Privacy Policy

1. Scope of this policy

This policy explains how Hair Restoration Workforce uses personal information relating to professionals who register with our network, clinic contacts and prospective clients, website visitors, referees and other people who communicate with us.

2. Information we may collect

Depending on your relationship with us, we may collect:

• identity and contact information, such as your name, telephone number, email address and location;
• professional information, such as your CV, work history, skills, professional registrations, qualifications, certificates, references, availability, preferred locations and rate expectations;
• right-to-work and other compliance information where required for a role or assignment;
• clinic and business information, including contact details, staffing requirements, booking information and communications;
• technical information generated when you use our website, such as IP address, device/browser information and security or server logs;
• information you choose to provide in forms, emails, calls or other communications.

We do not ask professionals to provide unnecessary sensitive information through the public website. If a particular assignment requires additional regulated or sensitive information, we will explain why it is needed and handle it in accordance with applicable law.

3. Where we obtain information

We normally receive information directly from you. We may also receive relevant professional information from referees, clinics, publicly available professional sources or a person who refers you to our network. Where privacy law requires us to provide information because data was obtained from another source, we will do so within the applicable timeframe.

4. How and why we use personal information

We may use personal information to:

• register, review and maintain professional profiles;
• match professionals with relevant clinic staffing opportunities;
• communicate about assignments, bookings, availability and staffing requirements;
• verify professional information, qualifications, registrations, references or right-to-work information where appropriate;
• manage clinic relationships, contracts, bookings, invoices and business administration;
• operate, secure and improve our website and services;
• comply with legal, regulatory, tax, accounting and record-keeping obligations;
• establish, exercise or defend legal claims where necessary.

5. Our lawful bases

We use personal information only where we have a lawful basis. Depending on the activity, this may include:

• contract or steps before a contract — for example, where information is needed to arrange an assignment, booking or service;
• legitimate interests — for example, operating a specialist staffing network, responding to business enquiries, maintaining professional relationships, preventing fraud and keeping our services secure, where those interests are not overridden by your rights;
• legal obligation — where we must process information to comply with applicable law;
• consent — where we specifically ask for consent and consent is the appropriate lawful basis. You may withdraw consent at any time.

6. Professional matching and sharing with clinics

Where you join our professional network, we may use your profile information to identify opportunities that appear relevant to your skills, location and availability. We may share appropriate professional information with a clinic when needed to discuss or arrange a potential assignment. We do not sell professional contact lists or make our full professional database available to clinics.

7. Who we may share information with

Where necessary, information may be shared with:

• hair restoration, medical, aesthetic or other clinics seeking staffing support;
• professionals in connection with a clinic assignment;
• service providers that support our website, hosting, email, CRM/database, document storage, accounting or professional services;
• professional advisers such as accountants, insurers or legal advisers;
• regulators, public authorities, law enforcement or courts where disclosure is legally required.

We aim to share only information that is relevant and necessary for the purpose concerned.

8. International transfers

Some technology or service providers may process information outside the UK. Where personal information is transferred internationally, we will use an appropriate lawful transfer mechanism or safeguard where required by UK data protection law.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, regulatory, accounting and dispute-resolution requirements. As a general approach:

• active professional network profiles are retained while the professional remains registered with the network;
• inactive professional or prospective-client records may generally be retained for up to 24 months after the last meaningful contact so we can manage genuine recruitment and staffing relationships, unless a longer or shorter period is appropriate;
• contracts, booking, invoice and transaction records may be retained for up to six years where needed for legal, accounting or tax purposes;
• information that is no longer needed will be deleted, anonymised or securely archived as appropriate.

10. Security

We use reasonable organisational and technical measures designed to protect personal information from unauthorised access, loss, misuse or disclosure. Access to professional and clinic information should be limited to people and service providers who need it for legitimate business purposes.

11. Your data protection rights

Depending on the circumstances and the lawful basis used, you may have rights to request access to your personal information, correct inaccurate information, request deletion, restrict processing, object to processing, receive certain information in a portable format, and withdraw consent where consent is relied upon.

To exercise a right, email privacy@hairrestorationworkforce.co.uk. We may need to verify your identity before acting on a request.

12. Automated decision-making

Hair Restoration Workforce does not currently make decisions about professionals or clinic clients based solely on automated processing that produces legal or similarly significant effects. Matching may be supported by filters or database tools, but relevant staffing decisions are subject to human review.

13. Cookies and website technology

The current website is designed not to use non-essential advertising or analytics cookies. Our hosting and security providers may process limited technical information needed to deliver and protect the website. If we later introduce non-essential analytics, advertising or similar technologies, we will update this policy and use consent controls where required.

14. Marketing communications

We may contact existing business relationships or professionals about relevant staffing services and opportunities where permitted by law. Where consent is required, we will obtain it. You can ask us to stop direct marketing at any time.

15. Complaints

Please contact us first if you have a concern so we can try to resolve it. You also have the right to complain to the UK Information Commissioner's Office (ICO), the UK's data protection regulator.

16. Changes to this policy

We may update this policy when our services, technology or legal obligations change. The latest version will be published on this page with an updated revision date.