Privacy Notice

Kind Hearts International Care Solutions Ltd. ("Kind Hearts", "we", "us" or "our") respects your privacy and is committed to protecting your personal data.

This Privacy Notice explains how we collect and process personal data when you use our website, submit a candidate application, make an employer enquiry, communicate with us, or otherwise engage with our recruitment services.

We process personal data in accordance with applicable data protection law, including the EU General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Kind Hearts International Care Solutions Ltd. is the data controller responsible for personal data processed through this website and our recruitment activities, except where another organisation acts as a separate controller.

If you have a question about this Privacy Notice or how your personal data is handled, you can contact us using the details provided on our Contact page.

The personal data we collect depends on how you interact with Kind Hearts.

• Identity and contact information, such as your name, email address, telephone number and current location.
• Candidate application information, including the healthcare role you are interested in, preferred work location, experience, employment status and availability.
• Qualification and professional information, including relevant healthcare qualifications, professional registration status and, where applicable, NMBI registration information.
• Recruitment and compliance information, such as information relating to Garda Vetting, mandatory training and professional references.
• Documents requested later in the recruitment process, which may include identification, qualification, registration, compliance and other recruitment-related documents.
• Communications you send to us, including enquiries and correspondence.
• Employer and business contact information where an employer or healthcare organisation contacts us about recruitment services.
• Technical information generated when you use our website, such as basic device, browser, security and website usage information where applicable.

We aim to collect only personal data that is relevant and necessary for the purposes for which it is processed.

We may collect personal data:

• directly from you when you complete a candidate application or other website form;
• when you contact us by email, telephone or another approved communication channel;
• when you provide information or documents during the recruitment process;
• from referees or other persons you authorise us to contact;
• from employers or healthcare organisations involved in a recruitment process;
• from professional or regulatory sources where appropriate and lawful; and
• through website technologies necessary for security, operation and permitted analytics or cookies.

Depending on your relationship with Kind Hearts, we may process personal data to:

• receive and assess candidate applications;
• communicate with candidates about applications and relevant recruitment opportunities;
• assess candidate suitability, qualifications, availability and recruitment requirements;
• support recruitment screening and shortlisting;
• request and review relevant documents where an application progresses;
• verify information where appropriate and lawful;
• introduce suitable candidates to prospective employers where appropriate;
• manage interviews, offers, placements and related recruitment activities;
• respond to employer enquiries and recruitment requests;
• operate, secure and improve our website and services;
• maintain appropriate business and recruitment records;
• comply with applicable legal and regulatory obligations; and
• establish, exercise or defend legal claims where necessary.

Data protection law requires us to have a lawful basis for processing personal data. The basis we rely on depends on the particular processing activity.

We do not sell your personal data.

Where necessary for the purposes described in this Notice, personal data may be shared with:

• prospective employers or healthcare organisations involved in relevant recruitment opportunities;
• service providers supporting our website, hosting, database, secure document storage, communications and other technology services;
• professional advisers where necessary;
• regulators, public authorities, law enforcement bodies or other parties where disclosure is required or permitted by law; and
• other parties where you have authorised the disclosure or where another lawful basis applies.

We seek to limit disclosures to information that is appropriate for the relevant purpose.

Candidates are not required to upload supporting documents as part of the initial website application form.

If an application progresses, Kind Hearts may request relevant recruitment or compliance documents through an approved process. Access to candidate documents will be restricted to authorised persons who require access for legitimate recruitment, compliance or administrative purposes.

Kind Hearts uses technology providers to operate its recruitment website and services. Our current PostgreSQL database is hosted in the United Kingdom, which is covered by a European Commission adequacy decision for personal data transfers from the EEA.

Other service providers may process personal data outside the EEA. Where required, Kind Hearts will use an appropriate transfer mechanism and applicable data protection safeguards.

You may contact us for further information about international transfers and applicable safeguards.

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including recruitment, business, legal, regulatory, accounting and dispute-related requirements.

Different categories of information may have different retention periods. In determining an appropriate retention period, we may consider the nature and sensitivity of the information, the purpose for which it is held, whether the purpose can be achieved by other means, and applicable legal or regulatory requirements.

We use appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful access, alteration, disclosure, loss or destruction.

Access to recruitment information and candidate documents is intended to be limited to authorised persons who require it for appropriate business purposes.

No internet-based service can guarantee absolute security, but we take reasonable steps appropriate to the nature of the personal data we process.

Kind Hearts may use structured application information to assist its recruitment team in organising and prioritising candidate applications.

Where automated tools or screening rules are used, they are intended to support the recruitment process rather than replace appropriate human review. Kind Hearts does not intend to make decisions producing legal or similarly significant effects about candidates solely through automated processing unless appropriate legal requirements and safeguards are satisfied.

Subject to applicable law and any relevant limitations, you may have the right to:

• request access to personal data we hold about you;
• request correction of inaccurate or incomplete personal data;
• request deletion of personal data in certain circumstances;
• request restriction of processing in certain circumstances;
• object to certain processing;
• receive certain personal data in a portable format where the right to data portability applies;
• withdraw consent where processing is based on consent; and
• raise a concern or lodge a complaint with the relevant supervisory authority.

To exercise a data protection right in relation to information held by Kind Hearts, please contact us using the details provided in this Notice. We may need to verify your identity before responding to certain requests.

If you have concerns about how Kind Hearts handles your personal data, we encourage you to contact us so that we can review your concern.

You also have the right to lodge a complaint with the Irish Data Protection Commission or another competent supervisory authority where applicable.

Our website may use cookies or similar technologies that are necessary for website operation, security, preferences or, where implemented, analytics.

More information about the technologies used on this website and the choices available to you will be provided in our Cookie Notice.

We may update this Privacy Notice from time to time to reflect changes to our services, technology, recruitment processes or legal obligations.

The date shown at the top of this page indicates when this Notice was last updated.