Privacy Policy

Florenfield Ltd

GDPR privacy notice

We are Florenfield Ltd, a company incorporated in England and Wales. Our company number is 08071486 and our registered address is Commerce House, 59 Bridgeman Place, Bolton, BL2 1DW.

(“Florenfield Ltd” / “we” / “our” / “us”). We are committed to ensuring that your privacy is protected. We comply with the General Data Protection Regulation ((EU) 2016/679) (“GDPR”) unless and until the GDPR is no longer directly applicable in the UK, together with any national implementing laws, regulations and secondary legislation as amended or updated from time to time in the UK, and any successor legislation to the GDPR and the DPA (together “Data Protection Legislation”). We are the data controller of data you pass to us pursuant to this policy. Our Data Protection Officer can be contacted at dpo@florenfield.com.

The Company as part of the services we offer, we are required to process personal data about our staff, our service users and, in some instances, and the friends or relatives of our service users. “Processing” can mean collecting, recording, organising, storing, sharing, or destroying data. The Company must process personal data (including special category data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may provide your personal details to the Company directly, such as on an application form, by CV via our website or we may collect them from another source such as a job board. The Company must have a legal basis for processing your personal data. For the purposes of providing, you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement. This notice explains how Florenfield Ltd (referred to in this notice as we, us or our) collects and uses information during the work finding process.

This Privacy Policy together with our Cookie Policy sets out how we collect personal information from you and how the personal information you provide will be processed by us. By visiting the website at www.florenfield.com, you are accepting and consenting to the practices described in this Privacy Policy. If you do not consent, please do not submit any personal data to us.

What information does Florenfield Ltd hold and how will we use it?

Information you give Florenfield Ltd: You may give us information about you by completing our ‘Contact Us’ form or by completing our online ‘register with us’ form on the website. The information you give us may include your name, email address, address, phone number, NI number, right to work/criminal offences/health declarations, qualifications, work history, referee contact name and details. This does not include all personal data processed by Florenfield Ltd but only personal data it collects through its website.

We will retain this information while we are corresponding with you or providing services to you or to a Service User you represent. We will retain data collected through the ‘Contact Us’ for the period of correspondence. We will retain data collected through the ‘Register with us’ Form for a period of 6 months for unsuccessful applicants, for successful applicants this information will be retained for the period of employment and up to 6 years after employment ceases.

Information Florenfield Ltd collects about you:

Florenfield Ltd may collect the following information from you when you visit the website:

• 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, operating system, and platform

• Information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from the website (including date and time), products you viewed or searched for, page response times, website errors, length of visits to certain pages, page interaction information, methods used to browse away from the page and any phone number used to call our helpline

We retain this information. For further information please see our Cookies Website Statement below.

Cookies

The Website uses cookies to distinguish you from other users of the website. For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy below.

Use Made of the Information

Florenfield Ltd processes personal information for certain legitimate business purposes, which include some or all the following:

• Where the processing enables Florenfield Ltd to enhance, modify, personalise or otherwise improve the website, its services or communications.

• To identify and prevent fraud.

• To enhance the security of the network and information systems of Florenfield Ltd.

• To better understand how people interact with the websites of Florenfield Ltd.

• To administer the website and carry out data analysis, troubleshooting and testing;

• To determine the effectiveness of promotional campaigns and advertising.

Where we are processing personal data that we have obtained via the website on the basis of having obtained consent from you, you have the right to withdraw your consent to the processing of your personal data at any time. If you would like to withdraw your consent or prefer not to receive any of the above-mentioned information (or if you only want to receive certain information from us) please let us know by contacting us via the following webpage Florenfield https://www.florenfield.com/contact-us. Please bear in mind that if you object, this may affect our ability to carry out the tasks above for your benefit.

We will not share, sell or distribute any of the information you provide to us (other than as set out in this policy) without your prior consent, unless required to do so by law.

What is personal data?

Personal data is any information that tells us something about you. This could include information such as your name, contact details, date of birth, and references.

