Pharm-Assist Privacy Notice

Pharm-Assist is known as the ‘Controller’ of the personal data you provide to us and our registered address is Unit 9, The Meadows Business Centre, 21 Bondgate, Selby YO8 3LX.

Pharm-Assist is committed to protecting and respecting your privacy. This notice sets out the basis on which any personal data we collect from you, or that you provide us, will be processed by us.

  • We are registered with the ICO under the Data Protection Register, our registration number is: Z1352787

Who we are and what we do

We are a pharmacy introductory service working on behalf of locum pharmacy professionals, and clients seeking to fill their recruitment gaps either on a temporary or full time basis. We collect personal data from the following types of people to allow us to undertake our business:

  • Prospective and placed locums for permanent and temporary roles
  • Prospective and live client contacts
  • Supplier contacts to support our services
  • Employees, consultants, temporary workers

Types of Data We Collect

In order to provide the best possible employment opportunities that are tailored to our locums, we need to process certain information. We only ask for details that will genuinely help us to help locums find placements, such as name, contact details, qualification details, job preferences, two UK references, verification of identity and immigration status (and other relevant information you may choose to share). We may collect additional “sensitive” personal data such as gender, any physical impairment, or religious beliefs only regarding the dispensing of EHC, or any other relevant individual information that would be important for your safety & comfort during a placement.

In accordance with the law, we will also collect information related to GPhC & DBS registration and seek to confirm individual indemnity insurance.

Pharm-Assist will also store information relating to previous dealings with us, including job placements, email and telephone communications. It is to be noted that calls to Pharm-Assist are NOT recorded but communication by text, email, post and fax are retained for auditable purposes.

If you are a Pharm-Assist client, we need to collect and use information about you, or individuals at your organisation, in the course of providing you with our recruitment services. This will include your locum preferences, details of your store SOP’s, and your Finance terms & procedures.

Cookies used by will only track the user’s session when browsing the pages of our website. Once a user clicks off the website, the cookie is then deleted. The registration page will retain the user’s inputted information up to the SUBMIT button, but the information will be deleted from the website once the browser is closed. When visiting the website, only an access number is generated so we can see volume of users and when, but not who. This information is used to help us decide on future changes with our website, the most popular pages and website responsiveness.

Where we obtain your information

We may obtain locum information from any number of locations:

  • When you register via our website
  • When you correspond with us by phone, email or otherwise
  • When we verify you on GPhC & DBS website
  • When we receive your references

There is one way in which we collect client data:

  • Directly from you

There are three ways we collect supplier information:

  • From your services offered on the internet
  • When you correspond with us by telephone or email
  • When we receive feedback from locums, or seek to look at reviews.

 Data Retention

We will delete locum personal data from our systems if we have not had any meaningful contact with you for five years (or for such longer period as we believe, in good faith, that the law or relevant regulators require us to preserve your data). After this period, it is likely your data will no longer be relevant for the purposes for which it was collected.

We will consider there to be meaningful contact with you if you respond or make contact with us to update your personal details or work preferences or by engaging in any of our work placement communications, or social media content.

Under new data protection regulations (GDPR), we are required to keep the data we hold accurate and, where necessary, up to date. As such, we will make an effort to regularly communicate with you to ensure your data is up to date and accurate.

Whilst we will endeavour to permanently erase your personal data once it reaches the end of its retention period or where we receive a valid request from you to do so, some of your data may still exist within an archive system. While certain details may still exist on an archive system, this cannot be readily accessed by any of our operational systems, processes or staff.

Legal Basis for Processing

Our legal basis for the processing of personal data is our legitimate business interests, described in more detail below, although we will also rely on contract, legal obligation and consent for specific uses of data.

We will rely on contract if we are negotiating or have entered into a placement agreement with you or your organisation or any other contract to provide services to you or receive services from you or your organisation.

We will rely on legal obligation if we are legally required to hold information on to you to fulfil our legal obligations.

We will, in some circumstances, rely on consent for particular uses of your data and you will be asked for your express consent, if legally required. Examples of when consent may be the lawful basis for processing include permission to introduce you to a client (if you are a locum).

Legitimate Interests

Pharm-Assist takes your privacy seriously and will only use your personal information to administer your account and to provide you with our recruitment services.

We think it’s reasonable to expect that, if you are looking for locum placements, you are happy for us to collect and otherwise use your personal data to provide our recruitment services to you, and share that information with prospective clients (with your consent).

We want to provide you with tailored job alerts to help you on your job hunt. We therefore think it’s reasonable for us to process your data to make sure that we send you the most appropriate jobs.

We may also need to use your data for our internal administrative activities such as invoicing where relevant.

Data Storage and Processing

All of the personal data we hold about you will be processed by our staff in the United Kingdom, and accessed by our computer system which is not held in a cloud or elsewhere on the internet, but on a secure server. We take all reasonable steps to ensure that your personal data is processed securely and prevent unauthorised access to, and misuse of your personal data.

Who do we share your data with?

As required under GDPR, we only share your information to prospective clients with your express consent. The information shared is limited to your name, GPhC number, area postcode, hourly rate request & method of transport.

We do not share you data with anyone else other than what would be legally required in the event of an official GPhC or Police/Border/HMRC investigation.

We will never sell your data to third parties.

Data Subject Access Requests

You may ask us to confirm what information we hold about you at any time, and request us to modify, update or delete such information. If you wish to access your data at any time, there will be no administration charge (unless the request is excessive) and the request should be fulfilled within 30 days. To make such a request, please email

Marketing Consent

We do not send out marketing emails although we do occasionally send emails with the offer of work. By initially registering your email address, you have given us permission to contact you by this method. If you prefer us not to email you or you wish to receive communication of work by other means, and then please tell us and we’ll remove your email address from our mailing list. Your email address will then only be used as a one to one form of communication that directly relates to you or one of your agreed bookings.

Changes to our privacy notice

Any changes we make to our privacy notice in the future will be notified to you by email.


If you wish to deregister your details with Pharm-Assist, then please email to request your details to be deleted.  We’ll be sad, but will respect your wishes.

Questions, comments or requests regarding this privacy notice are welcomed and should be addressed to