Privacy Notice

Introduction

Robinson Specialist Care, part of the Your World Recruitment Group, provides specialist complex care services and work-finding services to clients, candidates, and service users. In doing so, we act as a data controller and must process personal data (including special category data) to deliver these services.

You may provide your personal data to us directly - for example, via an application form, care assessment, registration form, or our website - or we may collect it from a third party such as a jobs board, social networking site, clinical commissioning group, local authority, or case manager. This privacy notice explains how and why we use your data, your rights, and how to contact us.

Robinson Specialist Care is committed to protecting personal data and complying with the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR), and all future changes to data protection legislation.

Your Rights

Under UK data protection law, you have the following rights regarding your personal data:

• The right to be informed - to receive clear information about how your data is used (which this notice provides).
• The right of access - to request a copy of the personal data we hold about you (a Subject Access Request).
• The right to rectification - to ask us to correct inaccurate or incomplete data.
• The right to erasure - to ask us to delete your data in certain circumstances.
• The right to restrict processing - to ask us to limit how we use your data.
• The right to data portability - to receive your data in a structured, commonly used, machine-readable format.
• The right to object - to object to processing based on legitimate interests or for direct marketing purposes. Where you object to direct marketing, we will stop processing immediately.
• Rights in relation to automated decision-making and profiling - not to be subject to solely automated decisions that significantly affect you.

To exercise any of these rights, please contact our Data Protection Officer at dpo@yourworld.com.

What Personal Data Do We Collect?

Service User & Family Data

To provide high-quality, person-centred care, we may collect: full name, date of birth, contact details, address, next of kin and emergency contacts, medical history and health information, care needs assessments, details of healthcare professionals involved in your care, and - where relevant - information relating to safeguarding concerns.

Candidate Data

To match you to suitable employment opportunities in specialist care, we may collect: full name, date of birth, contact details, address, CV and employment history, education and qualifications, professional registrations (e.g. NMC, HCPC), immigration and right-to-work status, emergency contacts, health information relevant to fitness for work, diversity monitoring information, and Disclosure and Barring Service (DBS) check information and details of any criminal convictions or cautions relevant to the role.

Client & Commissioner Data

We collect contact details and other information about individuals within client organisations, commissioning bodies, local authorities, case management companies, and clinical commissioning groups as necessary to fulfil our contractual and service obligations.

Third Party Data

We collect limited data about third parties provided to us by candidates and service users, such as referees, emergency contacts, and next of kin. If you provide us with another person's details, please ensure they are aware of this notice.

How Do We Collect Your Personal Data?

We collect data directly from you via registration forms, application forms, CVs, care assessments, email correspondence, telephone conversations, and our website. We also collect data from third parties including: recruitment portals and job boards, social networking sites (e.g. LinkedIn), referrals, healthcare professionals, local authorities, clinical commissioning groups, and case managers. Referee details are collected from candidates; emergency contact details are collected from candidates and service users.

Our Legal Basis for Processing

We are required by UK GDPR to identify a lawful basis for each type of processing we carry out. Where we process special category data (such as health information or criminal records), we must additionally identify a condition under Article 9 UK GDPR and, where applicable, a Schedule 1 condition under the Data Protection Act 2018.

Service User Data

Candidate Data

Client & Commissioner Data

Processing is carried out on the basis of legitimate interests and performance of a contract, to manage our commercial relationships and deliver services in accordance with agreed arrangements.

Website Users

Processing is carried out on the basis of legitimate interests to improve website functionality and user experience, and consent for any non-essential cookies or marketing communications.

How Do We Use Your Personal Data?

Service Users: We use your data to create and maintain care plans, coordinate your care with relevant healthcare professionals, comply with our regulatory obligations (including to the Care Quality Commission), ensure your safety and continuity of care, and - where necessary - to act in your vital interests.

Candidates: We use your data to assess your suitability for roles, facilitate the placement process, carry out required pre-employment checks (including DBS checks and right-to-work verification), meet our legal obligations as an employer or work-finding service, and - where you have consented or we have a legitimate interest - to send you information about relevant opportunities and services.

Clients & Commissioners: We use your data to manage our contractual relationship, invoice and administer services, and communicate about care delivery and performance.

Website Users: We use data to analyse site traffic and usage patterns, improve the user experience, respond to enquiries, and process job applications submitted online.

