1. Who we are and how to contact us
Recruit Therapists Limited (“Recruit Therapists”, “we”, “us” or “our”) is a UK recruitment business specialising in healthcare, therapy and allied health professionals. For the personal information we collect and decide how to use in our recruitment, website and research activities, we are generally the data controller.
Recruit Therapists Limited, Unit 32, Interchange Business Centre, Howard Way, Newport Pagnell, MK16 9PY. Website: https://www.recruittherapists.co.uk/. To exercise your data protection rights or ask a privacy question, please contact us through the contact details published on our website and mark your enquiry “Data Protection”.
2. Who this policy applies to
This policy explains how we handle personal data about candidates, prospective candidates, job applicants, referees, client contacts, suppliers, website visitors, people who contact us, and participants in surveys and research projects, including our Know Your Worth UK Healthcare Professionals Pay & Earnings Survey. It applies when you engage with us through our website, job advertisements, email, telephone, social media, recruitment platforms, forms or other business communications.
3. What information we collect
Depending on how you engage with us, we may collect:
- Identity and contact details, such as your name, email address, telephone number, professional location and contact preferences.
- Recruitment information, such as CVs, work history, qualifications, registration and professional membership, skills, clinical specialisms, availability, right-to-work information, employment preferences, current pay and salary expectations.
- Information provided in screening conversations, interviews, reference checks and correspondence with you, including notes relevant to matching you with suitable opportunities.
- Client and business contact information, including job requirements, correspondence and commercial relationship details.
- Website and technical information, such as IP address, device/browser information, website usage and cookie preferences, where collected through our website or its service providers.
- Survey information, including profession, clinical specialism, experience, UK region, optional outward workplace postcode, working arrangement, working hours, pay, earnings, fee arrangements, benefits, career priorities and satisfaction with earnings.
- Survey email addresses and communication choices where participants ask to receive findings or opt in to future communications.
Where necessary for specific recruitment assignments, we may process more sensitive information, including health or disability information needed for reasonable adjustments, criminal-record or safeguarding information, and other information subject to additional legal protections. We will do so only where an appropriate legal condition applies and with relevant safeguards. Please do not send us unnecessary sensitive information.
4. Where we obtain information
We receive information directly from you when you register, apply for roles, submit a CV, speak with us, complete a form or survey, or contact us. We may also receive relevant professional information from publicly available professional profiles, job boards, referrals, referees, professional registers, clients and other recruitment sources, where lawful and appropriate. Where required, we provide privacy information when obtaining data from other sources.
5. Why we use personal information and our lawful bases
We use personal information for the following purposes, applying the lawful basis appropriate to the circumstances:
- Recruitment and candidate services: assessing suitability, contacting you about opportunities, managing applications, making introductions with appropriate authorisation, arranging interviews and maintaining relevant professional relationships. Depending on the activity, our lawful basis may be legitimate interests, steps requested before entering a contract, contractual necessity or a legal obligation.
- Client and supplier relationships: delivering services, managing contracts, communicating with business contacts, billing and administration, generally under contract, legitimate interests or legal obligation.
- Legal, compliance and safeguarding activities: checking eligibility to work, professional credentials and other legally required matters, responding to legal claims or protecting individuals, where the relevant legal basis and any additional conditions apply.
- Website operation and security: operating our website, protecting systems and understanding website use, under legitimate interests or consent where required for non-essential cookies or similar technologies.
- Salary research and benchmarking: analysing survey answers to understand professional pay and earnings trends and produce aggregated reports and guides, under our legitimate interests in conducting useful professional research, balanced against participants’ rights and expectations.
- Requested survey findings: using an email address to send the Know Your Worth findings requested by the participant. This is separate from consent to receive ongoing marketing.
- Ongoing promotional and recruitment emails: sending relevant job opportunities, career advice, salary insights and sector updates where we have the required consent or another applicable permission under UK electronic marketing rules. We record and respect communication choices.
Where we rely on legitimate interests, we consider whether our interests are proportionate and whether your rights and reasonable expectations outweigh them. You may object to certain processing carried out on this basis.
6. Know Your Worth survey and use of earnings information
Our Know Your Worth survey collects professional and earnings information to help us develop a UK Healthcare Professionals Pay & Earnings Guide and related research. Survey responses may contain personal data, particularly where an email address or a combination of details could identify an individual. We do not treat all raw survey submissions as anonymous.
We analyse survey responses to identify trends and prepare aggregated, non-identifying findings. We do not intend to publish individual respondents’ earnings, email addresses or other identifying information. Where groups are small or responses could be recognisable, we may combine categories, suppress figures or omit results to reduce identification risk.
Participants may choose to provide an email address to receive the published findings. Supplying an email address for this purpose alone does not enrol the participant in ongoing recruitment or marketing emails.
