Legal
Privacy policy
How we collect, use and protect personal information. Effective 13 October 2026.
1. Introduction
Greyfriars Recruitment LTD (“we”, “us” or “our”) is committed to protecting the privacy and personal information of individuals who use our services.
We operate a dental nurse recruitment agency and consultancy business, providing temporary and locum dental nurse staffing, recruitment support, career guidance, CV assistance, interview preparation, training information and related professional development services.
This Privacy Policy explains how we collect, use, store, share and protect personal information in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who Is Responsible for Your Information?
Greyfriars Recruitment LTD is the organisation responsible for determining how and why personal information is processed in connection with our services.
Contact details:
Greyfriars Recruitment LTD
Email: GreyfriarsRecruitment@gmail.com
Telephone: 07362406617
Website: www.greyfriarsrecruitment.com
If you have any questions about this Privacy Policy or how we handle your information, please contact us using the details above.
3. Personal Information We Collect
Depending on the services you use, we may collect the following information.
A. Dental nurses and job applicants
- Full name and contact details.
- CVs, employment history and professional references.
- Dental nursing qualifications and certificates.
- General Dental Council (GDC) registration details, where applicable.
- Professional indemnity and relevant insurance information.
- Unique Taxpayer Reference (UTR) details where required for relevant business arrangements.
- Right-to-work and identity verification information.
- DBS information and relevant recruitment-check records.
- Training records, CPD logs and additional qualifications.
- Availability, preferred working locations and booking information.
- Timesheets, invoices and payment-related information.
- Relevant information about experience, skills and suitability for assignments.
B. Consultancy clients and learners
Where individuals use our consultancy services, we may collect:
- Contact details and career history.
- CVs, applications and interview-preparation information.
- Information about career goals and training interests.
- Relevant qualifications and professional registration details.
- Information needed to provide agreed consultancy or educational support.
- Appointment, membership and payment records, where applicable.
C. Dental practices and business clients
We may collect:
- Names and contact details of business representatives.
- Practice or organisation details.
- Booking requests and staffing requirements.
- Invoices, payment records and timesheets.
- Correspondence, feedback, complaints and service-related records.
D. Website and communications
If you contact us or use our website, we may collect information you voluntarily provide, together with limited technical information where applicable, such as device information, website usage data and cookies.
4. How We Collect Personal Information
We may collect information:
- Directly from you through forms, emails, telephone calls, consultations and meetings.
- When you submit a CV, application, certificate or registration information.
- From references, training providers, employers or other relevant organisations where appropriate and lawful.
- Through recruitment and professional platforms you use to contact us.
- Through our website and associated communication systems.
- From publicly available professional registers, where relevant and lawful.
Where information is obtained from another source, we will provide any information required by data protection law about the source and processing, unless a lawful exception applies.
5. Why We Use Your Information
We use personal information for purposes including:
- Managing recruitment applications and candidate records.
- Assessing suitability for dental nursing assignments.
- Verifying relevant qualifications, professional registration and compliance requirements.
- Matching dental nurses with suitable temporary or locum opportunities.
- Communicating with candidates, clients and consultancy users.
- Providing CV support, interview guidance and career advice.
- Providing information about training and professional development opportunities.
- Managing bookings, timesheets, invoices and payments.
- Responding to enquiries, feedback and complaints.
- Maintaining appropriate business, compliance and financial records.
- Preventing fraud and protecting the safety and legitimate interests of relevant individuals.
- Meeting legal and regulatory obligations.
- Improving our services and website where appropriate.
We will only use personal information for purposes that are lawful and compatible with the reason it was collected.
6. Our Lawful Bases for Processing
Under UK GDPR, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely on:
Consent: Where you have freely agreed to a particular use of your information, such as certain optional marketing communications.
Contract: Where processing is necessary to provide a service you have requested, manage an agreed booking or take steps at your request before entering into an agreement.
Legal obligation: Where we must process information to comply with applicable laws or regulatory requirements.
Legitimate interests: Where processing is necessary for our legitimate business interests, such as managing recruitment records, matching candidates to assignments, maintaining client relationships and protecting our business, provided those interests are not overridden by your rights.
Vital interests or public task: Where applicable in the specific circumstances and permitted by law.
Where we process special category information, such as certain health information, or criminal-offence data, we will identify and comply with the additional legal conditions required for that processing.
7. DBS, Health and Compliance Information
Because dental nursing may involve patient-facing work, we may need to process certain information to assess suitability for an assignment or meet relevant client requirements.
This may include DBS-related information, professional registration details, relevant immunisation evidence and other compliance documentation.
We will only collect and use this information where appropriate, necessary and lawful. Criminal-offence data and special category data will receive additional protection and will only be processed where the applicable legal requirements are met.
