1. Who we are
Verovian Agency UK Nursing is a UK nursing, care and senior healthcare recruitment and staffing service. For the purposes of this policy, Verovian Agency Ltd is the controller for information collected through this UK website, recruitment forms, consultant conversations, reference workflows, staffing briefs and related recruitment systems.
This policy applies to the UK Verovian Agency website at www.verovian.agency. The United Kingdom division has separate operational wording and processes.
2. Information we collect
Candidate information
Name, contact details, CV, work history, education, role family, speciality, subspeciality, NMC PIN or other professional registration, DBS status, Right to Work context, training certificates, references, availability, diary, location preferences, salary or rate expectations, documents, notes and communication history.
Compliance and shift information
ID, proof of address, right-to-work checks, DBS information, training expiry dates, health or immunisation information where relevant to a role, bookings, cancellations, timesheet method, hours worked, holiday accrual context and client reporting details.
Referee and referral information
Referee contact details, role relationship, reference responses, dates, consent choices and any optional interest in staffing support, candidate referral or Verovian opportunities.
Client organisation information
Organisation name, sites, addresses, contacts, vacancy or shift requirements, rates, reporting instructions, timesheet methods, cancellation terms, booking history, notes and communications.
Website and communication information
Form submissions, email and SMS metadata, call notes, preferences, device or browser information, security logs and basic analytics where used.
3. Special category, criminal offence and safeguarding-related data
Some recruitment and staffing records may include special category data, such as health information, or criminal offence related information, such as DBS information. We handle this only where it is relevant to recruitment, compliance, safeguarding, employment or legal obligations, and we apply additional safeguards. We do not ask for patient-identifiable information through public website forms.
4. Where information comes from
Information may come from you directly, your CV, registration forms, uploaded documents, emails, calls, SMS messages, WhatsApp or other recruiter conversations, referees, client organisations, public professional registers, job boards, sourcing platforms, previous systems, document checks and service providers that support our recruitment operations.
5. Why we use information
We use information to respond to enquiries, create and update candidate and client records, match candidates to roles or shifts, manage references, manage documents and compliance, coordinate interviews and bookings, support timesheets and pay or holiday calculations, send role-related communications, maintain security, improve our services and meet legal or regulatory requirements.
Our lawful bases may include steps before entering into a contract, legitimate interests, legal obligation, consent where appropriate, and in limited cases vital interests or public interest. Where special category or DBS-related information is processed, we also rely on an appropriate UK GDPR Article 9 or Article 10 condition and relevant Data Protection Act 2018 condition where required.
6. Who we share information with
We may share relevant information with care homes, nursing homes, home care and domiciliary care organisations, supported living providers, children's residential services, hospitals, clinics, hiring managers, referees, DBS or background-check providers, right-to-work or training verification services, payroll or timesheet support, cloud hosting, email, SMS, storage and database providers, legal or compliance advisers, and authorities where required by law.
Candidate CVs, professional details and sensitive documents should only be shared externally for a role, shift or compliance purpose where there is a legitimate recruitment reason, consultant oversight, and the required approval or lawful basis.
7. AI-assisted matching and human decisions
Our platform may use rules and AI-assisted tools to help recruiters shortlist candidate and vacancy fit using role, speciality, location, availability, compliance readiness, notes and preferences. Recruiters remain responsible for review, judgement and action. We do not make solely automated decisions with legal or similarly significant effect without an appropriate lawful basis and safeguards.
8. Communications and marketing preferences
We may contact candidates about roles, shifts, documents, references and recruitment administration. We may contact client organisation contacts about staffing, vacancies, shifts and related services. You can ask us to update your communication preferences at any time.
Where we send optional marketing or opportunity updates, we follow applicable UK GDPR and PECR requirements. Reference forms may include optional opt-in choices for staffing support, referrals or Verovian opportunities; these are separate from the professional reference itself.
9. Cookies and website security
We use necessary technology to run the website and protect forms, sessions and security. If we use non-essential analytics or marketing cookies, we will handle them in line with applicable UK cookie and electronic communications rules.
10. How long we keep information
We keep recruitment, compliance, shift and client records for as long as needed for the purposes described in this policy, including recruitment follow-up, safeguarding, audit, legal, payroll, tax, insurance, dispute handling and service improvement. Retention periods may differ by record type. We remove or anonymise information when it is no longer needed, unless a legal or operational reason requires longer retention.
11. Security and international transfers
We use administrative, technical and organisational safeguards designed to protect recruitment and staffing information. No website, email system or storage service is completely risk-free, so sensitive documents should be sent through approved secure routes wherever possible.
Information may be processed in the United Kingdom or by trusted service providers in other countries. Where information is transferred internationally, we use appropriate safeguards where required.
12. Your rights
Depending on the circumstances, you may have rights to request access, correction, erasure, restriction, portability, objection, withdrawal of consent where consent applies, and information about automated decision making. To make a request, contact [email protected].
You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint.
13. Changes to this policy
We may update this policy as our website, recruitment platform, services, legal requirements or operational processes change. The latest version will be published on this page.