Where a participant separately selects the optional “Stay connected” choice, we may add their contact details and relevant professional and earnings information from the survey to Recruiterflow, our recruitment management system, to support future recruitment matching and communications as described in that choice. Current earnings information is not necessarily the same as desired salary or salary expectations. We will not assume that someone wishes to be presented for a vacancy merely because they completed the survey or opted in to communications.
We keep a record of the relevant choices and only use survey information for additional purposes where we have an appropriate lawful basis and have explained the use to the individual.
7. Recruitment database and candidate introductions
We use Recruiterflow to manage recruitment contacts, candidate records, vacancies and relevant communications. Candidate records may include CVs, professional background, contact history, pay information, career preferences and notes collected through recruitment discussions or, where applicable, survey opt-in.
We may contact candidates about relevant opportunities where permitted by applicable data protection and electronic marketing law. We will not send a candidate’s CV or personally identifying application details to a client without an appropriate basis and the relevant candidate’s authorisation for that introduction.
Candidates may update their information, ask us to stop contacting them for marketing purposes, or exercise applicable privacy rights. Opting out of marketing does not automatically require us to delete every record where a distinct lawful reason for limited retention remains; however, we will stop processing that depends on withdrawn consent.
8. Email communications and your choices
Where we ask for consent to receive ongoing email updates, consent is optional and is not a condition of taking part in the Know Your Worth survey or receiving the requested guide. We do not treat silence or an unticked box as agreement. Marketing messages will include a way to unsubscribe, and you can contact us to change your preferences.
If you unsubscribe, we will stop the relevant marketing messages. We may retain a limited suppression record to make sure we respect your choice. Requests to erase recruitment records are handled separately under your data protection rights.
9. Who we share information with
We may share information with clients and hiring organisations where appropriate for recruitment services and, where required, with your authorisation. We also use service providers to support our activities, including Recruiterflow for recruitment management and Google Forms, Google Sheets and other Google Workspace services for survey collection, storage and analysis. Other providers may support website hosting, communications, administration, accounting and IT security.
Service providers may act as processors under contractual arrangements, while some recipients may be independent controllers. We share only information reasonably necessary for the relevant purpose and apply appropriate safeguards. We do not sell personal data. We may disclose information where legally required or necessary to establish, exercise or defend legal claims.
10. International transfers and security
Some technology providers may process or access personal information outside the United Kingdom. Where UK data protection law requires it, we use an appropriate transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, and assess relevant risks.
We use reasonable technical and organisational measures to protect information against unauthorised access, loss, misuse and disclosure. These may include access controls, account security, restricted access to candidate and survey information, and secure service providers. No online system can be guaranteed completely secure.
11. How long we keep information
We retain personal data only for as long as reasonably necessary for the purposes described in this policy, taking account of the nature of the information, our relationship with the individual, relevant legal duties and whether a less identifiable form of the data would suffice.
Recruitment records may remain relevant over a number of years because candidates’ circumstances and opportunities change. We do not apply an automatic two-year deletion rule. Instead, we assess continued necessity using proportionate measures such as contact history, candidate activity, record relevance and periodic database housekeeping. Records that are no longer needed are deleted or anonymised unless a lawful reason justifies continued retention. We do not keep records indefinitely merely because nobody has requested deletion.
Identifiable survey responses are kept only for as long as needed to validate and analyse findings, deliver requested resources and handle relevant administration. We assess their continued necessity separately from recruitment records. Where an opted-in participant’s professional or earnings information is copied to Recruiterflow for recruitment purposes, that copy is subject to our recruitment-record retention approach. Genuinely anonymised and aggregated salary statistics may be kept for longer-term benchmarking.
Financial, contractual, compliance and dispute-related records may be retained for periods required or justified by applicable law. Limited records of consent, objections and unsubscribe requests may be kept to demonstrate compliance and honour preferences.
12. Your data protection rights
Depending on the circumstances, you may have rights to access your personal data, request correction, request erasure, restrict or object to processing, receive certain information in a portable format, and withdraw consent where processing is based on consent. These rights are subject to legal conditions and exemptions.
To make a request, contact Recruit Therapists through the contact details on our website and state that your enquiry concerns data protection. We may need to verify your identity before responding. You can also complain to the UK Information Commissioner’s Office (ICO) at https://ico.org.uk/ if you are unhappy with how your information has been handled.
13. Cookies and other websites
Our website may use essential cookies and, where enabled, analytics or other non-essential technologies. Where consent is legally required for non-essential cookies or similar technologies, we will seek it before using them. You can manage cookies through the options made available on the website and your browser settings. The specific technologies in use may change, and any separate cookie notice or consent tool should accurately describe them.
Our website may link to third-party websites, job boards and social media platforms. Those organisations are responsible for their own privacy practices, and we encourage you to review their notices.
14. Changes to This Policy
We may update this policy when our services, systems or legal requirements change. The current version will be published on this page with an updated date. Where changes materially affect how we use personal information, we will take additional steps to inform individuals where required.