SwanHealth Limited Privacy Policy

This Privacy Policy describes how Swan Health Limited collects and uses personal data.
It applies to applicants and (prospective) clients of the company.

Swan Health Limited acts as a data controller in respect of your personal data that we
process. For collecting data covered by The General Data Protection Regulation (GDPR)
(Regulation (EU) 2016/679) the Data Controller is F Crawford, who can be contacted
directly by emailing – info@SwanHealthContracts.com.

This Privacy Policy was last updated on 17th September 2020 and supersedes any
previous Privacy Policy. We may update this policy from time to time to ensure that it
remains accurate. If we do so, we will provide you with an updated copy of this notice as
soon as reasonably possible.

We’ll need to collect various pieces of personal information from you, and due to the
nature of our business these may include financial and vocational details at the time of
application – here’s what you can expect to be asked for:

  • Your main contact details: name, address, phone numbers, email address.
  • Details necessary to arrange your employment with us: National Insurance
    Number, job title, rate of pay, frequency of payments, the name of the
    recruitment agency/agencies you may be working with. 
  • Details required to process payments to you as an employee of Swan Health:
    Evidence of photo ID, any right to work documentation, current proof of address,
    your bank details and your current tax code.

The above details could be collected in a variety of secure ways, but in the majority of
cases will be via our secure web portal, or if anything is discussed by telephone, you will
be asked to confirm information in writing. If you contact us, we will keep a record of
that correspondence along with details of your visits to our site including, but not
limited to, web server statistics, traffic data, location data, and details of the web pages
and resources that you access.

Should we engage you in a marketing context we may also collect the data of the
following context:

  • Proficiency of emails that you may receive from us i.e. did you open the
    correspondence; did you click on any links within.
  • Your feedback and contributions to voluntary customer surveys and

How and why we use personal data:

We have a few reasons to use and store your personal data:

  • To process and provide accurate pay illustrations upon your request.
  • We require your personal details in order to legally verify your identity and address for anti money
    laundering purposes, and because you will become our employee, we will need to check
    your right to work in the UK.
  • To accurately pay monies to you and to process deductions including tax and national
    insurance to HMRC on your behalf.
  • To let you know about offers and pertinent information that may apply to your
    contracting situation.
  • To create and recommend future initiatives and products that may be of interest to you.
    To provide you with relevant and appropriate marketing communications.
    To invite you to partake in customer surveys and questionnaires.

We need to use your personal data in these ways to provide a thorough service to you,
and to keep you up to speed with new initiatives and products that may be of benefit.
We also need to keep our business practices relevant and competitive, your feedback is
a necessity in doing just that. Ultimately, we want to create a more personalized
experience to you as a customer.

Sharing personal data with your agency or end client:

As is explained to all contractors upon signup, our contractual obligations with your agency require that your payslips are shared with them or the end client for their auditing and due diligence checks.  This is necessary for us to continue providing our service to you.  This may involve sharing a payslip with your recruitment agency directly, or at times with the end client or their auditors when requested.  When we share such data with these parties, we do so in a secure manner, through individual agency portals.  We require them to keep the information safe, and ask that they do not share nor use your personal data for their own marketing purposes.  We will also keep you informed of any requests made
for this information.

Sharing personal data with other service providers:

Along with your agency or end client we also work with external companies that
provide the following services:

  • Contractor, consultancy, advice and guidance.
  • Outsourced illustration services and marketing.
  • Limited company formation, self-assessment, accountancy and payroll provision.

Any of these companies will only receive personal data if there is justifiable reason for
them to have the information, and only following acceptance of a conditional contract
with Swan Health. For example, should your employed situation require attention from
an accountancy perspective we may share your details securely with an agreed limited
company accountancy platform. We’ll keep you informed throughout.

The only other reason we may share your information with an outside organization
would be if the law or a public authority says we must share your personal data.

How we protect personal data:

We have computer safeguards such as firewalls and data encryption to protect your
information. All information is saved on secure servers located in our secure office and
backed up daily. We also operate from a secure office building protected by alarms and
covered by constant CCTV surveillance.

The transmission of any personal data is done so in an encrypted manner using a Secure
Sockets Layer (SSL)

Though we adhere to as many technical and organisational measures possible to
safeguard your personal data, we, unfortunately, cannot guarantee the security of any
personal data that you transfer over the internet to us.

The personal data that we collect from you may be transferred to, and stored at, a
destination deemed ‘adequate’ for transference. At no point will it be shared or stored
outside of those geographical limits. We will put in place appropriate protection to
make sure your personal data remains adequately protected and is treated in line with
this policy.

Marketing and market research:

This section explains the choices you have when it comes to receiving marketing
communications and taking part in market research.

You have the choice to opt-in to any marketing communication that may be relevant to
your situation. When you register your interest in our services we’ll ask if you would
like to be a part of our future marketing, if you agree at the time – please note you can
change your marketing preferences anytime by emailing us a request.

We’re also constantly seeking refinement within our services and products; therefore,
we may choose to contact you for market research purposes. Again, you can choose to
withdraw your contact details from this aspect of our business development if you wish,
by emailing us.

Retention of your information:

It is not our intention to keep your personal information on file for longer than is
absolutely necessary from a recommended legal reporting perspective. If you are or
have been an employee of Swan Health, we will retain your information for a period of 6
years following conclusion of your employment for auditing purposes. If you have not
been engaged in an employed context but have enquired about our services previously,
unless requested otherwise we will retain your information for up to 24 months for
marketing and surveying purposes. Should you wish to have your details removed from
our records prior to the end date of these timeframes please let us know; if from a legal
perspective we are able to redact your information we shall adhere to the request.

Your rights:

Under the Data Protection Act 1998, you have the right to see the personal data we hold
about you. This is called a Subject Access Request.

If you would like a copy of the personal data we hold about you, please email us at
info@SwanHealthContracts.com entitled: Subject Access Request.

The law allows us to charge a ’reasonable fee’ for the administrative costs of complying with a request if it is manifestly unfounded or excessive, or if an individual requests further copies of their data. Should this be the case, our policy is a fee of £10.

We want to make sure that the personal data we hold about you is accurate and up to
date. If any of the details are incorrect, please let us know and we will amend them.

You are also able to exercise your “Right to be forgotten”, requesting this service will
result in the removal of all correspondence and data points that we hold on you as a
company, including the request itself.

If you have any questions about how we collect, store and use personal data, please
contact us, we’re here to help! Please email us: info@SwanHealthContracts.com.