Privacy & Cookie Policy

Last updated: 13th June 2026

1. Who we are

This website and the related clinical personnel registration and recruitment processes are operated by Intemed Ltd.

For the purposes of UK data protection law, Intemed Ltd is the data controller for the personal data described in this policy.

Data controller: Intemed Ltd
Company number: 17064207
Registered office: 124 City Road, London, EC1V 2NX, United Kingdom
Data protection contact: info@intemed.co.uk

Please use the contact details above for any questions, requests or concerns relating to privacy or data protection.

2. Scope of this policy

This Privacy & Cookie Policy explains how Intemed Ltd collects, uses, stores, shares, and otherwise processes personal data in connection with:

3. The personal data we collect

Depending on how you interact with us, we may collect and process the following categories of personal data.

Website enquiries and direct contact

If you contact us through the website or by email, we may collect:

Commercial outreach and follow-up communications

If you submit your email address to receive outreach from our commercial team or otherwise request follow-up contact, we may collect:

Clinical personnel registration, recruitment and compliance

Where you submit a workforce registration or recruitment form, including via Jotform, we may collect and process:

Technical and usage information

When you use this website, certain technical data may be collected automatically through cookies or similar technologies, such as:

4. How we collect personal data

We collect personal data:

5. How we use your personal data

We use personal data for the following purposes, as applicable:

• to respond to enquiries and communicate with individuals who contact us;

• to manage relationships with prospective clients, partners, suppliers, and other contacts;

• to send commercial outreach or follow-up communications where appropriate;

• to assess expressions of interest or applications from clinical personnel;

• to carry out recruitment, suitability assessment, credentialling, compliance verification, and related workforce administration;

• to assess suitability for potential engagement or placement activity;

• to communicate with you in relation to an application, registration, placement opportunity, or engagement;

• to maintain records for governance, audit, compliance, verification, and operational management purposes;

• to administer and protect this website and improve its performance, functionality, and security;

• to establish, exercise, or defend legal claims; and

• to comply with legal, regulatory, and contractual obligations.

6. Lawful bases for processing

We process personal data only where we have identified an appropriate lawful basis under UK data protection law. The applicable basis depends on why we are processing the information.

Clinical personnel registration and workforce administration

We rely on our legitimate interests when receiving and reviewing registrations, assessing qualifications and professional experience, maintaining a register of prospective clinical personnel, communicating about potential opportunities, planning workforce requirements and protecting the integrity and safety of our recruitment and service-delivery processes.

Our legitimate interests include establishing and administering a suitably qualified clinical workforce, assessing professional suitability, planning and mobilising healthcare services, verifying information supplied to us and protecting Intemed, healthcare organisations, patients and service users from avoidable clinical, regulatory and operational risk.

Potential contracts and engagements

Where we are considering an individual for a particular role, placement or engagement, we may process their information because it is necessary to take steps at their request before entering into a contract, or because it is necessary to administer an existing contract or engagement.

Legal and regulatory requirements

We rely on compliance with a legal obligation where processing is necessary to meet applicable employment, immigration, tax, safeguarding, professional regulation, healthcare governance or other legal requirements.

Where a particular check is not imposed directly by law, we may instead rely on legitimate interests or steps taken before entering into a contract, where appropriate.

Job alerts and optional communications

We rely on consent where an individual has chosen to receive optional job alerts, relevant opportunities or other updates by email or telephone.

Consent may be withdrawn at any time by contacting info@intemed.co.uk or using an unsubscribe facility included in the communication. Withdrawal does not affect the lawfulness of processing that occurred before consent was withdrawn.

Legal claims, complaints, security and governance

We may rely on legitimate interests or compliance with a legal obligation when retaining or using information to investigate complaints or incidents, maintain appropriate audit and governance records, protect our systems, establish or defend legal claims, cooperate with regulators or prevent fraud and misrepresentation.

Special-category personal data

At later stages of recruitment, compliance or engagement, it may be necessary to process limited special-category information, including information relating to health, fitness to practise, occupational health, reasonable adjustments or immunisation status.

We process such information only where an Article 6 lawful basis and an applicable Article 9 condition have been identified. Depending on the purpose, this may include processing necessary for employment and social-protection obligations or rights, or processing necessary for occupational medicine, assessment of working capacity or healthcare management, subject to the requirements of the Data Protection Act 2018 and appropriate confidentiality safeguards.

Applicants should not submit unnecessary health information, patient-identifiable information or other special-category information in a CV or initial registration form unless specifically requested through an authorised process.