Service Users

What data do we have?

So that we can provide a safe and professional service, we need to keep certain records about you. We may process the following types of data:

• Your basic details and contact information e.g. your name, address, date of birth and next of kin;
• Your financial details e.g. details of how you pay us for your care or your funding arrangements. We also record the following data which is
  classified as “special category”:
• Health and social care data about you, which might include both your physical and mental health data.
• We may also record data about your race, ethnic origin, sexual orientation, or religion.

Why do we have this data?

We need this data so that we can provide high-quality care and support. By law, we need to have a lawful basis for processing your personal data. We process your data because:

• We have a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005. We process your special category data because:
• It is necessary due to social security and social protection law (generally this would be in safeguarding instances);
• It is necessary for us to provide and manage social care services;
• We are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.
• We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent at any time.

Where do we process your data?

So that we can provide you with high quality care and support we need specific data. This is collected from or shared with:

• You or your legal representative(s);
• Third parties.
• We do this face to face and/or via phone.

Third parties are organisations we might lawfully share your data with. These include:

• Other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, and other health and care professionals.
• The Local Authority.
• Your family or friends – with your permission.
• Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC;
• The police or other law enforcement agencies if we have to by law or court order.

Our staff

How do we collect personal data?

We collect personal data about you from various sources including:

• from you when you contact us directly through the application and recruitment process;
• from other people when we check references or carry out background checks – if we do this, we will inform you during the recruitment process of the checks that are carried out.
• Job boards

What information do we collect?

We collect the following categories of information about you:

• Personal contact details such as name, title, address, telephone number and personal email addresses

• Date of birth

• Equal opportunities monitoring information such as gender, race and ethnicity

• Recruitment information (including copies of right to work documentation, references, DBS, PIN number and other information in your CV or application form or otherwise provided as part of the registration process)

• Information about criminal convictions and offences committed by you

• Occupational Health information including COVID 19 vaccination status

How do we use your information?

We use your information for the following purposes:

• Supply work finding services
• To check you are legally entitled to work in the UK
• To assess your qualifications, experience and skills for a particular role or assignment
• To conduct data analytics studies to review and better understand job application rates
• To carry out equal opportunities monitoring
• Audits, as we operate in the healthcare industry, we are required to be audited by our clients to ensure legal and contractual compliance
• For payroll processing purposes
• To request or complete reference for work seeking opportunities
• Investigations for NMC or safeguarding referrals
• Occupational Health purposes.

What is the legal basis that permits us to use your information?

Under data protection legislation we are only permitted to use your personal data if we have a legal basis for doing so as set out in the data protection legislation. We will process your personal data for the purposes of providing you with work-finding services.

The legal bases we rely upon to offer these services to you are:

• Consent
• Contractual obligation
• Legal obligation
• Health or social care
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Some information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions, sexual orientation and trade union membership. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal data. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data. We may process special categories of personal data and criminal conviction information in limited circumstances with your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.

What happens if you do not provide information that we request?

We need some of your personal data in order to conduct the work finding services. If you do not provide such information, we may not be able to continue with the recruitment process or offer you employment/engagement.

How do we share your information?

We share your personal data in the following ways:

• Where we use third party services providers who process personal data on our behalf in order to provide services to us. This may include:

• Clients in the Healthcare sector (we will seek your consent before providing your data to a client including COVID 19 vaccination status)
• Our Occupational Health Provider
• NMC
• HMRC
• Auto-enrolment pension provider.

• We will share your personal data with third parties where we are required to do so by law or to comply with our regulatory obligations.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
• If we sell any part of our business and/or integrate it with another organisation your details may be disclosed to our advisers and to prospective purchasers or joint venture partners and their advisers.

Where we share your personal data with third parties, we ensure that we have appropriate measures in place to safeguard your personal data and to ensure that it is solely used for legitimate purposes in line with this privacy notice.

Third Party Sites

This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

How Safe is your Information?

