GDPR Policy Northern Ireland

At Excel Healthcare, we are dedicated to safeguarding your privacy and ensuring the secure processing of your personal data in accordance with the Data Protection Act 2018 (DPA 2018). Excel Healthcare have laid out below our policy and the system under which all the personal data, that we have collected from you or that you provided to us via applications and subsequent email and postal correspondence.

Please read our policy carefully so you understand Excel Healthcare’s practices relating to your personal data and how we will treat it. If you require any further clarification or do not accept our policy, please do not submit any data to us.

Excel Recruitment is registered as a data controller in the United Kingdom for the purposes of the Data Protection Act 2018 (DPA 2018) on the protection of natural persons with regard to the processing of personal data and on the free movement of such data. Excel Recruitment will deal with the Information Commissioner’s office as the Lead Supervisory Authority for regulating all data protection matters within the Organisation. At Excel Recruitment, we guarantee that all the data you send to us is processed fairly and lawfully, and with due skill and care. We will also guarantee you that the data you submit is solely used in accordance with the purposes as set out in this policy.

Data Collection and Consent:

Excel Recruitment receives and uses your personal data to perform the recruitment process you have requested. By using our website and by submitting or registering your details, you consent to us collecting and processing your personal data.

If you decide to make application you will be asked for a range of personal information, including:

  • Name
  • National Insurance Number
  • Contact Details, including: address, email address and telephone number(s);
  • Work Experience
  • Referees’ names and contact details
  • Professional Qualifications / Registration Status
  • Residency / Immigration Status / Right to Work
  • Date of Birth, Gender
  • Sensitive Data – Community Background, Religious Belief, Cultural / Ethnic Group, Nationality, Disability, Criminal Record
  • Details of how you meet the Personnel Specification for the post including experience and qualifications

Why Do We Need Your Personal information?

The application form, which contains your personal information, is required to allow your interest in a vacant post to be considered and to facilitate associated communications / correspondence.

As part of this process, the panel responsible for the appointment process will need to review the information to help them understand your qualifications and experience for the post and to ensure you meet the essential criteria set out in the Personnel Specification. This is called shortlisting.

Whether or not you are shortlisted, the relevant recruitment team with responsibility for administering the Recruitment & Selection Process then use your information to facilitate advising you of the outcome of this initial stage in the process and for those who are successful at shortlisting to invite them to the next stage in the assessment process.

Following the full assessment process the relevant recruitment team with responsibility for administering the Recruitment & Selection Process will then use your contact information to advise you of the outcome of assessment and for the person (s) who is successful in the appointment to commence the conditional offer and pre-employment checks process.

Information processed for the above purposes is therefore lawful under GDPR Article 6(1)(f) – processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party.

How will we use information about you?

As well as facilitating the actual application process, once you have submitted an application form you become part of the ‘applicant pool’ for a post and your information will be used on an anonymised basis to inform our legal duties to monitor the applicant pool under Fair Employment legislation, including the 3 yearly Article 55 Review and fulfilment of duties under Section 75 of the Northern Ireland Act.

In addition to the above, details of Subject Access Requests (SARs), Freedom of Information Requests (FOIs) and Complaints may also be retained to monitor trends and best practice for the purpose of providing an efficient service, and for the purposes of analysing trends and organisational learning.

Information processed for this purpose is therefore lawful under GDPR Articles:

  • 6(1)(c) – Processing is necessary for compliance with a legal obligation.
  • 6(1)(f) – processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party.

Data Storage:

Excel Recruitment will request your consent for us to store and process your personal data where it may be used to:

  • Keep your data on our database with your consent should suitable vacancies come up in the future.
  • Pass your information, with your permission to clients in order to put you forward for vacancies.
  • Communicate with you about relevant vacancies and potential job opportunities as well as provide career advice training and support.
  • In order to comply with any applicable law and court orders or a requirement by law to disclose it to third parties in relation to the detection of crime, the collection of taxes or duties.
  • Third-parties where we or our client have engaged them to deliver services that have been requested. These may include references, qualifications, criminal records check services and/or psychometric evaluation or skill tests. You will be advised of this and you will have the option to refuse.
  • For Temporary staff being employed by Excel Recruitment, additional personal information is required to facilitate employment, compliance and payment services, such as bank account details, National Insurance Number, emergency contact person, eligibility to work in United Kingdom and information as required by the Equality Commission for Northern Ireland (sex, religion).