We will take reasonable steps to restrict access to this information and retain it only for as long as necessary for the relevant purpose, subject to legal and regulatory requirements.
8. How We Share Personal Information
We may share relevant information with:
- Dental practices and healthcare organisations requesting staffing services.
- Prospective employers or organisations where you have requested or authorised an introduction, or where another lawful basis applies.
- Training providers and educational organisations where necessary to provide a requested service or with an appropriate lawful basis.
- Professional advisers, accountants, insurers and legal representatives where necessary.
- IT, email, document-storage and other service providers supporting our business.
- Regulators, public authorities, law-enforcement bodies or courts where legally required or permitted.
We will only share information that is relevant and appropriate for the purpose. We do not sell personal information to third parties.
Where another organisation receives your information, that organisation may have its own privacy policy and responsibilities for how it uses the information.
9. International Transfers
We aim to use service providers that handle personal information in accordance with applicable data protection law.
If personal information is transferred outside the United Kingdom, we will ensure that the transfer is permitted under UK data protection legislation and that appropriate safeguards are in place where required.
10. How We Store and Protect Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration, misuse or disclosure.
These measures may include:
- Restricting access to authorised individuals.
- Using appropriate passwords and access controls.
- Keeping electronic and paper records secure.
- Using reputable service providers where appropriate.
- Taking reasonable steps to maintain confidentiality.
- Reviewing information-handling practices as our business develops.
No method of electronic transmission or storage is completely secure. However, we take reasonable steps to protect the information entrusted to us.
11. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including recruitment, consultancy, contractual, financial, legal and regulatory purposes.
Retention periods may vary depending on the type of information, whether you remain active on our recruitment database, the nature of the service provided and any applicable legal requirements.
When information is no longer required, we will take reasonable steps to securely delete it, anonymise it or otherwise dispose of it appropriately, unless we are legally required or permitted to retain it.
You may contact us to ask about the retention of your information.
12. Your Data Protection Rights
Subject to applicable law and any relevant exemptions, you may have the right to:
- Access a copy of your personal information.
- Rectify inaccurate or incomplete information.
- Erase personal information in certain circumstances.
- Restrict the processing of your information in certain circumstances.
- Object to processing based on legitimate interests or to direct marketing.
- Data portability, where the legal conditions apply.
- Withdraw consent where processing relies on consent. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.
To exercise your rights, contact us at GreyfriarsRecruitment@gmail.com. We may need to verify your identity before responding.
We will respond within the time limits required by law. Some rights are subject to conditions and exemptions.
13. Marketing and Communications
We may contact you about recruitment opportunities, consultancy services, training information or business updates where we are legally permitted to do so.
You can ask us to stop sending marketing communications at any time by contacting us or using an unsubscribe facility where available.
We will not rely on consent where another lawful basis is appropriate, and we will comply with applicable electronic marketing rules.
14. Cookies and Website Use
Our website may use cookies or similar technologies to support website functionality, understand website usage or improve the user experience.
Where required by law, we will seek consent before placing non-essential cookies or using similar technologies.
You may be able to manage cookies through your browser settings or any cookie preference tool provided on our website. Disabling certain cookies may affect website functionality.
Further information about the cookies used should be provided through a separate Cookie Policy or appropriate website notice where necessary.
15. Third-Party Websites
Our website or communications may contain links to third-party websites, including training providers and professional organisations.
We are not responsible for the privacy practices, content or security of websites operated by third parties. We encourage you to review their privacy policies before submitting personal information to them.
16. Children and Young People
Our services are primarily intended for adults and professional or career-related purposes. Where we receive information about a person under 18, we will handle it appropriately and in accordance with applicable law, taking account of the nature of the service and any safeguarding requirements.
17. Data Breaches
If we become aware of a personal data breach, we will assess the incident and take appropriate steps to contain it, investigate the circumstances and reduce any potential harm.
Where required by law, we will notify the Information Commissioner's Office (ICO) and affected individuals within the applicable legal time limits.
18. Complaints and the Information Commissioner's Office
If you have concerns about how we use your personal information, please contact us first so that we can investigate and respond.
You also have the right to complain to the UK Information Commissioner's Office (ICO).
Website: https://ico.org.uk/
Telephone: 0303 123 1113
19. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, services, legal obligations or data protection practices.
The latest version will be made available through our website or provided on request. The effective date at the beginning of this document will be updated when appropriate.
20. Contact Us
For questions, requests or concerns about this Privacy Policy or your personal information, please contact:
Greyfriars Recruitment LTD
Website: www.greyfriarsrecruitment.com
Email: GreyfriarsRecruitment@gmail.com
Telephone: 07362406617
Company registration number: 16808881
This Privacy Policy should be read alongside any relevant service agreements, recruitment terms, consultancy terms and cookie notices.