Privacy Policy

Assign Dental Recruitment

Assign Group Ltd trading as Assign Dental Recruitment (‘the company’, ‘we’; ‘us’; and ‘our’) is a company incorporated in England with incorporation number 09264493.   Our Registered address is 307 Seven Sisters Road, London, N4 1QR.

Assign Dental Recruitment values the trust our users and customers place in us when they give us access to their personal data. We are committed to protecting and respecting your privacy.

Assign Dental Recruitment operates via our site www.assign.co.uk as both an employment agency and a recruitment business, introducing job seekers to employers for permanent and temporary vacancies respectively.

This Privacy Policy explains how we use the personal and non-personal data we collect about you. This is when using our services as a website user, candidate (job seekers), client (employers), and people whose data we receive from candidates and staff (referees and emergency contacts).

For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), Assign Dental Recruitment is the data controller and is responsible for your personal data.

Personal data and non-personal data

Personal data refers to any information that identifies you as a specific individual.  Non-personal data refers to any information that does not identify you as a specific individual.

Assign Dental Recruitment will adhere to the applicable statutory definition in determining what is and is not personal data for the purposes of this Privacy Policy. Where this Privacy Policy refers to “information” or “your information” this may include both Personal and Non-Personal Data.

 

  1. Basis for processing personal data

Assign Dental Recruitment must process personal data it collects from you to provide the recruitment services that it delivers. The legal conditions for processing your personal data are:

1.1 Consent: You must consent to us processing your personal data. With regards to marketing our services, soft opt-in consent applies where you have previously engaged with Assign Dental Recruitment (for example by submitting a CV, setting up a user profile on our website, job application or registering a vacancy to be filled). We will take your consent as given until or unless you opt out of our services. 

1.2 Contractual obligation: Where you subscribe to receive our service, we will process your personal data (including your name, address, dates of birth, education and employment history, bank account details, national insurance number, email addresses, phone numbers) to process your account registration and generate your profile.

We will also process such personal data for the purposes of entering into a contract with you in relation to your assignment, on a temporary basis, to a third party client of Assign Dental Recruitment. We need to process your data in this way in order to create a legal relationship for any such assignment, and to ensure that you are able to be paid remuneration in relation to such assignment.

We need to process your personal data in this way to enter into and perform the contract for our services at your request. If you do not wish to provide us with your personal data in this way, you will be unable to register for an account on or site, receive our services, or be placed on assignments with third party clients of Assign Dental Recruitment.

1.3 Compliance: We must process your personal data to comply with regulatory authorities. Assign Dental Recruitment follow strict CQC requirements and will ensure that personal data is processed in line with the compliance guidelines.

1.3.1 Candidate data: For candidates, personal data includes (but is not limited to) your name, contact details, work history, employment preferences, references, emergency contacts and the usual information contained on a CV. We will also ask for and keep copies of your CV and, where appropriate, proof of your eligibility to work in accordance with our legal obligations. You may also be asked to provide evidence to prove qualifications that are on your CV.

As per CQC requirements any candidate registered with Assign Dental Recruitment working as a temporary worker will be required to provide the relevant documentation to do so. If you are paid by Assign Dental Recruitment for temporary assignments that you have completed, we will also ask you to provide us with the information needed to ensure that you are paid appropriately.

We may also ask you if you need any reasonable adjustments to be made in connection with the recruitment process or for an application for a particular role.

Assign Dental Recruitment will keep details of any roles that you obtain through us and copies of any correspondence sent to you and to any employer in connection with such roles.

In certain situations we may also ask you to supply limited sensitive or special category personal data relating to criminal records or your health (“sensitive personal data”). We will only ask for sensitive personal data when it is needed to comply with a statutory obligation or to ensure that any employment rights are respected.

1.3.2 Client data: For clients we need to collect and use information about you, your organisation or individuals at your organisation, this may include general practice information and personal data related to the practice contact person for recruitment. We will keep details of any candidates that you hire through us and copies of any correspondence sent to you and to any candidate in connection with such roles.

