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Privacy Policy

Effective Date: 17/09/2025

Rota Relief (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website www.rotarelief.com, register with us, or engage with our services.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant data protection laws.

1. Who We Are

Rota Relief is a locum dental staffing agency that connects dental practices with qualified dental nurses, hygienists, therapists, and other professionals. We act as both a data controller (when we decide how your data is used) and a data processor (when handling data on behalf of dental practices).

If you have any questions about this policy, you can contact us at:

Email: enquiries@rotarelief.com
Phone: 01935 314680
Address: 2bee, Martock Workspace, Stoke Road, Martock, Somerset, TA12 6RR

2. What Information We Collect

We collect personal data in the following ways:

Information you provide directly:

  • When registering as a locum: Full name, contact details, GDC registration, CV, proof of qualifications, compliance documents (e.g., DBS check, indemnity insurance, vaccination records).
  • When registering as a dental practice: Practice name, address, contact details, billing information, and staffing requirements.
  • When contacting us: Name, email address, phone number, and any information you provide in your message.
  • Job applications: Employment history, references, and supporting documents.

Information we collect automatically:

  • IP address, browser type, device information, and usage data when you browse our website.
  • Cookies and tracking technologies (see section 8).

3. How We Use Your Information

We use personal data to:

  • Register and verify locums, ensuring compliance with professional and legal requirements.
  • Match locums with dental practices requiring cover.
  • Maintain secure and up-to-date records of locums and practices.
  • Communicate with you regarding bookings, compliance checks, and updates.
  • Manage payroll, invoicing, and payments.
  • Improve our website, services, and user experience.
  • Meet legal, regulatory, and professional obligations.

We only use your data where we have a lawful basis, such as:

  • Contractual necessity (providing staffing services to locums and practices).
  • Legal obligation (retaining compliance records).
  • Legitimate interests (business operations, service improvements, preventing fraud).
  • Consent (for marketing communications).

4. How We Share Your Information

We will never sell your data. We may share information with:

  • Dental practices (only relevant locum details such as qualifications, compliance records, and availability).
  • Locums (only relevant practice details for confirmed bookings).
  • Service providers (IT support, payroll, payment processors, and compliance systems).
  • Regulatory bodies (e.g., GDC, HMRC, or CQC, if legally required).

All third parties are required to respect your data and process it lawfully and securely.

5. Data Storage & Retention

  • Your data is stored securely in electronic systems with restricted access.
  • We retain personal data only as long as necessary:
    • Locum compliance records: up to 6 years after engagement.
    • Practice records: up to 6 years after service.
    • Website enquiries: up to 12 months.
  • After retention periods, data will be securely deleted or anonymised.

6. Your Rights

Under UK GDPR, you have the right to:

  • Access – Request a copy of your personal data.
  • Rectification – Correct any inaccurate or incomplete data.
  • Erasure – Request deletion of your data where applicable.
  • Restriction – Limit how we process your data.
  • Data portability – Request your data in a structured, commonly used format.
  • Object – Stop certain types of processing (e.g., marketing).
  • Withdraw consent – At any time, where processing is based on consent.

To exercise your rights, contact us at info@rotarelief.com. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

7. Security

We take data security seriously and use appropriate technical and organisational measures, including:

  • Encrypted systems and password protection.
  • Restricted access to authorised staff only.
  • Regular monitoring of IT systems.
  • Staff training on data protection and confidentiality.

8. Cookies

Our website uses cookies to enhance user experience and analyse site performance.

  • Essential cookies – Required for basic site functionality.
  • Analytical cookies – Help us understand how visitors use our site.
  • Marketing cookies – Used only with consent for advertising and remarketing.

You can manage or disable cookies in your browser settings.

9. Third-Party Links

Our website may contain links to other websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read their privacy policies.

10. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last Updated” date.