Privacy Policy

HG Mind Works Ltd (“we”) are committed to protecting and respecting your privacy.

Our Group means our subsidiaries, our ultimate holding company and its subsidiaries, and our associated companies as defined in section 1159 of the UK Companies Act 2006 (our Group).

This notice, together with our terms of use, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

The UK General Data Protection Regulation (UK GDPR) (Regulation (EU) 2016/679) and the Data Protection Act 2018 govern how we protect your personal data and privacy rights.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purposes of data protection legislation in force from time to time, the data controller is HG Mind Works Ltd.

Our nominated Data Protection Officer is Faye Evans.

Our employees and consultants should refer to our Employee Privacy Notice for information about how we process their data.

Who we are and what we do

HG Mind Works Ltd provides full-service mental health teams into NHS trusts, private healthcare providers and clinics across the UK.

We deliver insourcing solutions, meaning we provide entire clinical teams rather than just individual placements, helping services reduce waiting lists, improve access to care, and deliver high-quality patient outcomes.

To deliver this, we collect the personal data of:

• Prospective and placed clinicians
• Client contacts
• Supplier contacts supporting our services
• Employees, consultants and temporary workers

We collect and process your information to deliver safe, effective, and compliant mental health staffing solutions.

Information you give to us or we collect about you

This is information you provide by filling in forms on our website, corresponding with us by phone, email, or otherwise. It covers registration to use our site, entering our database, subscribing to our services, attending events, participating in online discussions, competitions, surveys, or reporting problems with our site.

Information may include your name, address, private and corporate email addresses, phone number, financial information, compliance documentation, references verifying your qualifications and experience, your right to work in the United Kingdom, CV, photograph, and links to your professional profiles such as LinkedIn or business websites.

We do not normally collect special category (“sensitive”) data unless you volunteer it for a specific service purpose, such as a job placement.

Information we collect about you when you visit our website

When you visit our website, we automatically collect information such as your IP address, browser type and version, operating system, referral URLs, and login timestamps. This information does not identify you personally.

Information we obtain from other sources

We may obtain information from other sources such as LinkedIn, corporate websites, job boards, CV libraries, business cards, or personal recommendations. We will inform you within 30 days of collecting the data, including its source and intended use.

Purposes of processing and legal basis

We use information held about you to:

• Fulfil our obligations under contracts
• Provide you with information, products and services you request from us or that we believe will interest you
• Introduce candidates to clients for temporary or permanent roles
• Support individuals’ career development and organisations’ workforce strategies

Our legal bases for processing data include legitimate interests, contractual obligations, legal obligations, and consent where needed.

Legitimate Interests

Our legitimate interests include:

• Introducing mental health clinical teams to clients
• Maintaining and developing our database
• Supporting career growth
• Growing our business effectively

Consent

Where consent is needed, we will request it explicitly. You may withdraw your consent at any time.

Other uses of your data

We may also use your information to:

• Administer and improve our website
• Notify you of service updates
• Enable you to participate in interactive services
• Maintain website security
• Measure and improve advertising performance
• Make suggestions about other relevant services

We do not use automated decision-making or profiling.

Do you have to provide us with personal data?

You may refuse to provide your personal data. However, it may limit the services we can offer you.

Cookies

Our website uses cookies to distinguish you from other users and improve your experience. Please refer to our Cookie Notice for more information.

Disclosure of your information

We may share your data with:

• Our Group companies in the UK, EEA, and outside the EEA
• Clients for introductions
• Candidates for interview arrangements
• Business partners, subcontractors, marketing specialists, analytics providers, insurers and compliance partners
• Credit reference agencies where required

We may also disclose your data if we sell or acquire businesses, or if legally obliged to do so.

Where we store and process your personal data

Your data may be transferred to and stored outside the UK or EEA. We take all reasonable steps to ensure it is treated securely and according to this notice.

All information is stored on secure servers. Payment transactions are encrypted. Where you have a password to access our site, you must keep it confidential.

Please note, transmission of data over the internet is never completely secure.

Retention of your data

We retain personal data only as long as necessary for legitimate business purposes. We review and update our records regularly to ensure accuracy.

A full data retention notice is available on request.

Your rights

You have the right to:

• Request correction of inaccurate personal data
• Request erasure of your data
• Object to or restrict processing of your data
• Request data portability
• Withdraw your consent where applicable
• Make a complaint to the Information Commissioner’s Office (ICO) via https://ico.org.uk/concerns/

Access to information

You have the right to access your personal information held by us. Please contact us if you wish to exercise this right.

Changes to our privacy notice

We will post any changes to this privacy notice on this page and, where appropriate, notify you by email. Please review it periodically.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to: dataprotection@hgmindworks.com