1.3.3 Referee and emergency contacts: We collect your contact details only where a Candidate or a member of our staff puts you down as their emergency contact or where a Candidate gives them to us in order for you to serve as a referee.

We will only use the information that our Candidate gives us about you for the following purposes:

        • If our Candidates or staff members put you down on our form as an emergency contact, we will contact you in the case of an accident or emergency affecting them; or
        • If you were put down by our Candidate or a prospective member of Staff as a referee, we will contact you in order to take up a reference.
        • If you were put down by our Candidate or a prospective member of Staff as a referee, we may sometimes use your details to contact you in relation to recruitment activities that we think may be of interest to you, in which case we will use your data for the same purposes for which we use the data of Clients.

 

1.4. Legal obligation: Assign Dental Recruitment may process your personal data to comply with our legal and regulatory obligations, e.g. preventing, investigating and detecting crime, fraud or anti-social behaviour and prosecuting offenders, including working with law enforcement agencies.

Where we are legally required to do so, we may also ask you for details of any criminal offences and seek an up to date criminal records check. If any roles you wish to apply for require us to conduct additional checks, for example credit checks or for CCJ’s we will also use your personal data to perform those checks.

1.5 Legitimate interests – To provide our services to you: As a recruitment business our primary interest is connecting clients to candidates. For the purposes below (but not limited to), we may use your personal data if we deem it necessary for our legitimate interests.  Where you subscribe to receive our service and use our site, we will process your personal data in order to improve the accuracy of our services that we provide to you.

If you are an individual candidate using our service in order to find a temporary or permanent work placement, our use of your personal data in this way includes sharing your personal data with businesses that use our website and app to source staff. These businesses will require access to your profile page and personal data (which will include your name, location, date of birth, and education and employment history) in order to offer you a work placement, or to offer you an interview for such a placement.

We need to process your personal data in this way to perform our service at your request. If you do not wish to provide us with your personal data in this way, we will be unable to provide our service to you.

In the event that you are successfully hired, either on a temporary or permanent basis, we may process data relating to your criminal convictions or offences or related security measures, only for the purposes of running background checks as requested by the Company which hires you. Any such background checks will be carried out by third party services who we may engage from time to time in order to carry out such checks. In the event that a background check is required, we will contact you to seek your specific consent to the background check before processing any data relating to your criminal convictions or offences or related security measures.

We may also share your personal data with third parties with whom we have a commercial relationship for the supply of services which are necessary to allow us to provide our services. These third parties provide us with services such as:

1.5.1 Applicant Tracking Systems services, which allow the processing of your application for temporary or permanent placements with certain employers who use our site and/or services;

1.5.2 Financial and payroll services, which allow us to pay individual candidates for their time spent in a temporary work placement;

1.5.3 Email services, which allow us to send individual candidates email notifications of interview and job offers; and

1.5.4 Storage and database services, which allow us to securely store, host, and maintain our database of candidates and employers.

1.5.5 Learning & Development platform services, which allow us to give you access to learning materials that may be relevant from time to time.

1.5.6 Benefits administration services, which allows us to give you access to flexible benefits during assignments where applicable.

1.6 To make our site and services better: We will also process your personal data in order to provide you with a more effective user experience (such as improving the layout of our site to make sure the pages that you visit more frequently are more easily accessible from our home page.

Our use of your information in this way means that your experience of our site will be more tailored to you, and that the content which you see on our site may differ from someone accessing the same site with a different history or browsing habits.

We also use various cookies to help us improve our site and services (details can be found on our Cookie Policy page), and share your personal data with third party analytics and search engine providers that assist us in the improvement and optimisation of our site.

We will also process your personal data for the purposes of making our site more secure, and to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.

