Who we are
Oakline Healthcare Group Ltd ("Oakline", "we", "us") provides personalised care and Direct Payment support, healthcare staffing and healthcare recruitment in Sheffield and South Yorkshire. We are a company registered in England and Wales, company number 16959098.
We are the data controller for personal information you provide through this website or when you contact us. You can reach us about anything in this notice at:
- Email: info@oaklinehealthcare.co.uk
- Telephone: +44 7572 245085
- Based in: Sheffield, South Yorkshire
If you would like a postal address in writing, ask and we will provide one. We have not published a street address here because the address on the public register is a home address, and we would rather you had a working contact route than a doorstep.
What we collect, and when
We only collect information when you give it to us. There is no tracking on this website, no advertising technology and no profiling.
If you make a personalised care enquiry
Your name, email address, telephone number and postcode; whether the enquiry is for yourself or someone else; the current arrangement if you know it; what you would like help with; anything you choose to tell us in the message box; and how you would prefer to be contacted.
If you request staff or discuss recruitment as an organisation
Your organisation's name and location, the type of service, your name, job title, email address and telephone number, and details of the roles, shifts or posts you need.
If you register as a candidate
Your name, mobile number, email address and postcode; the role you are looking for; the type of work and availability you want; a summary of your experience; whether you drive; confirmation that you have the right to work in the UK; your DBS status; whether you hold professional registration; a CV if you choose to upload one; and anything you add in the notes box.
Uploading a CV is optional, and the form works without one. If you do attach a file, it is stored with your registration by our website host, Netlify, and downloaded by us from an account that only Oakline can sign in to. It is not published anywhere, not indexed by search engines, and not sent to an employer without the agreement described under who we share it with. Please leave out anything the role does not require — your date of birth, National Insurance number, and your own health information are all better left off a CV sent through a public form.
If we take your application further, we will then need additional information — identity and right-to-work documents, DBS details, references and training records. We collect those directly and securely at that stage, not through this website.
If you send a general enquiry
Your name, email address, telephone number if you give it, the topic, and your message.
If you email or call us
Whatever you tell us, plus a record of the contact so we can respond and follow up properly.
Technical information
This website is built as static pages and hosted by Netlify, which keeps standard server logs that may include IP addresses, for security and reliability. Netlify also receives and stores what you submit through the forms on this site, because that is how the forms work. Netlify acts as our processor and we have no analytics, advertising or profiling technology on this website.
Everything the pages load — including the fonts — is served from this domain, so visiting the site does not send a request to any other company. See our cookies page for what is and is not stored on your device.
Information we deliberately do not ask for
This section exists because in our sector the temptation runs the other way.
Our public forms do not ask for, and you should not send us:
- Diagnoses or medical history
- Medical records, assessments or care plans
- Medication details
- Your own health information, if you are a candidate
- NMC PINs, DBS certificate numbers or other registration numbers
- Details about individual residents or service users, if you are an organisation
- Financial details or bank information
We do not need any of that to have a first conversation, and collecting sensitive information we do not need creates risk for you rather than value for you.
Later in a working relationship there are narrow situations where health-related information is genuinely necessary — for example, describing a Personal Assistant role accurately enough to recruit for it, or arranging training for specific support. Where that applies we will explain why we need it, collect only what is needed, ask for your explicit consent, and store it securely. You can decline, and we will tell you honestly what that means for what we can do.
If you do send us sensitive information unprompted, we will handle it carefully and will usually ask whether you want it removed from our records.
Why we are allowed to use it
Data protection law requires a lawful basis for using personal information. Ours are:
- Legitimate interests
- Responding to an enquiry you have sent us, and running our services. You asked us a question; answering it is the obvious use of the details you gave.
- Performance of a contract
- Where you become a client, a candidate we place, or an organisation we supply, we use your information to deliver what we have agreed.
- Legal obligation
- Right-to-work checks, payroll and tax records, and other records we are required to keep.
- Consent
- For marketing, and for any health-related information we ask for in the narrow circumstances described above. Consent is freely given and you can withdraw it at any time.
- Substantial public interest / employment conditions
- Where we handle information such as DBS results as part of safer recruitment, we rely on the conditions in data protection law that permit this for safeguarding and employment purposes.
The tick box on each form confirming you have read this notice is an acknowledgement, not our lawful basis. We rely on legitimate interests to reply to an enquiry you have chosen to send us, and we would still have to justify that whether or not you ticked the box. The only consent box on our forms that changes what we may do with your details is the separate, optional marketing one.
Marketing
Marketing consent is separate from your enquiry, on every form, and the box is never pre-selected. If you do not tick it, we will use your details to respond to what you asked about and nothing else.
If you do consent, you can withdraw it at any time by replying to any message, emailing us or telling us on the phone. It takes effect immediately and it does not affect anything else we are doing for you.
We do not sell, rent or share personal information for marketing purposes. Ever.
Who we share it with
Only where it is necessary, and only what is necessary:
- With your agreement. A candidate's details are sent to an employer only after we have named that employer to you and you have agreed. We never circulate CVs speculatively.
- Service providers who work for us — for example IT, email, website hosting, payroll software and DBS umbrella bodies. They act on our instructions and are bound to protect your information.
- HMRC and pension providers, where we run payroll for an arrangement you hold.
- Your local authority or NHS body, where you have asked us to deal with them on your behalf or where records must be provided for a review of your arrangement.
- Safeguarding authorities, regulators or the police, where there is a concern about someone's safety or we are legally required to. We will not withhold a safeguarding concern to protect a commercial relationship.
- Professional advisers, where necessary and on a confidential basis.
We aim to keep personal information within the UK. Some service providers may process data outside it; where that happens we take steps to ensure appropriate safeguards are in place.
How long we keep it
No longer than we need it, and with a bias towards deleting.
- Enquiries that do not go anywhere
- Normally around 12 months, then deleted. Ask us and we will delete sooner.
- Candidate registrations
- While your registration is active, and for a reasonable period afterwards so we can contact you about suitable work. Tell us you are no longer looking and we will remove your details.
- Client and organisation records
- For the duration of the relationship and afterwards for as long as needed to meet legal, tax and insurance requirements.
- Payroll and employment records
- For the periods required by tax and employment legislation.
- Safeguarding records
- For as long as is necessary and appropriate, which may be longer than other records.
How we protect it
We use access controls so that staff can only see what they need for their work, encrypted connections for this website and our systems, reputable providers for email, storage and payroll, and secure channels rather than web forms for documents such as identity evidence.
No system is perfect. If a breach occurred that was likely to affect your rights, we would tell you and the Information Commissioner's Office as required.
Your rights
You have the right to:
- Be told what personal information we hold about you, and get a copy
- Have inaccurate information corrected
- Have information deleted, where we have no continuing need or legal obligation to keep it
- Restrict or object to how we use it, including objecting to our legitimate interests
- Withdraw consent at any time, where we relied on it
- Ask for your information to be transferred to another organisation, where that applies
- Not be subject to automated decision-making — we do not make decisions about people by automated means
To exercise any of these, contact us using the details at the top of this notice. We will respond within one month and will not charge you. We may need to confirm your identity first, which protects you rather than us.
Complaints
If you are unhappy with how we have handled your information, please tell us first — most issues are quickest to fix directly, and we would rather know.
You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk. You do not have to raise it with us first.
Changes to this notice
We will update this notice when our services or practices change, and the date at the top will change with it. Where a change materially affects how we use information you have already given us, we will contact you rather than rely on you noticing.