Last Updated: March 26, 2025
At Mind Doctor Recruit (“Mind Recruit,” “we,” “us,” or “our”), a part of Mind Doctor Limited, we are committed to protecting your privacy and ensuring the security of your personal information. This combined Privacy and Cookie Policy explains how we collect, use, store, and protect your personal data when you visit our website (https://mind-recruit.co.uk/), engage with our recruitment services, or interact with us. It also outlines how we use cookies and similar technologies.
Mind Doctor Limited is a company registered in England and Wales (Company No. 12632577) with its registered office at 86-90 Paul Street, London, England, EC2A 4NE. We are the data controller responsible for your personal data.
1. Information We Collect
We collect and process the following types of information:
Personal Data You Provide
Identity and Contact Information: Name, email address, phone number, postal address, and other details when you register as a candidate, submit a CV, or contact us.
Professional Information: Employment history, qualifications, skills, references, and job preferences shared during the recruitment process.
Health Information: Where relevant to a placement (e.g., mental health roles), we may collect limited health-related data with your explicit consent.
Client Data: For organizations, we collect contact details and recruitment requirements.
Data Collected Automatically
Technical Data: IP address, browser type, operating system, device information, and usage data (e.g., pages visited, time spent on the site) collected when you access our website.
Application Data: Details from forms or CVs submitted via our website.
Data from Third Parties
References: Information from previous employers or referees provided during the recruitment process.
Analytics Providers: Data from tools like Google Analytics to understand how our website is used (see Section 5: Cookies and Tracking Technologies).
We collect special category data (e.g., health information) only with your explicit consent, where necessary for specific mental health placements.
2. How We Use Your Information
We use your personal data for the following purposes:
To Provide Recruitment Services: To match candidates with suitable mental health roles (e.g., psychiatrists, psychologists, nurses, support workers) and assist organizations in filling vacancies.
To Manage Your Profile: To process applications, store candidate profiles, and communicate job opportunities or updates.
To Facilitate Payments: To process same-day payments for candidates where applicable, via secure third-party payment providers.
To Improve Our Services: To analyze recruitment trends, enhance our website, and ensure our services meet your needs.
To Communicate with You: To respond to inquiries, provide placement updates, and send marketing communications (where you have opted in).
To Comply with Legal Obligations: To meet regulatory requirements, including employment and data protection laws.
To Ensure Security: To protect our website and services from fraud, unauthorized access, or misuse.
We process your data based on the following legal grounds:
Consent: For special category data (e.g., health information) and marketing communications.
Contract: To fulfill our agreement with you (e.g., providing recruitment services).
Legal Obligation: To comply with UK employment and data protection laws.
Legitimate Interests: For improving our services and ensuring security, where these interests do not override your rights.
3. How We Share Your Information
We do not sell your personal data. We may share your information with:
Healthcare Organizations: Employers or clients seeking mental health professionals, with your consent.
Third-Party Service Providers: Payment processors, IT support, and analytics providers acting under strict confidentiality agreements.
Regulatory Bodies: As required by law (e.g., HMRC, professional bodies like the General Medical Council).
Accommodation Partners: Where we assist with sourcing accommodation for placed candidates.
Legal Authorities: If required to comply with legal processes or protect our rights.
All data sharing adheres to strict confidentiality standards to ensure your privacy.
4. How We Store and Protect Your Data
Storage: Your data is stored securely on servers located in the UK or within the European Economic Area (EEA). For international placements, data may be transferred outside the EEA with appropriate safeguards (e.g., Standard Contractual Clauses).
Retention: We retain your personal data only as long as necessary:
Candidate data: Up to 2 years after your last interaction, unless you request deletion earlier.
Client data: Up to 6 years for contractual records.
Technical data: Up to 12 months for analytics purposes.
Security: We use encryption, access controls, and secure platforms to protect your data from unauthorized access or breaches.
5. Cookies and Tracking Technologies
What Are Cookies?
Cookies are small text files stored on your device when you visit our website. They help us improve your experience and understand how our site is used.
Types of Cookies We Use
Essential Cookies: Necessary for the website to function (e.g., form submissions, session management).
Analytics Cookies: Track website usage (e.g., Google Analytics) to improve performance and user experience.
Functional Cookies: Remember your preferences (e.g., form autofill settings).
Marketing Cookies: Used to deliver relevant advertisements (only if you opt in).
Cookie Management
You can manage cookies via your browser settings or our cookie consent tool on the website. Disabling cookies may affect site functionality. For more details, see our Cookie Preferences section below.
Third-Party Cookies
We use Google Analytics to collect anonymized data about site usage. This data includes pages visited, time spent, and referral sources but does not identify you personally.
6. Your Rights
Under UK data protection law, you have the following rights:
Access: Request a copy of your personal data.
Rectification: Correct inaccurate or incomplete data.
Erasure: Request deletion of your data (where no legal basis requires retention).
Restriction: Limit how we process your data in certain circumstances.
Objection: Object to processing based on legitimate interests or for marketing.
Data Portability: Obtain your data in a structured, machine-readable format.
Withdraw Consent: Revoke consent for special category data or marketing at any time.
To exercise your rights, contact us at [insert contact email, e.g., privacy@mind-recruit.co.uk]. We will respond within one month, free of charge, unless your request is complex or excessive.
7. International Transfers
For international placements, we may transfer data outside the UK/EEA to facilitate recruitment. We ensure such transfers comply with UK GDPR through safeguards like contractual agreements with recipients.
8. Third-Party Links
Our website may contain links to third-party sites (e.g., payment processors, job boards). We are not responsible for their privacy practices. Please review their policies before providing personal data.
9. Changes to This Policy
We may update this policy to reflect changes in our services or legal requirements. Updates will be posted on this page with the revised date. Significant changes will be communicated via email or a website notice.
10. Contact Us
If you have questions, concerns, or wish to exercise your rights, please contact us:
Email: [Insert contact email, e.g., privacy@mind-recruit.co.uk]
Post: Mind Doctor Recruit, 86-90 Paul Street, London, England, EC2A 4NE
Phone: [Insert phone number from the website, if available]
You may also lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.
11. Cookie Preferences
You can adjust your cookie settings at any time via the “Cookie Settings” link on our website. Below is a summary of cookies we use:
Cookie Type Purpose Duration Provider
Essential Enable core functionality Session Mind Recruit
Analytics Track site usage Up to 12 months Google Analytics
Functional Remember preferences Up to 6 months Mind Recruit
Marketing Personalized ads (optional) Up to 12 months [If applicable]
Thank you for choosing Mind Doctor Recruit as your trusted recruitment partner in the mental health sector. Your privacy is our priority.