The legal basis on which we process your data in these circumstances is our legitimate interest to provide you with the best customer experience we can, and to ensure that our site is kept secure.

The use of non-essential cookies is subject to your consent. You can also prevent us from using your personal data in this way by using the ‘do not track’ functionality in your internet browser. If you enable such do not track functionality, our site may be less tailored to your needs and preferences.

1.7 To provide customer services to you: We may also process your personal data in order to provide various supporting customer services to you (such as where you contact us with a question in connection with our site or services). The legal basis on which we process your personal data in these circumstances is your consent. If you do not provide us with the personal data we request from you for customer services purposes, we may not be able to fully answer your queries.

1.8 To provide job alerts to you: Where you have opted in via our site or other services to receive job alerts from us, we will process your personal data to provide you with new temporary or permanent jobs that have been added to our site in line with the preferences you have provided.

The legal basis on which we process your personal data is your consent. You are not under any obligation to provide us with your personal data for marketing purposes, and you can withdraw your consent to your personal data being processed in this way at any time by contacting us at online@assign.co.uk or, where relevant, by following the unsubscribe link in every job alert you receive from us.

1.9 For marketing purposes: Where you have opted in via our site or other services to receive marketing communications from us, we will process your personal data to provide you with marketing communications in line with the preferences you have provided.
The legal basis on which we process your personal data is your consent. You are not under any obligation to provide us with your personal data for marketing purposes, and you can withdraw your consent to your personal data being processed in this way at any time by contacting us at online@assign.co.uk or, where relevant, by following the unsubscribe link in every marketing communication you receive from us.

1.10 If our business is sold: We will transfer your personal data to a third party:

1.10.1 in the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets (at all times in accordance with data protection legislation); or

1.10.2 if Assign Group Ltd or substantially all of its assets are acquired by a third party, in which case personal data held by Assign Group Ltd about its customers will be one of the assets transferred to the purchaser.

In each case, the legal basis on which we process your data in these circumstances is our legitimate interest to ensure our business can be continued by a purchaser.  If you object to our use of your personal data in this way, the relevant seller or buyer under a duty to disclose or share personal data in order to comply with a legal obligation. 

 

  1. Categories of information we collect from you

We will collect and process the following personal data:

2.1 Information you give us: This is information about you that you give us by:

2.1.1 filling in forms on our site or our other services, application forms, as part of the registration process;

2.1.2 registering for an account with us;

2.1.3 setting up a candidate or employer profile on our site; or 

2.1.4 by corresponding with us by phone, e-mail, in person or otherwise. 

2.1.5 by application to a job posted or advertised on a third-party jobs board

2.1.6 contact via a social media channel such as Facebook or Twitter

2.1.7 leaving a hard copy CV at our office.

It includes information you provide when you register to use our site and services, participate in social media functions on our site, or participate in a survey (if applicable), and when you report a problem with our site or other services.

The information you give us may include your names, addresses, dates of birth, education and employment history, bank details, national insurance number, email addresses and phone numbers.

2.2 Non personal information we collect about you: 

2.2.1 With regard to each of your visits to our site we will automatically collect the following information:

2.2.1.1 technical information, including the Internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, screen resolution, operating system and platform; and

2.2.1.2 information about your visit, including the full Uniform Resource Locators, clickstream to, through and from our site (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs) and methods used to browse away from the page.

2.2.2 With regard to each of your visits to site and use of our platform we will automatically collect the following information:

2.2.2.1 technical information, including the type of mobile device you use, your mobile network information, your mobile operating system, the type of mobile browser you use, and time zone settings;

2.2.2.2 details of your use of any of site including, but not limited to traffic data, weblogs and other communication data (whether this is required for our own billing purposes or otherwise), and your time spent using our site.

2.3 Information we receive from other sources: We may receive information about you when you use our site or services.  We are also working closely with third parties (including, our payment providers, as well as other business partners, sub-contractors, advertising networks, analytics providers, hosting providers and search information providers) from whom we may also receive general aggregated anonymous information about you.

