Privacy Policy

1. Introduction

DocLibrary Limited ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document management platform and services.

We are a UK-based company and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner's Office (ICO) under registration number C1811408. Our company registration number is 16609983.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

• Name, email address, and contact details
• Professional qualifications and certifications
• Employment history and references
• Identity verification documents
• Payment information (processed securely by third-party providers)
• Communication preferences and marketing consents

2.2 Technical Information

• IP address and browser information
• Device information and operating system
• Usage data and analytics
• Cookies and similar tracking technologies

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing and maintaining our document management services
• Verifying your professional qualifications and identity
• Facilitating connections between candidates and recruitment agencies
• Processing payments and managing your account
• Communicating with you about our services
• Improving our platform and user experience
• Complying with legal obligations and regulatory requirements
• Preventing fraud and ensuring platform security

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

• Contract: To provide our services and fulfill our contractual obligations
• Legitimate Interest: To improve our services and prevent fraud
• Consent: For marketing communications and non-essential cookies
• Legal Obligation: To comply with UK laws and regulations

5. Information Sharing

We may share your information with:

• Recruitment agencies (with your explicit consent)
• Professional verification bodies (GMC, NMC, HCPC, etc.)
• Service providers and business partners
• Legal authorities when required by law

We never sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and staff training
• Secure data centres and backup systems

7. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Rectify inaccurate information
• Erase your data (right to be forgotten)
• Restrict processing
• Data portability
• Object to processing
• Withdraw consent

To exercise these rights, contact us at [email protected]

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, and resolve disputes. Specific retention periods vary by data type and are available upon request.

9. International Transfers

Your data is primarily processed within the UK. Any international transfers are conducted with appropriate safeguards in place, including adequacy decisions or standard contractual clauses.

10. Contact Information

For privacy-related questions or to exercise your rights, contact:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your data appropriately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and updating the "Last updated" date.