Privacy notice for temporary and permanent candidates

Scope and overview

  • by email to:; or
  • by writing to: Data Protection Officer, Acacium Group, 9 Appold Street, London, EC2A 2AP

1. When will this privacy notice apply?

  • you complete an application form via the website for a job opportunity;
  • you meet us at a recruitment fair and give us your details to start the recruitment process;
  • you speak to us on the telephone (which may be recorded for quality and monitoring purposes) in relation to applying for a job opportunity and we take you through the recruitment process;
  • you email your CV or documents relating to a job opportunity to one of our recruitment team and we contact you to start the recruitment process.; or
  • you provide your details on a social media site or job board site, indicating that you are looking for job opportunities and we contact you to start the recruitment process.

2. What is the lawful basis for using your personal data?

  • Performance of a Contract – processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering a contract.
  • Legitimate Interests – processing is necessary for the purpose of the legitimate interests pursued by ICS Operations Limited or a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data.
  • Legal Obligation – processing is necessary for our compliance with a legal obligation and/or regulatory obligation to which ICS Operations Limited is subject to.
  • Consent – you have given your consent to the processing of your personal data for the processing detailed in this privacy notice.
Who does this apply to?Personal data we obtainPurpose for processingLawful basis
Temporary and permanent candidatesBasic contact details:full legal name;telephone number;email address; and postal address*To enter into a contract with you for our services
To enable you to have a preference as to how we contact you
To enable us to communicate and manage our relationship with you while finding you suitable job opportunities and while you work with us
To enable you to receive job alerts for suitable job opportunities
To enable us to send you business communication relating to working with the Acacium Group
To enable us to identify you when placing you into a potential job opportunity
Performance of a Contract
To conduct background checks to ensure you are safe to work with the Acacium Group’s clients and individuals To enable us to send you any legal or regulatory changes that may affect you, for example changes to tax regulationsLegal Obligation
Temporary and permanent candidatesIdentity documents: passport; visa; birth certificate; driving licence; or adoption certificate*To verify that your identity is correctLegal Obligation
Temporary and permanent candidatesProof of address documents:driving licence;bank statement;utility bills; orfinancial statements*To verify your address is correctLegal Obligation
Temporary and permanent candidatesDate of birth*To verify your identity against required documentationTo conduct background checks to ensure you are safe to work with the Acacium Group’s clients and individualsLegal Obligation
Temporary candidatesNext of kinTo be able to contact someone on your behalf in the event of an emergencyLegitimate Interests
Temporary and permanent candidatesProof of your immigration status and legal right to work*To demonstrate that you can legally work in the country where the job opportunity isLegal Obligation
Temporary and permanent candidatesProof of a change of name*To verify your identification for legal and regulatory requirements if other documents are in a different nameTo confirm that we have the most accurate and up to date informationLegal Obligation
Temporary and permanent candidatesProof of a valid registration with your required regulatory body*To verify professional qualifications and fitness for you to legally work in your professionLegal Obligation
To be able to place you as a qualified professional in suitable job opportunitiesPerformance of a Contract
Temporary candidatesPrevious employment history with other agencies*To assess criteria to determine if you qualify for Agency Worker Regulation rightsLegal Obligation
Temporary and permanent candidatesFull employment history and evidence of relevant qualifications*To find your suitable job opportunities in your preferred and experienced profession
To verify professional qualifications and relevant employment history
Performance of a Contract
Temporary nursing candidatesEvidence of professional skills checklists*To conduct background checks to ensure you are safe to work with the Acacium Group’s clients and individuals
To verify professional skills to ensure that you are placed in a position where you can safely meet the required competenciesTo suitably match you to a role
Performance of a Contract
Temporary candidatesAnswers to competency interview questions*To verify professional qualification and experience
To ascertain the type of role you require
To find your suitable job opportunities in your preferred profession
Performance of a Contract
Qualified temporary candidatesProof of a valid professional indemnity insurance*To ensure you have adequate professional indemnity insurance in placeLegal Obligation
A requirement for us to obtain and maintain insurance policiesLegitimate Interests
Temporary and permanent candidatesReferee details and contents of a reference*To conduct background checks to ensure you are safe to work with Acacium Group’s clients and individuals by gaining at least two references
To verify your experience and fitness to work in your chosen profession
To confirm that you can work for an agency by ensuring that you are not exceeding working hours or are not claiming any other statutory benefits whilst working for us, for example, sick pay or maternity pay
Legal Obligation
To find you suitable job opportunities in your preferred profession and match your experience and skillsPerformance of a Contract
Temporary candidatesEvidence of core competency assessments*To verify your compliance in core competencies to enable us to find you suitable job opportunities
To offer you the opportunity to achieve core competencies
Performance of a Contract
Temporary candidatesPhotographs or digital images*To provide you with an ID badge to wear while you are working, to evidence your identity and safeguard our vulnerable clientsLegitimate Interests
Temporary candidatesFinancial information: bank details; umbrella company details; limited company details; evidence of a tax code; or evidence of statutory benefits*For us to meet legal requirements around tax and payment including payment for the work that you do, payment of expenses and payment of annual leaveLegal Obligation
Temporary candidatesDetails relating to: pregnancy; paternity; adoption; or surrogacy*To provide you with appropriate time off
To provide you with any required statutory pay
To ensure that you are placed in a safe working environment
Legal Obligation
Temporary candidatesDetails of your availability to work and a record of shifts or placements completed with us*To ensure that you are meeting
Working Time Regulations requirements and are taking/planning sufficient rest breaks and annual leave
Legal Obligation
To enable us to find you suitable employment when you wish to workPerformance of a Contract
Temporary candidatesCard payment details*To process your payment for criminal checks if conducted through the Acacium Group
To process your payment for core competency assessment certificates if conducted through the Acacium Group
To allow you to purchase the required uniforms to enable you to represent us at work
Performance of a Contract
Temporary candidatesAppraisal details*To allow us to assist in processing revalidation requirements (nurses and doctors)Legal Obligation
To continually assess your suitability to perform your roleTo offer support to you and continue to offer you employmentPerformance of a Contract
Temporary and permanent candidatesDetails of incidents and complaints prior to joining us or while working with us*To conduct background checks to ensure a safer recruitment process
To ensure that you are fit to work in your chosen profession
To carry out or assist with any legal or regulatory investigations
Legal Obligation
Temporary and permanent candidatesMarket researchTo improve our services
To find out how you heard of us
To recommend other relevant professionals to us
Legitimate Interests