2.3.1 Candidate data – personal data we receive from other sources:  We also receive personal data about candidates from other sources.  Depending on the relevant circumstances and applicable local laws and requirements, these may include personal data received in the following situations:

2.3.1.1 Your referees may disclose personal information about you

2.3.1.2 Our Clients may share personal information about you with us

2.3.1.3 We may obtain information about you from searching for potential Candidate from third party sources, such as LinkedIn and other job sites.

2.3.1.4 If you ‘like’ our page on Facebook or ‘follow’ us on Twitter we will receive your personal information from those sites.

2.3.2 Client data – personal data we receive from other sources: From third parties (for example from our Candidates to the extent that they provide us with your details to act as a referee for them)

2.4 We do not process any of the following special categories of personal data, meaning personal data revealing:

2.4.1 racial or ethnic origin; 

2.4.2 political opinions; religious or philosophical beliefs or trade union membership; 

2.4.3 genetic or biometric data that uniquely identifies you; or

2.4.4 data concerning your health, sex life or sexual orientation.

2.5 In the event that you are successful hired, either on a temporary or permanent basis, we may process data relating to your criminal convictions or offences or related security measures, only for the purposes of running background checks as requested by the Company which hires you. Any such background checks will be carried out by third party services who we may engage from time to time in order to carry out such checks. In the event that a background check is required, we will contact you to seek your specific consent to the background check before processing any data relating to your criminal convictions or offences or related security measures.

 

  1. Sharing the personal data we collect

Assign Dental Recruitment may share your personal data, in various ways and for various reasons:

3.1 Individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective employers, educators, examining bodies and regulatory authorities.

3.2 Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data.

3.3 Third party service providers who perform functions on our behalf, where it is necessary to do so in order to provide you with our recruitment services as described above.

3.4 Third party outsourced IT and document storage providers where we have an appropriate processing agreement in place.

3.5 In the case of candidates, potential clients to increase your chances of finding employment.

3.6 Third party service providers who provide services such as references, qualification and criminal convictions checks.

3.7 In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

3.8 If Assign Dental Recruitment or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

3.9 If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or terms of engagement and other agreements; or to protect the rights, property, or safety of the Company, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

 

4. Storage of your personal data

4.1 Assign Dental Recruitment take security seriously and subsequently take all reasonable and appropriate steps to protect your personal information. We only transmit personal information, including sensitive information using secure sockets layer technology (SSL).

The data that we collect from you will be stored in a location within the European Economic Area. 

4.2 We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. In particular, any transfer of your personal data made by us to a location outside of the EEA will be safeguarded by:

4.2.1 by transferring your personal information to a country that has been deemed to provide an adequate level of protection by the European Commission;

4.2.2 by using specific contracts approved by the European Commission which give your personal information the same protection it has; or

4.2.3 where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.

4.3 All information you provide to us is stored on our secure servers or those of our third party data storage providers.

4.4 Where you have chosen a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. You must not share your password with anyone.

 

  1. Period of time your personal data is stored

5.1 When we collect your personal data to provide the services to you, we will retain this for a period of 6 years after the contract between us has ended, to ensure we can respond to any legal claims (should they arise).

5.2 Where we have processed your personal data to provide you with marketing communications, we will contact you at least every 12 months to ensure you are happy to continue receiving such communications. If you tell us that you no longer wish to receive such communications, your personal data will be removed from our lists.

5.3 Where we have processed your data for any other reason (such as where you have contacted us with a question in relation to our site or services), we will retain your data for a period of 6 years.

 

  1. Access to your personal data and correction

You have the right to request a copy of the personal data that we hold about you. If you would like a copy of some or all of your personal information please email us at dataprotection@assign.co.uk.

We want to make sure that your personal data is accurate and up to date, and are happy to remove or amend any information you think is inaccurate.