This list is not limited to the above and we may process, use or disclose your data for other purposes which have not been listed above with your explicit consent.

Your personal data is held in a secure environment and is accessible only by relevant Excel Recruitment staff. Your personal data may be made available to personnel working in Excel Recruitment and, with your permission, our affiliate companies, our clients, and the third parties as set out above. Your information is only stored and processed within the Northern Ireland and Republic of Ireland.

Data Retention:

We retain personal data for no longer than is allowed under data protection law and, in any case, no longer than such personal data is necessary for the purpose for which it was processed. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Data Transfers:

Should we need to send your personal data outside of the European Economic Area we will contact you for your permission prior to the disclosure of your information. In this event we will take all necessary steps to guarantee that your privacy rights continue to be protected as detailed in this policy. Where possible we rely on EU adequacy decisions or Standard Contractual Clauses adopted by the European Commission.

Data Maintenance:

We will do our utmost to ensure that all personal information you have passed on to us is maintained and current. We will contact you from time to time for updates and please feel free to inform us of any changes to your personal data to ensure that it is kept up to date.

While we hold your personal information, you may, at any time request that we update, modify, erase or provide a copy of it for you. We will also provide an occasional reminder to you to update this data. Should you request a deletion or update, this will be processed without undue delay or at the latest within one month. We will only refuse your request where we are legally obliged to do so and where your request has been refused we will provide you with reasons for this refusal. This data will only be held as long as it is necessarily required by law.

Security Measures:

Excel Recruitment is committed to the protection of your personal Information as submitted to us. To prevent unauthorised access or disclosure of your information, we have put in place physical, electronic and managerial procedures to ensure its safety and security. We use both security technology and data protection procedures to protect your personal information from unauthorised access or disclosure. While we take all due care to ensure the privacy and integrity of your data, we realise that no data transmitted over the Internet can be guaranteed to be totally secure. The possibility exists that this information could be unlawfully observed by a third party while being sent over the Internet, Excel Recruitment will not accept liability should this occur. If at any time you wish to have your personal data removed from our database, then please email us at

Individual Rights:

Individuals have certain rights under GDRP legislation, namely:

  • The right to be informed about the personal data Excel Recruitment processes on you.
  • The right of access to the personal data TTM processes on you.
  • The right to rectification of your personal data.
  • The right to erasure of your personal data in certain circumstances.
  • The right to restrict processing of your personal data.
  • The right to data portability in certain circumstances.
  • The right to object to the processing of your personal data that was based on a public or legitimate interest.
  • The right not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time.

Notification of Changes:

Excel Recruitment will notify you in the event of a sale, merger, liquidation, receivership or transfer of all the assets of our company. In this circumstances the third party will agree to observe the terms of this privacy policy, should these circumstances occur, you will be afforded the opportunity to have your data destroyed.

Should Excel Recruitment make a change to this privacy policy, it will be posted on our website to ensure that you are aware of what information we collect and how we will use it. If we plan to use your personal information in any way that is inconsistent from that stated in our privacy policy, we will inform in advance, and it will be your decision as to whether or not you are happy that we continue to process and store your information.

We will review this Privacy Notice on a periodic basis and we advise you to check back on our website for the latest version.

Excel Recruitment website may contain links to other external websites. Please be aware that Excel Recruitment is not responsible for the privacy practices of such other sites.  When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information.  This privacy statement applies solely to information collected by the Excel Recruitment website.

Data Deletion Requests:

To request the deletion of your data, please email We will only refuse your request where we are legally obliged to do so and where your request has been denied, we will provide you with the reasons for this refusal. This data will only be held as long as it is necessarily required by law.

You can contact our Data Protection Officer by email