Privacy notice for applicants and workers
Last updated: [date]
This notice explains what personal information Nerada Ltd ("Nerada", "we") collects when you apply to work with us or work with us as a care worker, why we need it, who sees it, how long we keep it, and your rights. Nerada Ltd is the "data controller" for this information.
Contact us about your data: [privacy contact email] · [registered office address] · ICO registration number [number].
1. What we collect
When you apply
- Your name, preferred name, email, mobile number, town and postcode.
- The role you are applying for, your experience, qualifications, training, the care settings you have worked in, your availability, whether you drive, and your CV.
- Whether you have the right to work in the UK, whether it limits your hours, and whether you are on the DBS Update Service.
- Your NMC PIN (nurses only), any interview adjustments you need, and how you heard about us.
If we invite you to join and you become a worker
- Contact and personal details: date of birth, address, National Insurance number, nationality, emergency contact and photo.
- Right to work evidence: your passport, or your Home Office share code and the result of our check.
- Your DBS certificate details and Update Service checks (with your permission).
- Training and qualification certificates, your employment history, and your referees' details and references.
- Your CV, P45 or HMRC starter checklist, signed contract, Key Information Document and policy forms.
- Your bank details, so we can pay you.
- Your health questionnaire.
- Your criminal record and safeguarding declarations.
- Equal opportunities answers, only if you choose to give them.
Some of this is "special category" information (for example health, ethnicity, religion, sexual orientation) or criminal offence information. We give it extra protection.
2. Why we use it, and our legal reasons
- To consider your application and offer you work: because you asked us to (steps before a contract), and to run our agreement with you once you join.
- To meet the law: right to work checks (Immigration, Asylum and Nationality Act 2006), safeguarding and suitability checks for care work, tax and pay (HMRC), and the Conduct of Employment Agencies Regulations 2003.
- To run our agency safely (our legitimate interests): matching you to suitable shifts, keeping training up to date, and handling queries and complaints.
- With your permission: sharing a short summary of your checks with care homes and clients you are booked with, running DBS Update Service status checks, and equal opportunities monitoring. You can withdraw your permission at any time in the portal or by contacting us.
We use health and criminal record information because of our duties in employment and social care law, and to safeguard the people you support (Data Protection Act 2018, Schedule 1). Care work is exempt from the Rehabilitation of Offenders Act 1974, which is why we ask about all convictions that are not filtered.
3. Who sees your information
- Nerada's compliance and admin staff only. Each worker can only see their own information. Bank details, declarations and equal opportunities answers can only be seen by our admin team.
- Care homes and clients you are booked with receive only a one-page summary (photo, name, role, right to work status, DBS level and certificate details, verified references, training and experience), and only if you have given permission. They never receive your passport, DBS certificate, address, bank details or uploaded documents.
- Our service providers, who store or process data for us under contract: Supabase (secure database and file storage, hosted in London), Netlify (website hosting), Resend (sending emails) and Cloudflare (checking that applications are not sent by robots).
- Official bodies when the law requires it: for example the Home Office, HMRC, the DBS, the police, the Care Quality Commission or a court.
We never sell your information or use it for marketing.
4. How long we keep it
| Information | How long |
|---|---|
| Applications that we reject, and their CVs | 6 months from the decision, then deleted automatically |
| Right to work evidence | While you work with us, plus 2 years |
| Your compliance file (details, documents, training, references, declarations) | While you work with us, plus [6] years |
| DBS certificate details | We record the level, number, issue date and result while you work with us. We do not keep a copy of the certificate for longer than we need it. |
| Bank and pay information | While we pay you, plus 6 years (HMRC rules) |
| Equal opportunities answers | Used only for anonymous totals; deleted when you leave |
5. Your rights
You have the right to:
- ask for a copy of your information
- ask us to correct it
- ask us to delete it, when we no longer have a legal reason to keep it
- ask us to limit how we use it, or object to how we use it
- withdraw any permission you have given.
To ask for a copy or for deletion, email [privacy contact email] with your name and the email you used with us. It is free, and we will reply within one month. We may need to confirm your identity first.
If you are unhappy with how we use your information, please tell us first. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.
6. Keeping your information safe
Files are kept in private storage that cannot be opened with a public link. Each worker can only see their own information. Admin accounts need a password and a code from a phone app. All information is sent over encrypted connections.