicate client booking information.
- Referees, professional bodies or verification providers where checks are required.
- Payroll, umbrella company, accounting or payment service providers where applicable.
- IT, CRM, hosting, email, website, security and cloud service providers.
- Professional advisers, insurers, auditors or legal advisers.
- Regulators, law enforcement, courts or public authorities where required by law.
We do not sell personal information.
6. How long we keep personal information
We keep personal information only for as long as necessary for the purposes for which it was collected, including recruitment, compliance, legal, accounting, dispute resolution and business record purposes.
Retention periods may vary depending on the type of information and the reason we hold it. For example:
- Candidate records may be kept while you are registered with us and for a reasonable period afterwards.
- Placement, compliance, contract, invoice and communication records may be kept where needed for legal, accounting, regulatory or dispute purposes.
- Marketing records may be kept until you unsubscribe or object, unless we need to keep a suppression record to make sure we do not contact you again.
- Website enquiry records may be kept for a reasonable period to manage your enquiry and maintain business records.
When information is no longer required, we will delete it, anonymise it or securely archive it where appropriate.
7. How we protect your information
We take appropriate steps to protect personal information from unauthorised access, loss, misuse, alteration or disclosure. These steps may include access controls, secure systems, password protection, role-based access, backups, monitoring and internal data handling procedures.
No method of electronic storage or transmission is completely secure, but we work to maintain appropriate technical and organisational measures for the information we hold.
8. Your data protection rights
Under UK data protection law, you may have the following rights depending on the circumstances:
Access
You can ask for a copy of the personal information we hold about you.
Correction
You can ask us to correct inaccurate or incomplete personal information.
Erasure
You can ask us to delete your personal information in certain circumstances.
Restriction
You can ask us to restrict how we use your information in certain circumstances.
Objection
You can object to certain processing, including some direct marketing and legitimate interests processing.
Portability
You may have the right to receive certain information in a portable format.
You also have the right to withdraw consent where we rely on consent. Withdrawing consent will not affect processing that took place before withdrawal.
Subject access requests
You can make a subject access request verbally or in writing. We will respond without undue delay and usually within one month, unless an extension is permitted by law.
9. Marketing communications
We may contact clients and candidates about relevant recruitment services, job opportunities or business updates where we are permitted to do so. You can ask us to stop sending marketing messages at any time by contacting us or using any unsubscribe option provided.
We may keep a suppression record if you unsubscribe, so we can make sure we do not contact you again for marketing purposes.
10. Cookies and website analytics
Our website may use cookies or similar technologies to support website functionality, security, analytics and performance. Cookies are small files stored on your device when you visit a website.
You can usually control cookies through your browser settings. If we use non-essential cookies, analytics tools or tracking technologies, we will provide appropriate information and, where required, ask for consent.
11. International transfers
Some of our service providers may process information outside the UK. Where this happens, we will take steps to ensure appropriate safeguards are in place, such as adequacy regulations, approved contractual terms or other legally recognised safeguards.
12. Third-party websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices, security or content of those websites. You should read their privacy policies before providing personal information to them.
13. Complaints
If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.
14. Contact us
To exercise your rights or ask questions about this Privacy Policy, please contact:
- First Call Locums
- Email: info@firstcalllocums.co.uk
- Website: www.firstcalllocums.co.uk
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we use personal information. The latest version will be published on this page.