Privacy Policy

Last updated: 5 August 2026

1.    Who we are

ZTL Care and ZTL Nursing provide regulated care, nursing, staffing and recruitment services.

For data protection purposes, the data controller is:

Legal company name:– Zan Traders Ltd

Trading names: ZTL Care and ZTL Nursing

Address: 358 Brandon Street, Motherwell, Lanarkshire, ML1 1XA, United Kingdom

Email: careteam@ztl.care Website: www.ztl.care Company number: SC675141

ICO registration number: ZB852792

This notice explains how we collect, use, store and protect information submitted through our online referral form.

2.    Whose information we collect

The referral form may collect information about:

The person making the referral, referred to as the “referrer”.

The person being referred for a role or work opportunity, referred to as the “referred person” or “candidate”.

If you provide another person’s information, you must have their permission or another appropriate legal authority to share it with us. You should make the referred person aware of this privacy notice.

We will normally contact the referred person and provide them with privacy information as soon as reasonably practicable.

3.    Information we collect

Depending on the information submitted, we may collect:

Information about the referrer

 Full name. Telephone number. Email address.

Relationship to the referred person. Details of communications with us.

Confirmation that the referrer has permission or authority to make the referral.

Information about the referred person

 Full name. Telephone number. Email address.

Employment history and work experience. Qualifications, professional training and skills. Curriculum vitae and supporting documents. PVG Scheme membership or registration status.

SSSC registration status and registration number.

NMC registration or PIN information where relevant to a nursing role. Professional membership or regulatory information.

Availability and preferred type of work.

Information included in the additional-information section. Communications, interview notes and recruitment decisions.

Please do not include unnecessary sensitive information in the additional-information section or CV.

4.    How we obtain the information

We receive information:

Directly from the referrer through the online referral form. From the referred person when we contact them.

From CVs and documents submitted with the referral.

From professional or regulatory bodies, where verification is necessary and legally permitted.

From previous employers or referees, normally after informing the candidate.

Through appropriate pre-employment checks where a candidate progresses through recruitment.

Because some candidate information is initially obtained from a referrer rather than directly from the candidate, we will take reasonable steps to explain how we obtained and use the information when we contact the candidate.

5.    Why we use the information

We may use referral information to:

Receive and assess the referral.

Contact the referrer and the referred person.

Consider the referred person for suitable employment, agency, nursing or care opportunities.

Assess experience, qualifications, professional registration and suitability.

Arrange interviews and recruitment assessments.

Verify professional registrations and information supplied. Conduct lawful pre-employment and regulatory checks.

Maintain recruitment and referral records. Respond to questions, complaints or legal claims.

Meet employment, safeguarding, regulatory and legal obligations. Protect service users, employees, workers and the public.

Submitting a referral does not guarantee that the referred person will be offered an interview, employment, agency work or placement.

6.    Our lawful bases

Under the UK GDPR, we normally process ordinary personal information because:

It is necessary for our legitimate interests in receiving referrals, recruiting suitable care and nursing personnel, communicating with candidates and operating our services.

It is necessary to take steps at the candidate’s request before entering into an employment or worker contract.

It is necessary to comply with our legal and regulatory obligations. It is necessary for the establishment, exercise or defence of legal claims.

Where we rely on legitimate interests, we consider the interests, rights and reasonable expectations of the people involved.

The confirmation checkbox records the referrer’s permission or authority to submit the information. It does not replace any other lawful basis required under data protection law.

7.    Sensitive and vetting information

A CV or supporting document may contain special-category information, such as health, disability, racial or ethnic origin, religion or trade-union membership.

Where it is necessary to process this information, we will identify both:

A lawful basis under Article 6 of the UK GDPR; and

An appropriate condition under Article 9 of the UK GDPR and Schedule 1 of the Data Protection Act 2018.

This may include processing necessary for employment, social-security or social-protection obligations and rights, or for establishing, exercising or defending legal claims.