Criminal-conviction and offence information

Criminal-record or safeguarding information will only be requested at an appropriate pre-engagement stage where the check is relevant, proportionate and legally permitted for the role. Where Intemed undertakes a DBS, AccessNI, Disclosure Scotland, PVG or equivalent check, we will identify and document an Article 6 lawful basis and the applicable authority or condition under Article 10 UK GDPR and the Data Protection Act 2018. Further information may be provided at the point at which such a check is requested.

7. Recruitment, clinical personnel registration and suitability processing

Intemed operates recruitment and clinical personnel registration processes in support of its workforce and healthcare service delivery activities.

This section applies where you:

• register your interest in working with Intemed;

• complete a clinical personnel registration or recruitment form;

• submit a CV or other supporting information;

• communicate with us about a potential role, placement or engagement; or

• progress through recruitment, credentialling, compliance, verification, mobilisation or pre-engagement processes.

For these activities, Intemed Ltd acts as the data controller.

We currently use Jotform as a data processor in connection with certain registration and recruitment workflows. Jotform processes personal data on our behalf under contractual data protection terms.

Information collected through the initial registration process

When you complete our clinical personnel registration form, we may collect:

• your full name;

• your residential address;

• your date of birth;

• your nationality;

• your email address and telephone number;

• your right-to-work status;

• your visa expiry date, where applicable;

• your profession;

• your professional regulatory body;

• your professional registration number;

• your primary clinical specialty;

• your CV and the professional, educational and employment information contained within it;

• your declarations concerning professional registration, fitness to practise, regulatory standing and the accuracy of the information supplied;

• your preferences concerning job alerts, relevant opportunities and other communications; and

• technical and administrative information associated with the submission, including the date and time of submission and the checkbox selections recorded.

We use this information to:

• receive and administer registrations and expressions of interest;

• identify and communicate with prospective clinical personnel;

• assess professional qualifications, experience and initial suitability;

• verify professional registration and related credentials;

• consider right-to-work, immigration and sponsorship requirements;

• determine whether an individual may be suitable for potential clinical roles, services, placements or engagements;

• communicate about relevant opportunities;

• plan and develop an appropriately qualified clinical workforce;

• protect the integrity of our recruitment and workforce processes;

• maintain appropriate recruitment, verification, governance and audit records; and

• protect Intemed, healthcare organisations, patients and service users from avoidable professional, clinical, regulatory, safeguarding or operational risk.

Residential address and location information may be used for identification, correspondence, workforce planning and assessment of your practical suitability or availability for potential placements.

Date-of-birth information may be used to support identification, distinguish between individuals with similar names and assist with later verification processes.

Nationality, right-to-work and visa information may be used to support workforce eligibility, immigration and sponsorship planning. Nationality will not be treated as proof of an individual’s right to work. Any formal right-to-work check will be completed separately using the applicable statutory process.

Professional registration details may be checked against the relevant regulator’s register or other authoritative source.

Required and optional information

Fields marked as mandatory are required so that Intemed can identify you, communicate with you and conduct an initial assessment of your eligibility and professional suitability.

If you do not provide the required information, we may be unable to:

• accept or properly administer your registration;

• assess your eligibility or professional suitability;

• verify your professional status; or

• progress you towards a potential role, placement or engagement.

Providing consent to receive optional job alerts, relevant opportunities or updates is not a condition of registering with Intemed or being considered for work.

Where you have agreed to receive such communications, you may withdraw your consent at any time by contacting info@intemed.co.uk or using an unsubscribe facility included in the communication. Withdrawing consent will not affect the lawfulness of communications sent before the withdrawal was received.

CVs and information about other people

Your CV or supporting documents may contain personal data relating to referees, former colleagues or other individuals.

You should only provide another person’s information where you are entitled to do so and should inform that person where appropriate.

Intemed will use third-party information contained in a CV or supporting document only where it is relevant to recruitment, professional verification, suitability assessment, engagement administration or another lawful purpose.

Please do not include the following in your CV or initial registration unless Intemed has specifically requested it through an authorised process:

• patient-identifiable information;

• patient or clinical records;

• passport or identity-document copies;

• criminal-record certificates;

• detailed health or occupational-health information; or

• other unnecessary special-category or sensitive information.

Later recruitment and pre-engagement processing

If you progress beyond the initial registration stage, we may request or obtain additional information necessary for recruitment, compliance, credentialling, safeguarding, onboarding, mobilisation or engagement.