You also have the right to cease receiving our services at any time and have us delete all of your personal data, unless we are in the process of responding to any complaint or that we are required to keep it for legal reasons.

 

  1. Your right to object under data protection laws

7.1 You have the right to object to us processing your personal data where we are processing your personal data:

7.1.1 based on our legitimate interests (as set out in section 1 above). If you ask us to stop processing your personal data on this basis, we will stop processing your personal data unless we can demonstrate compelling grounds as to why the processing should continue in accordance with data protection laws; and 

7.1.2 for direct marketing purposes. If you ask us to stop processing your personal data on this basis, we will stop.

 

  1. Your other rights under data protection laws

8.1 Right of access: You have the right to receive confirmation as to whether your personal data is being processed by us, as well as various other information relating to our use of your personal data. You also have the right to access your personal data which we are processing. You can exercise such right by contacting us at dataprotection@assign.co.uk 

8.2 Right to rectification: You have the right to require us to rectify any inaccurate personal data we hold about you. You also have the right to have incomplete personal data we hold about you completed, by providing a supplementary statement to us.

8.3 Right to restriction: You have the right to restrict our processing of your personal data where:

8.3.1 the accuracy of the personal data is being contested by you; 

8.3.2 the processing by us of your personal data is unlawful, but you do not want the relevant personal data erased;

8.3.3 we no longer need to process your personal data for the agreed purposes, but you want to preserve your personal data for the establishment, exercise or defence of legal claims; or

8.3.4 we are processing your data on the basis of our legitimate interest (as set out at in section 1 above) and you:

8.3.4.1 object to our processing on the basis of our legitimate interest under section 7.1.1 above; and 

8.3.4.2 want processing of the relevant personal data to be restricted until it can be determined whether our legitimate interest overrides your legitimate interest. 

8.4 Where any exercise by you of your right to restriction determines that our processing of particular personal data is to be restricted, we will then only process the relevant personal data in accordance with your consent and, in addition, for storage purposes and for the purpose of legal claims.

8.5 Right to data portability: You have the right to receive your personal data in structured, standard machine readable format and the right to transmit such personal data to another controller.

8.6 This right only applies to your personal information we are handling because you consented to us using it or because there is a contract in place between us.

8.7 Right to erasure: You have the right to require we erase your personal data which we are processing where one of the following grounds applies:

8.7.1 the processing is no longer necessary in relation to the purposes for which your personal data were collected or otherwise processed;

8.7.2 our processing of personal your data is based on your consent, you have subsequently withdrawn your consent and there is no other legal ground we can use to process your personal data;

8.7.3 you object to the processing in as set out in section 7.1.1 of this policy and we have no overriding legitimate interest for our processing, 

8.7.4 the personal data has been unlawfully processed; and

8.7.5 the erasure is required for compliance with a law to which we are subject.

8.8 Right to complain: You have the right to lodge a complaint with the Information Commissioner’s Office, the supervisory authority for data protection issues in England and Wales.

 

  1. Links on our Site

9.1 Our site may, from time to time, contain links to and from the websites of our partner networks and affiliates. 

9.2 Our site connects you to different websites. If you follow a link to any of these websites, please note that you have left our site and these websites have their own privacy policies. 

9.3 We do not accept any responsibility or liability for these policies or websites. Please check these policies before you submit any personal data to these websites.

 

  1. Changes to our privacy policy

This Privacy Policy was last updated on 30th April 2021.  Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

 

  1. How to contact us

Please contact us if you have any questions about this Privacy Policy or information we hold about you:

Email – dataprotection@assign.co.uk

Telephone: 0203 633 2033

Write to us – Data Protection Officer (DPO) Assign Dental Recruitment, Devonshire House, 582 Honeypot Lane, Middlesex, HA7 1JS

You also have the right to raise any concerns about our processing of your personal data with the Office of the Information Commissioner (ICO), details of which are available at: https://ico.org.uk

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