Privacy Policy

Company Name: 

Clinical Employment Services Ltd T/A CES Locums (‘the Company’)

Company Contact  details:

Quality Assurance Manager 

[email protected] 

020 8204 3131

Document DP5 

Privacy Notice (including for use on the company website)


Data protection


May 2018



CES Locums‘the Company’ is a recruitment business which provides work-finding services to its clients  and work-seekers. The Company must process personal data (including sensitive personal data) so  that it can provide these services – in doing so, the Company acts as a data controller.  

You may give your personal details to the Company 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. The  Company 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 this privacy statement. At all times we will comply with current data  protection laws.  

1. Collection and use of personal data

a. Purpose of processing and legal basis

The Company 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.  

If you have opted-in we may also send you job alerts and news via email/ text. You can opt-out from  receiving these at any time by clicking “unsubscribe” or reply “STOP” when you receive these  communications from us. 

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. 

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our  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 

Where you are an individual working for a third party with whom we have dealings. For example, a client or a payroll company 

b. 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 is/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 that you have used from us recently;

c. Statutory/contractual requirement

The Company has certain legal and contractual requirements to collect personal data (e.g. to comply  with the Conduct of Employment Agencies and Employment Businesses Regulations 2003,  immigration and tax legislation, and in some circumstances safeguarding requirements.) Our clients may also require this personal data, and/or we may need your data to enter into a contract with you.  If you do not give us personal data we need to collect we may not be able to continue to provide work 

finding services to you.

d. Recipient/s of data

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

Clients (whom we may introduce or supply you to) 

Former employers whom we may seek references from 

Payroll service providers who manage payroll on our behalf or other payment intermediaries  whom we may introduce you to  

Other recruitment agencies in the supply chain 

2. Information to be provided when data collected not from the data subject Categories of data:

The Company has collected the following personal data on you: Personal data: not an exhaustive list 



Email and other contact details 

Date of birth 

Job history (including information relating to placements through us) Educational history, qualifications and skills 

Visa and other right to work or identity information 


Bank details 

National insurance and tax (payroll) information 

Next of kin and family details 

Contact details of referees 

Personal information relating to hobbies, interests 

and pastimes 

Information contained in references and pre-employment checks from third parties Other sensitive personal information such as health records (see ‘Sensitive Personal  Data’ section below) 

Your marketing preferences 

Sensitive personal data: not an exhaustive list 

Health information including whether you have a disability 

Criminal conviction 

Source of the personal data: The Company sourced your personal data/sensitive personal data: not  an exhaustive list

You (e.g. a Curriculum Vitae, application or registration form) 

A client 

Other candidates 

Online jobsites

Marketing databases 

The public domain 

Social Media 

At interview 

Conversations on the telephone or video conferencing (which may be recorded) Notes following a conversation or meeting 

Our websites and software applications 

Where you are a Candidate and we have obtained your personal data from a third party such  as an online job board, it is our policy to advise you of the source when we first communicate  with you. 


3. Overseas Transfers

The Company will not transfer the information you provide to us to countries outside 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. 

4. Data retention

In most circumstances your data will not be retained for more than six (6) years from the last point  at which we provided any services or otherwise engaged with you. It is our policy to only store your  personal data for as long as is reasonably necessary for us to comply with our legal obligations and  

for our legitimate business interests. However, we may retain data for longer than a six (6) year  period where we have a legal or contractual obligation to do so, or we form the view that there is  otherwise a continued basis to do so, for example, where your personal information identifies  specialist skill sets which may remain in demand, or we are subject to a legal obligation which  applies for a longer period. 

If however you believe that we should delete your personal data at an earlier date, please inform us  in writing of your reasons. 

5. Your rights

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

The right to be informed about the personal data the Company processes on you; The right of access to the personal data the Company processes on you; 

The right to rectification of your personal data; 

The right to erasure of your personal data in certain circumstances; 

The right to restrict processing of your personal data; 

The right to data portability in certain circumstances;

The right to object to the processing of your personal data that was based on a public or legitimate  interest; 

The right not to be subjected to automated decision making and profiling; and The right to withdraw consent at any time. 


Where you have consented to the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting our quality assurance manager  Reem Khafaji on 020 8204 3131 or [email protected]. Please note that if you withdraw your  consent to further processing that does not affect any processing done prior to the withdrawal of that  consent, or which is done according to another legal basis. 


There may be circumstances where the Company will still need to process your data for legal or official  reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary  for those specific reasons.  


If you believe that any of your data that the Company 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. 

6. Cookies

A cookie is a small file of letters and numbers that is downloaded on to your computer when  you visit a website, which enables the website to tailor its offerings to your preferences when  you visit it. 

We use cookies in the following ways: 

Identify individual clients behind a shared IP address and apply security settings on a  per-client basis 

Keep track of the number of times a visitor has been to the site and the activity carried  out 

Gather website statistics and track conversion rates 

Measure the number and behaviours of Google Map users 

Tracking by Google i.e. track certain websites that use Google plug-ins Simple message that applies to submitted forms i.e. if an enquiry form is completed  incorrectly, a message will be stored and presented to the user to indicate the errors in  the submission, or if a form is submitted successfully, a message is stored and presented  to the user thanking them for 

their enquiry 

7. Log Files

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather  broad demographic information for aggregate use. IP addresses are not linked to personally  identifiable information. 

8. Links to external websites

The Company’s website may contains links to other external websites. Please be aware that the  Company is not responsible for the privacy practices of such other sites. When you leave our site we  encourage you to read the privacy statements of each and every website that collects personally  identifiable information. This privacy statement applies solely to information collected by the  Company’s website.  

9. Sale of business

If the Company’s business is sold or integrated with another business your details may be disclosed to  our advisers and any prospective purchasers and their advisers and will be passed on to the new  owners of the business. 

10. Data Security

The Company takes every precaution to protect our users’ information.  

Only employees who need the information to perform a specific job (for example, consultants, our  accounts clerk or a marketing assistant) are granted access to your information.  

The Company uses all reasonable efforts to safeguard your personal information. However, you should  be aware that the use of email/ the Internet is not entirely secure and for this reason the Company  cannot guarantee the security or integrity of any personal information which is transferred from you  or to you via email/ the Internet. 

If you share a device with others we recommend that you do not select the “remember my details”  function when that option is offered.  

11.Changes to this privacy statement

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.

12.Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: The Director, 020 8204 3131 or [email protected] 

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at, 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.

CES-Limited Official logo