Ellie’s Place – Website Privacy Policy

Effective Date: 6 May 2026

Last Updated: 6 May 2026

At Ellie’s Place, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website and our work-finding services. It also outlines your rights under UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Collection and Use of Personal Data

a. Purpose of Processing and Legal Basis

Ellie’s Place collects and processes your personal data (including special category/sensitive personal data where applicable) to provide you with tailored work-finding services.

Specifically, we use your data to:

  • Contact you regarding relevant job opportunities.

  • Assess your suitability for available roles.

  • Maintain and update our internal candidate databases.

  • Introduce and submit your profile to potential clients and employers.

  • Arrange payments, payroll, and financial compliance.

  • Manage our professional relationship with you and our clients.

  • Investigate, detect, and report crime, or comply with statutory legal obligations.

  • Conduct internal audits to demonstrate compliance with care sector and recruitment industry standards.

To process your data lawfully, we rely on the following legal bases:

  • Consent: Where you have explicitly granted us permission to process your data for specific purposes.

  • Legitimate Interests: Where processing is necessary for our business interests, provided it does not override your fundamental rights.

  • Contractual Obligation: To fulfil a contract we have entered into with you, or to take steps at your request before entering a contract.

  • Legal Obligation: To comply with statutory, regulatory, and legal requirements.

b. Legitimate Interests

When we rely on legitimate interests, it means we have a clear, reasonable business reason to process your information that aligns with what you would naturally expect from a recruitment and care-staffing service. Our legitimate interests include:

  • Maintaining, optimizing, and securing our candidate database.

  • Providing high-quality, efficient work-finding services to you and our clients.

  • Reaching out to seek your explicit consent where necessary.

  • Informing you about similar services or opportunities you have previously engaged with.

c. Statutory and Contractual Requirements

We are bound by specific legal and regulatory obligations to collect certain personal data. This includes compliance with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and Right to Work legislation, tax laws, and strict safeguarding regulations required within children’s and young adults’ care settings.

Please Note: Providing this information is a requirement to access our services. If you choose not to provide the requested personal data, we may be unable to continue offering work-finding services to you.

d. Recipients of Your Data

We may share your personal or sensitive data with trusted third parties, including:

  • Prospective clients and employers to whom we introduce or supply you.

  • Former employers or designated referees to obtain professional references.

  • Third-party payroll service providers and financial intermediaries who manage payments on our behalf.

  • Other compliant recruitment agencies within the authorized supply chain.

2. Information Collected from Third Parties

Where we have not collected your personal data directly from you, we ensure it is sourced from reputable, professional platforms.

Categories of Data Collected:

  • Personal Data: Name, home address, mobile phone number, email address, National Insurance number, and nationality (verified via Right to Work checks).

  • Special Category (Sensitive) Data: Health information (including disability status or necessary workplace adjustments) and details regarding criminal convictions or background checks, where required for safeguarding and compliance.

Sources of Data:

We may obtain this information from:

  • Professional job boards and networks (e.g., Reed, Indeed, LinkedIn).

  • A former employer or a referee you have previously nominated.

  • Trusted software and system providers who support our operational infrastructure.

3. Overseas Data Transfers

Ellie’s Place may occasionally transfer your personal information to countries outside the United Kingdom and the European Economic Area (EEA) to deliver our work-finding services. When such transfers occur, we implement rigorous, legally recognized safeguards—such as Standard Contractual Clauses (SCCs) or International Data Transfer Agreements (IDTAs)—to ensure your data remains completely secure and protected to UK standards.

4. Data Retention

We only retain your personal data for as long as necessary to fulfil the purposes for which it was collected and to satisfy our legal, accounting, or regulatory requirements.

  • Candidate Records: Under the Conduct of Employment Agencies and Employment Businesses Regulations 2003, we are legally required to retain work-seeker records for at least one year from the date of creation or the date we last provided work-finding services to you.

  • Financial and Payroll Records: Records relating to payroll, holiday pay, sick pay, pensions auto-enrolment, and tax are retained for 3 to 6 years in compliance with HMRC and national minimum wage legislation.

  • Consent-Based Data: Where processing is based purely on your consent, we will retain your data in accordance with our internal retention policy. Once this period expires, we will seek renewed consent. If consent is withheld or not granted, we will securely destroy or permanently anonymize your data.

5. Your Data Protection Rights

Under UK data protection law, you hold comprehensive rights regarding your personal information:

  • Right to be Informed: The right to clear, transparent information about how we use your data.

  • Right of Access: The right to request a copy of the personal data we hold about you.

  • Right to Rectification: The right to ask us to correct inaccurate or incomplete data.

  • Right to Erasure: The right to request the deletion of your data where there is no compelling legal reason for its continued processing.

  • Right to Restrict Processing: The right to block or suppress the processing of your personal data under certain conditions.

  • Right to Data Portability: The right to obtain and reuse your data across different services in a structured, machine-readable format.

  • Right to Object: The right to object to processing based on legitimate interests or direct marketing.

  • Rights automations: Rights in relation to automated decision-making and profiling.

  • Right to Withdraw Consent: The right to withdraw your consent at any time.

How to Exercise Your Rights or Withdraw Consent

If you wish to withdraw your consent, update your details, or exercise any of your statutory rights, please contact us:

  • Contact Person: Lee McDonald

  • Email: info@veloxhealthcare.co.uk

Note: Withdrawing consent does not affect the lawfulness of any processing carried out before your withdrawal, nor does it affect processing justified by alternative legal bases (such as statutory or contractual obligations).

6. Technical Tracking and Log Files

We utilize standard server log files and IP addresses to analyze user trends, administer the website, track user movement across our pages, and gather broad demographic information for aggregate, non-identifiable use. IP addresses are not linked to, nor do they expose, any personally identifiable information.

7. Third-Party and External Links

Our website may contain links to external websites managed by third parties. Ellie’s Place is not responsible for the privacy practices, content, or security of external platforms. When leaving our site, we highly encourage you to read the privacy statements of any website that collects your personal information.

8. Business Transfers

In the event that Ellie’s Place undergoes a business transition—such as a merger, acquisition by another company, or a sale of all or a portion of its assets—your personal data may be disclosed to our professional advisers and prospective buyers, and will be securely transferred to the new owners as part of the business assets.

9. Data Security

We take the security of your data seriously and implement robust technical and organizational precautions to protect your information.

  • Access Control: Access to your personal data is strictly limited to authorized employees (such as consultants, accounts staff, or system administrators) who require the information to perform specific operational duties.

  • Internet Safeguards: While we employ industry-standard measures to safeguard your data, no transmission over the internet or email can be guaranteed as 100% secure. Any transmission is at your own risk.

  • Shared Devices: If you access our website or candidate portal using a shared device, we strongly recommend that you do not utilize the “remember my details” function.

For specific inquiries regarding our website security framework, please contact Lee McDonald at info@veloxhealthcare.co.uk.

10. Changes to This Privacy Policy

We reserve the right to update this privacy statement to reflect changes in our operational practices or statutory compliance. Any updates will be published directly on this page with an updated revision date. For material changes that significantly impact your rights, we will provide a prominent notice on our website or contact you directly.

11. Complaints and Regulatory Queries

If you have any questions, concerns, or complaints regarding this Privacy Policy or how we handle your personal data, please contact us immediately:

  • Contact: Lee McDonald

  • Email: info@veloxhealthcare.co.uk

If you remain unsatisfied with our response or believe we are processing your data unlawfully, you have the right to lodge a formal complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection: