Data Retention Policy

At mbi Medical we are committed to providing the highest level of service to our clients and candidates alike. This involves how we store and use your information across our business from applying to suitable jobs through us.

Everyone has rights with regard to how their personal information is handled including the collection, storage, processing and disposal of personal information. Our policy is subject to certain legal safeguards specified in the Data Protection Acts 1988 & 2003 ('The Acts') and the Data Protection Act 1998.

At mbi Medical we use specialist recruitment industry software (Eclipse Software Ltd) saved on a remote server (ClevaGroup Ltd) to manage your registration details, payroll processing, communication and application process’s for the below:

  • Name
  • Date of birth
  • Contact details, including telephone number, email address and postal address
  • Experience, training and qualifications
  • CV
  • National insurance number
  • GMC and National Performer List Status
  • DBS (Disclosure and Barring service)
  • Professional indemnity insurance status
  • Banking information

This system is only accessible with individual login details from our Managers, Consultants and Administrators and we will never pass your details to a client or any third party (e.g. for references) without your consent.

As a business we deal with hundreds of candidates, and therefore our database is huge. Unfortunately, this means we cannot store all data forever, and so we have identified an appropriate retention policy to which we will archive certain candidate and client records held in our in house in-house CRM system after periods outlined below.

Where we post a job advertisement online directly, applications to these websites will be centralised in a database system that does not directly feed the applications to our in-house CRM system. These applications will be deleted after a minimum period of two years, after which deletion takes place there is no capacity to retrieve these records.  We can only control such websites that we have permission to advertise with directly. Unfortunately this policy cannot extend to websites who copy our advertisements without our permission/consent and can therefore not control the usage or disposal of your data. The review process completed by our CRM Service takes place on at regular intervals.

In addition to our regular archiving process, you can have the option to have your record archived/deleted should you so wish. You simply need to ask by emailing our Data Protection Office, Allen Collicott on with the following information so we can ensure that we archive/delete the correct record information needed in a request and we will send you a consent to withdraw form:

  • Full name
  • Date of Birth
  • Address
  • Reason for the Archive request

Length of time records will be available live before being archived (having had no refreshed contact/request for work seeking activity):

  • PAYE/LCC CV/ registration records - 5 years + current year
  • Registration details - 5 year after assignment ending

If for any reason that third parties (GMC, HMRC etc.) require your details for investigative purposes, then mbi Medical reserve the right to hold onto the appropriate information until necessary.

mbi Medical will continue to review the effectiveness of this policy to ensure it is achieving its stated objective on at least an annual basis and more frequently if required taking into account changes in the law and organisational or security changes.