3. What personal data must you provide to us as part of a statutory/regulatory or contractual requirement?

4. What special category or criminal data does the Acacium Group process about you?

5. What additional personal data do we use and process about you throughout your working time with us?

  • Clients – we may obtain feedback forms post placement or to support an investigation;
  • Occupational health providers – to assess your suitability to remain working once you are a candidate;
  • Providers of criminal background checks – to assess your suitability to remain working once you are a candidate;
  • Umbrella companies – to facilitate payment for work completed and to ensure you are being paid correctly;
  • Referees – to obtain updated references to assess your suitability to remain working once you are a candidate;
  • Regulatory bodies – to ensure you can legally remain practising in your chosen profession; or
  • Law Enforcement Agencies – to comply with any requests for access to personal data.

6. Why is your personal data shared across the Acacium Group of companies?

7. Which third parties is your personal data shared with?

  • Providers of criminal checks;
  • Occupational health providers;
  • Potential clients and clients (corporate and individuals);
  • Our professional advisors, including accountants, solicitors, insurers;
  • Training providers;
  • Auditors;
  • Referees;
  • Secondary recruitment agencies, managed services providers and master vendors;
  • Third parties who provide operational services for us, for example payroll providers, IT providers and call centres;
  • Regulatory or law enforcement agencies; or
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them

8. How will your personal data be used for marketing?

  • Discounts that could be available to you while working for us;
  • Competitions, incentives and promotions;
  • Referral schemes;
  • Exclusive events and training;
  • Charities that we support; or
  • Relevant job opportunities from our group companies
  • Clicking on the unsubscribe link at the bottom of any marketing emails we send you; or
  • Emailing us at

9. Job opportunity messages

10. How long do we keep your personal data for?

11. Will we transfer your data outside of the European Economic Area?

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission;
  • Where we use third parties outside of the EEA, we may use specific contracts approved by the European Commission, these are sometimes known as standard contractual clauses which give personal data the same protection it has in the EEA

12. How do we safeguard your personal data?

13. How do we use cookies?

Type of CookieDefinitionHow we use that Cookie
Session CookiesA Cookie that will only be stored on a device’s memory during the current browser session. Once the session has been closed the Cookie will be deletedThese Cookies will allow a more streamlined use of our website. You will be able to navigate around our website and we’ll remember the pages you visited so you can easily find and reach them again
Permanent CookiesA Cookie that will be permanently stored on your device and will remember information each time you revisit a websiteThese Cookies will allow you to save login details for your next visit. These cookies are enabled through your web browser, not our website. You can view your Permanent Cookies within your web browser settings
Targeted Advertising CookiesA Cookie that will remember the things you’re interested in on our website and remind you of these things through targeted adverts, sent via third party platformsAfter you have visited our website we may send you personalised adverts via third party platforms such as Facebook, Google or LinkedIn. These adverts are delivered to you so we can continue to engage with you and display new opportunities that may be of interest
Site Analytical CookiesA Cookie that will allow an anonymised analysis of how visitors navigate and use a websiteWe use Google Analytics to receive anonymised reports on how long visitors stay on our website, whether they apply for jobs and which of our jobs and web pages are getting the most views and interactions. This information allows us to improve user experience and make sure the content is relevant and interesting
Third Party CookiesA Cookie that will appear in third party embedded content on a website, enabling the third party to monitor engagement with that contentWe may embed third party content onto our websites if we believe it is of interest to our website visitors or to improve their experience. This third-party content will carry a Cookie so that the content owner can measure how many people are engaging with that piece of content. We don’t control the settings of these Cookies. We recommend you check the third-party websites for more information about their cookies policy and how to manage them

14. Who is responsible for external links on our websites?

15. What rights do you have in relation to your personal data?

  1. Your right to request access to your personal data – this enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  2. Your right to request correction of the personal data that we hold about you – this enables you to have any incomplete or inaccurate personal data we hold about you corrected, though we may need to verify the accuracy of the new personal data you provide to us.
  3. Your right to request erasure of your personal data – this enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing under Section (d) where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  4. Your right to object to processing of your personal data – this enables you to object to the processing of your personal data where we are relying on legitimate interests (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  5. Your right to request restriction of processing of your personal data – this enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the personal data is unlawful but you do not want us to erase it; (c) where you need us to hold the personal data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your personal data but we need to verify whether we have overriding legitimate grounds to use it.
  6. Your right to withdraw consent – this right arises at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
  7. Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Xyla is a trading name of ICS Operations Ltd (Registered No 4793945), Pulse Healthcare Limited (Registered No 3156103), Carehome Selection Limited (Registered No 3091598), Independent Clinical Services Limited (Registered No 4768329) and CHS Healthcare Software Limited (Registered No 11582111)