Privacy Policy

01Introduction

Health One Group Ltd (“we”, “us”, “our”) is a nurse-led, RQIA-registered health and social care staffing agency based in Northern Ireland. We are committed to protecting your privacy and handling your personal data responsibly, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains what personal data we collect, why we collect it, how we use it, and what rights you have. It applies to visitors to our website, prospective and current care staff, and organisations — such as care homes, hostels, and supported living services — who use our staffing services.

02Who we are

Health One Group Ltd is the data controller responsible for your personal data.

03What personal data we collect

Website visitors and enquiries

• Name, phone number, and email address
• Details submitted via our “Get a Quote” or “Contact Us” forms, including the service required and your message
• Technical data such as IP address, browser type, and device information collected via cookies or analytics

Job applicants and care staff

• Name, contact details, and address
• CV, employment history, qualifications, and references
• Right-to-work documentation and DBS/Access NI check results
• Professional registration details, such as an NMC PIN for registered nurses
• Training records and, where relevant, health information necessary to assess fitness to work

Client organisations

• Business contact details, including name, role, organisation, email, and phone number
• Details of staffing requirements and related correspondence

04How we use your data

• Responding to enquiries and quote requests
• Assessing and processing job applications and staff placements
• Carrying out pre-employment checks, including identity, right to work, DBS/Access NI, references, and qualifications
• Matching and placing staff with client organisations
• Meeting our legal and regulatory obligations as an RQIA-registered agency
• Maintaining training, supervision, and safeguarding records
• Communicating with clients about staffing arrangements
• Improving our website and services through analytics and cookies
• Sending updates or marketing communications, where you have agreed to this

05Our legal basis for processing

• Contract — to take steps towards, and perform, a contract with staff or client organisations
• Legal obligation — to comply with health and social care regulations, including RQIA requirements, safe recruitment, and safeguarding
• Legitimate interests — to respond to enquiries, manage our business, and improve our services
• Consent — for optional marketing communications, and where special category health data requires explicit consent
• Vital interests / employment law — in limited circumstances relating to staff health and safety

06Special category data

As a health and social care staffing agency, we may process special category data — such as health information, DBS/Access NI results, or safeguarding-related information — about staff and candidates. This is processed only where necessary for employment, vetting, and safeguarding purposes, in line with Article 9 UK GDPR and the Data Protection Act 2018, and is subject to additional safeguards.

07Who we share your data with

• Client organisations, including care homes, hostels, and supported living services, for staffing placements
• Regulatory bodies, such as RQIA and the NMC, where legally required
• DBS/Access NI for vetting checks
• IT and website service providers who process data on our behalf, such as hosting, email, and form processing
• Professional advisers, including legal and insurance providers, where necessary

We do not sell your personal data to third parties.

08International transfers

We do not routinely transfer personal data outside the UK. If this changes, any transfer will be carried out with appropriate safeguards in line with UK GDPR.

09How long we keep your data

We retain personal data only as long as necessary for the purposes it was collected, including to meet legal, regulatory, and safeguarding obligations. Staff files, for example, may be retained for the period required by health and social care regulations. Enquiry data submitted via our website forms is retained only as long as needed to respond and follow up.

10Cookies

Our website may use cookies and similar technologies to operate correctly and to understand how visitors use the site, including analytics. You can control cookies through your browser settings.

11Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data, where applicable
• Object to or restrict certain processing
• Request data portability
• Withdraw consent at any time, where processing is based on consent

12Keeping your data secure

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.

13Complaints

If you have concerns about how we handle your personal data, please contact us first at info@healthonegroup.co.uk. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

14Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

15Contact us