Privacy Notice

Sentra Care Limited and Sentra Care Staffing Limited · Last updated: August 2026

1. Who we are

This privacy notice covers two related companies, each acting as a data controller in its own right: Sentra Care Limited (Company No. 16404858, ICO registration ZB968567), a specialist permanent healthcare recruitment business, and Sentra Care Staffing Limited (Company No. 17220643, ICO registration ZC193542), a temporary staffing business. Both are registered at Avon View Offices, 90 High Street, Bidford-On-Avon, Alcester, England, B50 4AF. In this notice, “we” means whichever company you are dealing with, or both where we work together. Contact for all data protection matters: Danny Blake, danny@sentra-care.com.

2. Whose data we process

We process personal data relating to: candidates, workers and applicants seeking permanent or temporary work through us; client staff and business contacts; referees; suppliers; and visitors to our website.

3. What data we collect

Candidates and workers: name and contact details, date of birth, CV and work history, qualifications, training and professional registration records, right to work documentation, references, interview notes, roster, assignment and timesheet information, and payroll-related information for temporary workers.

Special category and criminal offence data: because we supply people into health and social care settings, we also process occupational health information, immunisation and vaccination records, fitness to work information, DBS certificate content and barred list check outcomes. We treat this data with enhanced protection as described in section 6.

Clients and business contacts: name, role, work contact details, and records of our dealings with you.

4. Why we process it and our lawful bases

We process personal data to provide work-finding services, to match candidates to roles, to carry out pre-engagement vetting and compliance checks, to supply and pay temporary workers, to manage client relationships, to meet our legal and regulatory obligations, and to run and improve our business. Our lawful bases under Article 6 UK GDPR are: performance of a contract (or steps to enter one); legal obligation, including obligations under the Conduct of Employment Agencies and Employment Businesses Regulations 2003; and legitimate interests in operating an effective recruitment business, which we balance against your rights.

5. Special category and criminal offence data

We process special category data under Article 9(2)(b) UK GDPR (employment, social security and social protection) and criminal offence data under Article 10, in each case meeting the conditions in Schedule 1 of the Data Protection Act 2018 for employment and for the safeguarding of children and of individuals at risk. We maintain an appropriate policy document for this processing as the law requires. We share this data with clients only to the extent necessary for them to meet their own legal, regulatory and safeguarding obligations.

6. Who we share data with

We share personal data with: clients, for the purposes of introductions, assignments and placements; our appointed back-office and payroll provider (currently Zodeq), which processes timesheets, payroll and invoicing on our behalf as a data processor under a written agreement; referees and vetting bodies, including the Disclosure and Barring Service process; job boards and sourcing platforms where you have posted your details or applied; our professional advisers; and regulators or authorities where the law requires. We never sell personal data.

7. International transfers

Some of our administrative and recruitment support work is carried out by authorised contracted personnel located in India, who access our UK-hosted systems remotely. No personal data is stored outside the United Kingdom. These transfers are protected by the UK International Data Transfer Agreement (IDTA), supported by a documented Transfer Risk Assessment and technical safeguards including multi-factor authentication, approved and encrypted devices only, a prohibition on local storage, and access logging. Special category and criminal offence data is accessed only where strictly necessary. You can request a summary of these safeguards using the contact details above.

8. How long we keep data

We keep personal data no longer than necessary for the purposes described, in line with our Data Retention Schedule. As a guide: records of candidates we place are kept for up to 6 years after the placement ends to meet legal and contractual requirements; records of candidates we do not place are kept for no more than 12 months from our last meaningful contact unless you ask us to keep your details longer; payroll and invoicing records are kept for 6 years to meet HMRC requirements; and recruitment records required by the Conduct Regulations are kept for at least one year after creation or our last dealings with you.

9. Your rights

You have the right to: access your personal data; have inaccurate data corrected; have data erased in certain circumstances; restrict or object to processing in certain circumstances, including an absolute right to object to direct marketing; data portability in certain circumstances; and withdraw consent where processing is based on consent. To exercise any right, contact danny@sentra-care.com. We will respond within one month. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113, though we would welcome the chance to resolve any concern first.

10. Security

We protect personal data with access controls, multi-factor authentication, encryption, least privilege access, staff and contractor confidentiality obligations, logging, and an information security policy that applies to everyone who works with our data, wherever they are located.

11. Changes to this notice

We will update this notice when our processing changes and will post the current version on our website.