Depending on the role and stage reached, this may include:

• identity and right-to-work evidence;

• qualifications and training certificates;

• employment references;

• employment-history verification;

• professional registration and fitness-to-practise information;

• occupational-health, immunisation, fitness-to-work or reasonable-adjustment information;

• safeguarding and mandatory-training records;

• criminal-record or barring information obtained through DBS, AccessNI, Disclosure Scotland, PVG or another applicable process;

• information concerning relevant professional, regulatory, disciplinary or conduct matters;

• payroll, taxation, contractual and payment information; and

• information required by an NHS Trust, HSC Trust, Health Board, host organisation or other healthcare provider in connection with a proposed placement or engagement.

Such information will only be requested or processed where it is relevant, proportionate and legally permitted.

Where criminal-record, occupational-health or other particularly sensitive information is required, it will be collected through an appropriate process and subject to additional access, confidentiality, security, retention and disposal controls.

Information obtained from other sources

Where necessary and lawful, we may obtain or verify information from:

• professional regulators and public professional registers;

• referees, previous employers or previous engagers;

• recruitment agencies and workforce providers;

• NHS Trusts, HSC Trusts, Health Boards and other healthcare organisations;

• qualification, identity, right-to-work and credential-verification providers;

• DBS, AccessNI, Disclosure Scotland or other authorised safeguarding bodies;

• occupational-health providers;

• publicly available professional sources; and

• other organisations involved in a potential role, placement, mobilisation or engagement.

Sharing recruitment and workforce information

Where necessary and proportionate, relevant personal data may be shared with:

• authorised Intemed directors, personnel, advisers and clinical reviewers;

• NHS Trusts, HSC Trusts, Health Boards and other healthcare organisations considering or hosting a potential placement or engagement;

• recruitment agencies, workforce providers and service partners;

• professional regulators and verification providers;

• referees, previous employers and previous engagers;

• identity, qualification and right-to-work verification providers;

• occupational-health providers;

• DBS, AccessNI, Disclosure Scotland and other authorised safeguarding bodies;

• insurers, legal advisers, accountants, auditors and other professional advisers;

• payroll, workforce-management, IT, communications, cloud-hosting and administrative service providers; and

• regulators, public authorities, courts or law-enforcement bodies where disclosure is required or permitted by law.

We will limit disclosures to information that is relevant and reasonably necessary for the particular purpose.

Submitting a registration form does not mean that your full form submission or CV will automatically be disclosed to every potential healthcare organisation.

Accuracy and continuing responsibilities

You should take reasonable care to ensure that information submitted to Intemed is accurate, complete and not misleading.

You should notify Intemed in writing without undue delay if relevant information changes, particularly where the change concerns:

• your contact details;

• right-to-work or visa status;

• professional registration;

• regulatory conditions, restrictions, undertakings, suspensions or investigations;

• fitness to practise;

• safeguarding or criminal-record matters relevant to a role; or

• your ability to undertake clinical work safely and lawfully.

Intemed may verify information independently and may take appropriate action where information supplied is materially inaccurate, incomplete, misleading or no longer current.

Automated decision-making

Intemed does not currently make recruitment, suitability, placement or engagement decisions that have legal or similarly significant effects solely through automated processing.

Technology may be used to store, organise, search, filter or administer workforce information, but decisions concerning suitability or progression will involve human consideration where a decision is required.

The lawful bases relied upon for the processing described in this section are explained in section 6. Information concerning data sharing, international transfers, security, retention and your rights is provided in sections 8 to 12.

8. Data sharing

We do not sell personal data to third parties for their own marketing purposes.

Where necessary and proportionate for the purposes described in this policy, we may share personal data with:

• website hosting, form, cloud, communications, IT, and other service providers acting on our behalf;

• recruitment, compliance, credentialling, and verification partners;

• external clinical leads, consultants, or professional reviewers involved in recruitment or clinical assessment activities;

• NHS organisations, Trust representatives, host organisations, and other relevant healthcare bodies where necessary to progress potential service delivery, recruitment, or placement activity;

• professional advisers, insurers, auditors, and legal or regulatory bodies where required; and

• public authorities, courts, regulators, or law enforcement where we are legally required or entitled to do so.

Where third parties process personal data on our behalf, we seek to ensure that appropriate contractual, confidentiality, and data protection safeguards are in place.

9. International data transfers

Some of our service providers may process, store or permit authorised access to personal data from locations outside the United Kingdom.

