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Candidate Privacy Policy

Green Barns Advisory Ltd trading as Green Barns Health

Green Barns Health is committed to protecting the privacy and security of your personal data. This policy explains how we collect, use, and protect information for candidates and clients in accordance with UK data protection laws.

Our candidate-first commitment

We use candidate information to identify and progress suitable employment opportunities. We do not sell candidate data. We will not submit your CV to a health cluster, hospital or other prospective employer without first discussing the opportunity with you and obtaining your authority to submit.

1. Who we are

Green Barns Advisory Ltd, trading as Green Barns Health ("Green Barns", "we", "us" or "our"), is a company registered in England and Wales. For the candidate information described in this notice, Green Barns is normally the data controller.

Legal entity:

Trading name:

Company number:

Registered office:

 

 

Candidate/privacy contact: 

Website: 

ICO registration: 

2. Who this notice applies to

This notice applies to doctors, nurses, allied health professionals and other candidates who apply to Green Barns, register an interest, are referred to us, or are identified by us as potentially suitable for an opportunity.

3. What information we collect

Depending on the stage of the recruitment process, we may collect:

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  • name, contact details, country of residence and preferred method of contact;

  • CV, employment history, current employer, role, grade, specialty and experience;

  • education, qualifications, professional registrations and registration numbers;

  • availability, notice period, relocation interest, preferred location and start timing;

  • information you give us about salary/package expectations and practical relocation considerations;

  • our communications with you, screening notes, interview/offer status and recruitment progress;

  • source and referral information, including how you came to Green Barns;

  • documents or information you choose to provide that are reasonably required for a specific recruitment process.

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We do not normally need medical records, detailed health information or criminal-conviction information at the initial Green Barns sourcing stage. Please do not send this type of information unless we specifically request it for a legitimate recruitment purpose. Formal credentialling, licensing and employer onboarding may be handled separately by the prospective employer and relevant Saudi authorities.

4. Where information comes from

We receive information directly from candidates and may also receive or verify limited professional information from job boards, referrals, professional networking sites, publicly available professional sources and regulatory registers. If we approach you using information obtained from another source, we will provide appropriate privacy information when required.

5. Why we use your information

and our lawful basis

We use candidate information only where we have a lawful basis under UK data-protection law. Our main purposes are:

Purpose

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Reviewing your application or expression of interest; matching you to relevant opportunities; communicating with you; managing candidate records and recruitment progress.

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Checking basic professional information, preventing duplicate submissions, maintaining accurate records and protecting Green Barns, candidates and clients from error or misuse.

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Complying with legal, regulatory, accounting, tax, data-rights or dispute obligations.

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Sending optional future-opportunity updates or other communications that require consent.

Main lawful basis

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Legitimate interests - operating a professional recruitment service and helping candidates and prospective employers identify suitable opportunities.

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Legitimate interests.

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Legal obligation and/or legitimate interests, depending on the requirement.

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Consent, where consent is required. You may withdraw it at any time.

If we need to process special-category personal data, we will only do so where it is necessary and where an additional lawful condition applies. We aim to minimise such processing during the Green Barns sourcing stage.

6. Sharing your information

We may share relevant candidate information with:

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  • prospective employing organisations, health clusters, hospitals or other healthcare organisations in Saudi Arabia, when you are being considered for a specific opportunity;

  • recruitment, IT and communications service providers that support our business, including our applicant tracking system and Microsoft 365;

  • professional advisers, insurers, accountants or legal advisers where reasonably necessary;

  • government, regulatory, law-enforcement or other bodies where disclosure is required or permitted by law.

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Where a prospective employer or other recipient organisation receives your information for its own recruitment, selection, credentialling or employment purposes, it may act as a separate data controller and may provide its own privacy information.

7. Saudi Arabia and international transfers

Some opportunities supported by Green Barns are in the Kingdom of Saudi Arabia. This means relevant candidate information may need to be transferred from the UK to a health cluster, hospital or other prospective employing organisation in Saudi Arabia.

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Where a transfer is a restricted international transfer under UK data-protection law, we will use a transfer mechanism permitted by UK law, such as appropriate safeguards, or an applicable exception where legally available. If a specific transfer relies on your explicit consent as an exception, we will explain the transfer and any relevant risks and ask you separately before making it.

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Submitting an application to Green Barns does not, by itself, authorise us to submit your CV to a Saudi organisation. We obtain separate submission authority for the opportunity concerned.

8. Recruit CRM and technology

Green Barns may use an applicant tracking system, including Recruit CRM, and other business technology to store candidate records, parse CV information, organise communications, manage tasks and support candidate matching.

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, taking account of the recruitment relationship and any legal or contractual requirements. Our current working retention approach is:

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  • Active recruitment: while you are actively being considered for opportunities and while related follow-up is reasonably required.

  • Inactive / unsuccessful candidate profile and CV: normally up to 24 months after the last meaningful contact, unless there is a reason to delete earlier or you choose to remain in an active talent pool.

  • Talent pool: reviewed periodically and normally refreshed or deleted within 24 months of the last meaningful contact.

  • Placement, submission, financial or dispute records: limited records may be retained for longer where reasonably required for contract, accounting, tax, legal-claims or dispute purposes.

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We may delete or anonymise information earlier where it is no longer required. You may also ask us to delete information, although some information may need to be retained where a lawful reason applies.

10. Your data-protection rights

Depending on the circumstances, you may have rights to:

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  • ask for access to the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to erase information where the law gives you that right;

  • ask us to restrict processing in certain circumstances;

  • object to processing based on legitimate interests;

  • receive certain information in a portable format where the right applies;

  • withdraw consent at any time where we rely on consent. Withdrawal does not affect processing already carried out lawfully before withdrawal.

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To exercise a right, contact john@greenbarnshealth.co.uk. We may need to verify your identity before responding.

11. Security

We take reasonable organisational and technical measures to protect candidate information against unauthorised access, accidental loss, alteration or disclosure. Access is limited to people and service providers who need the information for legitimate business purposes.

12. If you have a concern

Please contact Green Barns first if you have a question or concern about how we use your information. You also have the right to complain to the UK Information Commissioner's Office (ICO). Information about making a complaint is available at ico.org.uk.

13. Changes to this notice

We may update this notice as our recruitment operations, systems or legal requirements evolve. The current version will be made available through the Green Barns Health website and/or candidate application process.

If you have any questions about how we use or protect your personal information, please contact: john@greenbarnshealth.co.uk

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Green Barns Advisory Ltd

Green Barns Health

17174050

Green Barns, Marsh Lane, Milton Ernest, Bedford, England, MK44 1RB

john@greenbarnshealth.co.uk

greenbarnshealth.co.uk

ZC218816

LAST UPDATED: 12 August 2026

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