Information concerning criminal convictions, offences or related security measures is subject to additional protection. Where PVG or other criminal-record information is required, it will be processed only where permitted by law and subject to appropriate safeguards.

The initial referral form should collect only PVG membership or registration status. Copies of PVG disclosures or detailed conviction information should not be uploaded unless ZTL Care or ZTL Nursing has specifically requested them through an approved secure process.

8.    Professional registration checks

Where relevant to a role, we may verify details with professional and regulatory organisations, including:

Disclosure Scotland.

Scottish Social Services Council.

Nursing and Midwifery Council.

Relevant training, qualification or awarding bodies. Previous employers or referees.

We will only conduct checks that are necessary, proportionate and appropriate for the role.

9.    Who we may share information with

Access is restricted to people who need the information for legitimate recruitment, employment, safeguarding, compliance or administrative purposes.

We may share information with:

Authorised ZTL Care and ZTL Nursing recruitment, management, HR and compliance personnel.

IT, website-hosting, recruitment-system and secure-storage providers working under contract.

Professional and regulatory bodies where verification is necessary. Disclosure Scotland where an appropriate PVG check is required. Referees or previous employers.

Public authorities, regulators, courts, insurers, professional advisers or law-enforcement organisations where disclosure is legally required or necessary.

Clients or commissioning organisations where necessary for a proposed placement, normally after informing the candidate.

We do not sell referral or candidate information.

10.    International transfers

We aim to store and process information within the United Kingdom.

If a service provider processes information outside the United Kingdom, we will ensure that an appropriate legal safeguard is in place, such as UK adequacy regulations or an approved contractual transfer mechanism.

11.    How long we retain information

We keep personal information only for as long as reasonably necessary. Our normal retention periods are:

Referral records for candidates who are not appointed: up to six months after the recruitment decision or last meaningful contact. Information retained for future opportunities: only after the candidate has been informed and has agreed to the proposed retention period, normally no longer than 12 months.

Successful candidate information: transferred to the relevant worker or employee record and retained in accordance with our employment, regulatory and legal retention schedule.

Detailed vetting information: securely destroyed when it is no longer necessary. We may retain a limited record confirming the type of check, date, outcome and recruitment decision where legally permitted.

Records required for complaints or legal claims: retained for as long as reasonably necessary to deal with the matter.

Information may be retained for a longer period where required by law, a regulator, safeguarding requirements or an actual or anticipated legal claim.

12.    Security

We use appropriate organisational and technical measures to protect personal information. These may include:

Access controls and user permissions. Secure systems and storage.

Staff confidentiality requirements.

Data-protection and information-security training. Secure deletion and document-disposal procedures.

Supplier agreements containing data-protection obligations. Procedures for identifying and responding to personal-data breaches.

No internet transmission is completely risk-free, but we take reasonable steps to protect information submitted through our website.

13.    Automated decision-making

We do not intend to make recruitment decisions based solely on automated processing that produces legal or similarly significant effects.

Recruitment decisions are reviewed by appropriately authorised personnel.

14.    Your data-protection rights

Depending on the circumstances, the referrer and referred person may have the right to:

Request access to their personal information.

Ask us to correct inaccurate or incomplete information. Request deletion of information.

Request restriction of processing.

Object to processing based on legitimate interests. Request transfer of information in an appropriate format.

Withdraw consent where consent is the lawful basis being used. Ask for human review of certain automated decisions.

These rights are not absolute and may be restricted where an exemption or other lawful reason applies.

To exercise a right, contact:

Email: careteam@ztl.care

Address: ZTL Care and ZTL Nursing, 358 Brandon Street, Motherwell, Lanarkshire, ML1 1XA

We may need to verify your identity before responding.

15.    Complaints

Please contact us first if you have concerns about how we have handled personal information. We will investigate the matter and try to resolve it.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office

Website: www.ico.org.uk Telephone: 0303 123 1113

16.    Changes to this notice

We may update this privacy notice to reflect changes in our services, systems, legal obligations or regulatory guidance. The latest version will be published on our website with its revision date.