Privacy policy

PRIVACY NOTICE – EM REC LIMITED

Who we are

EM REC LIMITED (Company No. 16583020), registered office Suite 2 Marstons Mill, Portcullis Lane, Ludlow, United Kingdom, SY8 1PZ, is the “data controller” for personal data we collect and use for recruitment and staffing services in the UK and Ireland.

How to contact us

Email: info@emrec.co.uk (or privacy@emrec.co.uk if you set up a dedicated privacy inbox)

Phone: [TBC]

Post: Suite 2 Marstons Mill, Portcullis Lane, Ludlow, United Kingdom, SY8 1PZ

The personal data we collect

We may collect and process:

·         Identity and contact details (name, address, email, phone, date of birth)

·         Recruitment information (CV, work history, qualifications, references, interview/assessment notes)

·         Compliance information (right to work/immigration status, identity documents)

·         Professional registration details (e.g., NMC, GMC, HCPC, etc. where relevant)

·         Vetting as required for healthcare settings (DBS/PVG in the UK; Garda Vetting in Ireland, where applicable)

·         Occupational health / fitness-to-work information (only where necessary and minimised)

·         Payroll and payment data if you work via us (bank details, tax/NI details, PPSN in Ireland, timesheets, pay rates)

·         Communications (emails, calls, messages, and notes)

·         Client contact details (business contact information and relationship management notes)

Special category data and criminal offence data

Healthcare recruitment may require us to process “special category” data (e.g., health information) and criminal offence data (e.g., vetting checks). We restrict access and only process it where necessary and lawful.

Why we use your data

We use your data to:

·         Provide recruitment and staffing services (registering candidates, matching to roles, presenting candidates to clients)

·         Carry out compliance checks and safeguarding steps

·         Administer bookings/assignments, timesheets, payroll, and invoicing

·         Communicate with candidates and clients

·         Investigate and resolve complaints, incidents, and disputes

·         Meet legal and regulatory obligations

Systems we use (including Logezy)

We use third-party systems to support recruitment and bookings, including the Logezy app/platform, to manage shift bookings and related communications, and (where enabled) timesheets and approvals. These providers process personal data on our instructions as part of delivering our services.

Who we share data with

We may share data with:

·         Hiring organisations/clients (relevant information for recruitment and compliance)

·         Vetting and screening providers (DBS/PVG/Garda Vetting where required)

·         Payroll and finance systems

·         IT and communications providers (including Logezy and other ATS/CRM/email/cloud tooling)

·         Insurers, auditors, professional advisers

·         Regulators and authorities where legally required

International transfers

If any supplier processes data outside the UK/EEA, we use appropriate safeguards (e.g., adequacy decisions and/or standard contractual clauses).

How long we keep data

Typical retention:

·         Candidate records (not placed): 12–24 months after last meaningful contact

·         Candidate records (placed/engaged): typically 6 years after the end of engagement (plus payroll retention as required by law)

·         Client contact records: relationship duration plus up to 24 months

·         We may keep data longer if required for legal claims, safeguarding, or regulatory obligations.

Your rights

You may have rights to access, correct, delete, restrict, object, and (in some cases) data portability. You can also withdraw consent where we rely on consent.

Complaints

UK: Information Commissioner’s Office (ICO).

Ireland: Data Protection Commission (DPC).

Updates

We may update this notice from time to time. The latest version will be posted on our website.

Last updated: 4 December 2025