Where personal data is transferred outside the UK, Intemed will ensure that a legally recognised transfer mechanism is in place. Depending on the destination and circumstances, this may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another safeguard recognised under UK data protection law.

Intemed uses Jotform in connection with certain clinical personnel registration and recruitment processes. Jotform and its authorised subprocessors may process or access information outside the UK in accordance with Jotform's contractual data-protection and international-transfer arrangements.

Further information about the safeguards applicable to an international transfer, including how to obtain a copy of the relevant safeguards where legally required, may be requested by contacting info@intemed.co.uk.

10. Data storage and security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage.

These measures may include:

• restricted access to data;

• role-based permissions;

• secure, password-protected systems;

• encryption and other security controls provided by our service providers and platforms;

• internal governance and confidentiality controls; and

• retention and deletion controls designed to reduce unnecessary storage.

Access to personal data is limited to those who need it for legitimate business, operational, recruitment, compliance, or governance purposes.

11. Data retention

We retain personal data only for as long as it is reasonably necessary for the purpose for which it was collected, including where retention is necessary to satisfy applicable legal, regulatory, contractual, safeguarding, insurance, audit, governance or dispute-management requirements.

Retention periods vary according to the nature of the information, the purpose for which it is held and the outcome of the relevant enquiry, registration, application, recruitment process or engagement.

In general:

• website enquiries and general business communications are normally retained for up to 12 months after the relevant matter has concluded, unless continued retention is reasonably necessary;

• information submitted through the clinical personnel registration form, including registration details, CVs, declarations, communication preferences and related recruitment correspondence, may be retained for up to 24 months following the conclusion of the relevant application or engagement;

• where an application is withdrawn, discontinued or not progressed, the applicable retention period will normally run from the conclusion of the application process or the individual’s last meaningful contact with Intemed;

• where an individual enters into an engagement or placement, information originally submitted through the clinical personnel registration process may be retained for up to 24 months following the conclusion of that engagement;

• records of consent to receive optional job alerts, relevant opportunities or updates may be retained while the consent remains active;

• where consent to receive optional communications is withdrawn, we may retain the minimum information necessary to record and respect the withdrawal and prevent further communications being sent in error;

• information collected separately during later-stage recruitment, onboarding, credentialling, compliance, safeguarding, occupational-health, payroll, contractual or engagement processes may be subject to different retention periods where required by the nature of the information or an applicable legal, regulatory, contractual, insurance, governance or legal-claims requirement;

• copies of criminal-record certificates, identity documents, occupational-health information and other particularly sensitive documents will not be retained for longer than necessary for the relevant verification, compliance or safeguarding purpose; and

• where possible, Intemed will retain a limited record that a required check was completed and its outcome rather than retaining the complete underlying certificate or document.

Where later-stage information is subject to a retention period that differs materially from the period applying to the initial registration submission, further information will be provided through the applicable workforce, engagement, compliance or onboarding privacy information.

Personal data may be retained for longer where it is necessary to:

• comply with a legal or regulatory obligation;

• respond to an active complaint, investigation or safeguarding matter;

• establish, exercise or defend a legal claim;

• comply with an insurer’s reasonable requirements; or

• preserve information that is subject to a legal hold or formal request from a regulator, court or public authority.

Any extended retention will be limited to the information reasonably necessary for the relevant purpose.

Personal data will be securely deleted, disposed of or anonymised when it is no longer required.

We periodically review the personal data we hold and the reasons for retaining it.

12. Your data protection rights

Depending on the circumstances and the lawful basis being relied upon, you may have the right to:

• request access to your personal data;

• request correction of inaccurate or incomplete personal data;

• request erasure of personal data in certain circumstances;

• request restriction of processing in certain circumstances;

• object to processing based on legitimate interests;

• request data portability where applicable;

• withdraw consent where processing is based on consent; and

• complain to the Information Commissioner's Office.

These rights are subject to applicable legal limitations and do not apply in every circumstance.

You have an absolute right to object to the use of your personal data for direct marketing.

You may withdraw from job alerts or similar optional communications at any time by contacting us or using the unsubscribe facility provided.

To exercise a data-protection right or raise a question about your personal data, contact: Email: info@intemed.co.uk

13. Complaints

If you have concerns about how your personal data is handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

We would, however, appreciate the opportunity to address your concerns first.

14. Changes to this policy

We may update this Privacy & Cookie Policy from time to time to reflect changes in our operations, legal requirements, or the services and technologies we use.

Any updates will be published on this page together with the revised “Last updated” date.