Automated decision-making: We do not make solely automated decisions that have a legal or similarly significant effect on you without human involvement. If this changes, we will update this notice and inform affected individuals accordingly.

Who Do We Share Your Personal Data With?

We may share your data with the following categories of recipients, strictly on a need-to-know basis:

• Healthcare professionals, NHS trusts, local authorities, clinical commissioning groups, and case managers involved in coordinating care
• Prospective employers and care placement providers (for candidates)
• Regulatory and statutory bodies, including the Care Quality Commission (CQC), HMRC, and the Disclosure and Barring Service
• Our group companies within the Your World Recruitment Group
• Professional bodies such as the NMC or HCPC, where relevant
• Third-party service providers who support our operations (e.g. IT systems providers, payroll processors, umbrella companies, managed service providers) - all of whom are contractually required to handle data securely and only as instructed
• Professional advisors, auditors, and insurers

We will never sell your personal data to third parties.

How Do We Protect Your Personal Data?

We take the security of your personal data seriously. We maintain robust technical and organisational measures to protect your data against unauthorised access, loss, disclosure, or misuse. These include:

• Encryption of data in transit and at rest
• Access controls and role-based permissions
• Regular staff training on data protection
• Compliance with the NHS Data Security and Protection Toolkit
• Cyber Essentials Plus certification

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, notify affected individuals without undue delay.

How Long Do We Keep Your Personal Data?

We retain your personal data only for as long as necessary for the purposes for which it was collected, and in accordance with legal, regulatory, and operational requirements. Our key retention periods are:

• Candidate records: Retained for the duration of our working relationship and for up to two years after the last meaningful contact, unless legal obligations require longer retention (e.g. tax and payroll records, which are retained for six years).
• Adult care records: Retained for a minimum of eight years after the end of care, in accordance with NHS and social care record-keeping guidelines.
• Children's care records: Retained until the individual reaches the age of 25, or for eight years after the last episode of care - whichever is the longer.
• DBS certificate information: We do not retain copies of DBS certificates for longer than six months from the date of issue, unless there is a clear legitimate reason to do so. We record the date of the check, the type of disclosure, and whether it was satisfactory.
• Financial and contractual records: Retained for six years in accordance with HMRC requirements.

Where we have not had meaningful contact with you for the applicable retention period, we will securely delete or anonymise your data unless a legal or regulatory obligation requires otherwise.

International Data Transfers

Robinson Specialist Care is part of the Your World Recruitment Group, which operates internationally. Where it is necessary to transfer your personal data outside the UK, we will only do so where one of the following safeguards is in place:

• The receiving country has been granted adequacy regulations by the UK Secretary of State
• We have put in place UK International Data Transfer Agreements (IDTAs) or equivalent standard contractual clauses approved under UK law
• Another appropriate safeguard applies under Article 46 UK GDPR

You can obtain further information about our international transfer arrangements by contacting our Data Protection Officer.

Cookies

A cookie is a small text file placed on your device when you visit our website. We use cookies for the following purposes:

• Strictly necessary cookies do not require your consent. These are essential for the website to function (e.g. maintaining session state, security features).
• Analytics and performance cookies help us understand how visitors use our website so we can improve it. We will only set these cookies with your consent.
• Marketing cookies are used to deliver relevant content and track the effectiveness of our communications. We will only set these with your consent.

You can manage your cookie preferences at any time using the cookie settings tool on our website, or by adjusting your browser settings. Please note that disabling certain cookies may affect the functionality of the website. For more information on managing cookies, visit allaboutcookies.org.

Marketing Communications

Where we use your personal data for direct marketing purposes, we will do so either with your consent or where we have a legitimate interest in doing so. You have the right to opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any email we send you
• Emailing us at info@robinson.care
• Calling us on 020 7220 6661

We will action opt-out requests promptly and without charge.

Contact Us

If you have any questions about this privacy notice, wish to exercise any of your rights, or have a concern about how we handle your data, please contact us:

• Data Protection Officer: dpo@yourworld.com
• Email: info@robinson.care
• Phone: 020 7220 6661
• Parent Company: Your World Recruitment Group Limited
• Registered Address: [Insert registered address]
• ICO Registration Number: [Insert ICO registration number]

This privacy notice was last updated in April 2026. We review it regularly and will notify you of any material changes.