Scope and overview
This privacy notice is issued on behalf of Acacium Group and all its group companies. A full list of our group companies and their trading names can be found here, all reference to Acacium Group refers to these companies. If you require a printed copy of this privacy notice or our group companies, please contact us using the details below.
When we mention "we", "us" or "our" in this privacy notice, we are referring to any company in Acacium Group that uses your personal data.
The controller for your personal data is Maxxima Limited
This privacy notice applies to you when you visit any of our websites across Acacium Group.
Please contact us using the details below if you have any questions about this privacy notice or personal data we hold about you:
by email to: dpo@acaciumgroup.com; or
by writing to: Data Protection Officer, Acacium Group, 9 Appold Street, London, EC2A 2AP.
If you have any concerns about the personal data we use about you, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, by contacting them at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please feel free to contact us in the first instance.
We regularly review this privacy notice and will update it where necessary. We do recommend you regularly review this privacy notice to make sure you have the most up to date information. This privacy notice was last updated on 01/02/2023.
For information in relation to our processing of your data relating to COVID-19 vaccinations and testing please read our Coronavirus (COVID 19) Supplementary Privacy Notice.
1. When will this privacy notice apply?
This privacy notice will apply to personal data that we collect from you when:
you complete an application form via the website for a job opportunity
you meet us at a recruitment fair and give us your details to start the recruitment process;
you speak to us on the telephone (which may be recorded for quality and monitoring purposes) in relation to applying for a job opportunity and we take you through the recruitment process;
you email your CV or documents relating to a job opportunity to one of our recruitment team and we contact you to start the recruitment process.; or
you provide your details on a social media site or job board site, indicating that you are looking for job opportunities and we contact you to start the recruitment process.
We are committed to ensuring that your privacy is protected. If you provide us with personal data, you can be assured that it will only be used in accordance with this privacy notice.
2. What is the lawful basis for using your personal data?
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data for purposes below. These are commonly called the lawful basis for processing.
Performance of a Contract - processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering a contract.
Legitimate Interests - processing is necessary for the purpose of the legitimate interests pursued by Maxxima Limited or a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data.
Legal Obligation - processing is necessary for our compliance with a legal obligation and/or regulatory obligation to which Maxxima Limited is subject to.
Consent -you have givenyour consent to the processing of your personal data for the processing detailed in this privacy notice.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose in this privacy notice.
Please note that throughout the recruitment process and while you are a candidate you will not be subject to any automated decision making.
The table below sets out the personal data that we collect and use about you and the lawful basis we will rely on as set out above.
Who does this apply to? | Personal data we obtain | Purpose for processing | Lawful basis |
Temporary and permanent candidates | Basic contact details: full legal name; telephone number; email address; and postal address* | • To enter into a contract with you for our services | Performance of a Contract |
Temporary and permanent candidates | Basic contact details: full legal name; telephone number; email address; and postal address* | • To conduct background checks to ensure you are safe to work with Acacium Group’s clients and individuals | Legal Obligation |
Temporary and permanent candidates | Identity documents: passport; visa; birth certificate; driving licence; or adoption certificate* | • To verify that your identity is correct | Legal Obligation |
Temporary and permanent candidates | Proof of address documents: driving licence; bank statement; utility bills; or financial statements* | • To verify your address is correct | Legal Obligation |
Temporary and permanent candidates | Date of birth* | • To verify your identity against required documentation | Legal Obligation |
Temporary candidates | Next of kin | • To be able to contact someone on your behalf in the event of an emergency | Legitimate Interests |
Temporary and permanent candidates | Proof of your immigration status and legal right to work* | • To demonstrate that you can legally work in the country where the job opportunity is | Legal Obligation |
Temporary and permanent candidates | Proof of a change of name* | • To verify your identification for legal and regulatory requirements if other documents are in a different name | Legal Obligation |
Temporary and permanent candidates | Proof of a valid registration with your required regulatory body* | • To verify professional qualifications and fitness for you to legally work in your profession | Legal Obligation |
Temporary and permanent candidates | Proof of a valid registration with your required regulatory body* | • To be able to place you as a qualified professional in suitable job opportunities | Performance of a Contract |
Temporary candidates | Previous employment history with other agencies* | • To assess criteria to determine if you qualify for Agency Worker Regulation rights | Legal Obligation |
Temporary and permanent candidates | Full employment history and evidence of relevant qualifications* | • To find you suitable job opportunities in your preferred and experienced profession | Performance of a Contract |
Temporary nursing candidates | Evidence of professional skills checklists* | • To conduct background checks to ensure you are safe to work with Acacium Group’s clients and individuals | Performance of a Contract |
Temporary candidates | Answers to competency interview questions* | • To verify professional qualification and experience | Performance of a Contract |
Qualified temporary candidates | Proof of a valid professional indemnity insurance* | • To ensure you have adequate professional indemnity insurance in place | Legal Obligation |
Qualified temporary candidates | Proof of a valid professional indemnity insurance* | • A requirement for us to obtain and maintain insurance policies | Legitimate Interests |
Temporary and permanent candidates | Referee details and contents of a reference* | • To conduct background checks to ensure you are safe to work with Acacium Group’s clients and individuals by gaining at least two references | Legal Obligation |
Temporary and permanent candidates | Referee details and contents of a reference* | • To find you suitable job opportunities in your preferred profession and match your experience and skills | Performance of a Contract |
Temporary candidates | Evidence of core competency assessments* | • To verify your compliance in core competencies to enable us to find you suitable job opportunities | Performance of a Contract |
Temporary candidates | Photographs or digital images* | • To provide you with an ID badge to wear while you are working, to evidence your identity and safeguard our vulnerable clients | Legitimate Interests |
Temporary candidates | Financial information: bank details; umbrella company details; limited company details; evidence of a tax code; or evidence of statutory benefits* | • For us to meet legal requirements around tax and payment including payment for the work that you do, payment of expenses and payment of annual leave | Legal Obligation |
Temporary candidates | Details relating to: pregnancy; paternity; adoption; or surrogacy* | • To provide you with appropriate time off | Legal Obligation |
Temporary candidates | Details of your availability to work and a record of shifts or placements completed with us* | • To ensure that you are meeting Working Time Regulations requirements and are taking/planning sufficient rest breaks and annual leave | Legal Obligation |
Temporary candidates | Details of your availability to work and a record of shifts or placements completed with us* | • To enable us to find you suitable employment when you wish to work | Performance of a Contract |
Temporary candidates | Card payment details* | • To process your payment for criminal checks if conducted through Acacium Group | Performance of a Contract |
Temporary candidates | Appraisal details* | • To allow us to assist in processing revalidation requirements (nurses and doctors) | Legal Obligation |
Temporary candidates | Appraisal details* | • To continually assess your suitability to perform your role | Performance of a Contract |
Temporary and permanent candidates | Details of incidents and complaints prior to joining Acacium or while working with us* | • To conduct background checks to ensure a safer recruitment process | Legal Obligation |
Temporary and permanent candidates | Market research |
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