Protecting your security and privacy is important to us and we make every effort to secure your information and maintain your confidentiality in accordance with the terms of the Data Protection Legislation. The website is protected by various levels of security technology, which are designed to protect your information from any unauthorised or unlawful access, processing, accidental loss, destruction and damage.

We will do our best to protect your personal data but the transmission of information via the Internet is not completely secure. Any such transmission is therefore at your own risk.

Disclosure of your Information

We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the Companies Act 2006.

Please note we may need to disclose your personal information where we:

• Sell any or all our business or assets or we buy another business or assets in which case we may disclose your personal data to the prospective buyer or seller.
• Are under a legal duty to comply with any legal obligation or to enforce or apply our terms and conditions;
• Need to disclose it to protect our rights, property or the safety of our customers or others, including the exchange of information with other companies, organisations and/or governmental bodies for the purposes of fraud protection and credit risk reduction.

Your Rights in Respect of your Data

If any of the information you provide to us via the website changes, please let us know as soon as possible so that we can make the necessary changes to the information we hold for you on our database. If you wish to make any changes to your information, please contact us via the following webpage https://www.florenfield.com/contact-us.

If you wish to access or rectify the information, we hold about you, or request that such information be transmitted directly to another data controller, please contact us via the following webpage https://www.florenfield.com/contact-us. We shall process your request to access your information within one month of receipt, or we’ll let you know within that timeframe if we need more information from you. We will process your request free of charge.

To request that your information is deleted or if you wish to restrict or object to the processing of your information, please contact us via the following webpage https://www.florenfield.com/contact-us.

If you have any complaints about our use of your personal data, please contact us. You also have the right to complain to the relevant supervisory authority in your jurisdiction. In the UK, the supervisory authority is the Information Commissioner’s Office. Contact details for the ICO can be found at https://ico.org.uk/.

If you have any further queries or comments on our Privacy Policy, please contact us via the following webpage https://www.florenfield.com/contact-us or you can contact us by emailing dpo@florenfield.com. We also welcome your views about our website and our Privacy Policy.

Cookies Website Statement

Cookies are small text files which a website may put on your computer or mobile device when you first visit the website. The cookies will help the website recognise your device the next time you visit. Web beacons or other similar files can also do the same thing. We use the term “cookies” in this policy to refer to all files that collect information in this way.

We use cookies to distinguish you from other users of the website. This helps us to provide you with a good experience when you use the website and also allows us to improve the services, we provide to you. On revisiting the website, we will be able to obtain information about your previous visits and about your computer including where available, your IP address, operating system and browser type, for system administration. This is statistical data about your browsing actions and patterns and does not identify you. For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer.

We use the following cookies:

• Strictly necessary cookies. These are cookies that are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Disabling them may mean you are not able to access parts of our website.

• Analytical cookies. We use these cookies to collect information about how visitors use the website, for instance which pages visitors go to most. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. Some of these cookies are known as analytic cookies which allow us to monitor website traffic using industry accepted third parties.

Please note that third parties may also use cookies on the website, over which we have no control. These cookies are analytical cookies. The website uses a third party, Google Analytics. Google uses Google Analytics data to provide the Google Analytics measurement service to us. Identifiers such as cookies and app instance IDs are used to measure user interactions with our site, while IP addresses are used to provide and protect the security of the service, and to give us a sense of where in the world our users come from. We may also choose to use the data collected by Google Analytics for site/app personalisation.

Most browsers accept cookies automatically, but you can change your cookie preferences by adjusting your browser settings to refuse the setting of all or some cookies if you prefer. You can usually do this by visiting the “options” or “preferences” menu on your browser. Please note, however, that if you do this and choose to block all cookies (including essential cookies) we cannot guarantee that your experience will be as fulfilling as it would otherwise be, and you may not be able to access all or parts of our website.

Where we collect personal data as part of our use of cookies on the website, we will do so in accordance with our Privacy Policy above.