Florence Jobs - Privacy Notice

Last updated: 11 June 2026

1. Who We Are and How to Contact Us

This Privacy Notice explains how Digital Staff Solutions Ltd (trading as Florence) collects, uses, stores and shares your personal data when you use the Florence Jobs platform at florencejobs.app (the "Platform").

We are the data controller in respect of your personal data collected through the Platform.

If you have any questions about how we handle your data, or wish to exercise your rights, please contact us at hello@florence.co.uk.

2. Personal Data We Collect

2.1 Job Seekers

When you register and use the Platform as a Job Seeker, we collect:

• Identity and contact information: name, email address, phone number, location (town or postcode).
• Professional information: job roles sought, qualifications, employment history, years of experience, care sector specialisms, and any certifications you choose to add.
• Availability and preferences: preferred contract type, hours, shift patterns, travel distance, and salary expectations.
• Right-to-work information: your self-declared right-to-work status in the UK (we do not verify this; verification is the responsibility of Hirers).
• Profile activity: match requests received and accepted, roles applied for, and communications sent through the Platform.
• Technical data: IP address, browser type, device type, pages visited, and timestamps.

2.2 Hirers

When you register and use the Platform as a Hirer, we collect:

• Organisation details: organisation name, address, CQC or other regulatory registration number where provided, and website.
• Account contact details: name, job title, work email address, and phone number of the individual registering.
• Billing information: payment details processed via our payment provider (we do not store full card details).
• Job and hiring activity: roles posted, match requests sent, candidates contacted, and Credits purchased and used.
• Technical data: IP address, browser type, device type, pages visited, and timestamps.

2.3 Data we receive from third parties

We may receive limited information from third-party services such as authentication providers (for example if you sign in via Google) or analytics providers. We do not purchase data about you from data brokers.

3. How We Use Your Personal Data

3.1 Job Seekers

We use your personal data to:

• Create and manage your account.
• Operate the Platform's matching functionality, including presenting your profile (in anonymised or summarised form) to Hirers and generating match suggestions using automated technology.
• Share your profile details with a Hirer after a Mutual Match has been accepted by both parties.
• Send you notifications about match requests, platform updates and relevant service communications.
• Improve the Platform and our matching algorithms using aggregated and anonymised data.
• Comply with our legal obligations.

The legal bases we rely on are:

• Performance of a contract (Article 6(1)(b) UK GDPR): to provide the Platform service you have signed up for.
• Legitimate interests (Article 6(1)(f) UK GDPR): to improve the Platform, prevent fraud, and send relevant service communications.
• Legal obligation (Article 6(1)(c) UK GDPR): where processing is required by law.

3.2 Hirers

We use your personal data to:

• Create and manage your account.
• Process Credit purchases and maintain billing records.
• Enable you to post roles, search profiles and send match requests.
• Send invoices, receipts and service communications.
• Improve the Platform.
• Comply with our legal obligations.

The legal bases we rely on are performance of a contract, legitimate interests, and legal obligation, as above.

3.3 Automated decision-making and profiling

The Platform uses automated matching algorithms to suggest connections between Job Seekers and Hirers. This process involves profiling based on the information in your profile. It does not produce legal or similarly significant effects automatically; a match request is only sent if a Hirer or Job Seeker actively chooses to act on a suggestion. You can request human review of any matching decision by contacting us at hello@florence.co.uk.

4. Who We Share Your Data With

4.1 Other Users

Job Seeker profiles are presented to Hirers in a limited, anonymised form prior to a Mutual Match. Full personal contact details are only shared after both a Job Seeker and Hirer have accepted a match. Hirers who receive your personal data become independent data controllers and are responsible for their own lawful use of that data under UK GDPR.

4.2 Service providers

We share personal data with trusted third-party service providers who process data on our behalf under data processing agreements, including:

• AWS (Amazon Web Services) - cloud hosting and infrastructure.
• Stripe - payment processing. Stripe's privacy policy is available at stripe.com/privacy.
• Resend - transactional email delivery.
• Looker (Google) - product analytics and usage reporting.
• Google Tag Manager - tag management and analytics orchestration.

We require all processors to implement appropriate security measures and to process data only on our documented instructions.

4.3 Florence group

Florence Jobs is part of Florence (Digital Staff Solutions Ltd). Data may be shared within the Florence group for operational, technical and compliance purposes.

4.4 Legal and regulatory

We may disclose personal data to law enforcement, regulators or courts where required by law, or to protect the rights, safety or property of Florence, its users or others.

4.5 Business transfers

If Florence is subject to a merger, acquisition or sale of assets, personal data may be transferred to the relevant third party. We will notify affected Users where required by law.

4.6 International transfers

We primarily store and process data within the UK and European Economic Area. Where data is transferred outside these areas, we ensure appropriate safeguards are in place in accordance with UK GDPR, such as standard contractual clauses.

5. How Long We Keep Your Data

We keep your personal data for as long as your account is active. If you close your account, we will delete or anonymise your personal data within 90 days, except where we are required to retain it longer for legal or regulatory reasons (for example, billing records which may be retained for up to seven years for tax purposes). Profile data is deleted or anonymised promptly after account closure. Match history and communications may be retained in anonymised form for platform improvement purposes.

6. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These include encryption in transit and at rest, access controls, and regular security reviews.

No system is completely secure. In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) and affected individuals as required by law.

7. Your Rights

Under UK GDPR, you have the following rights in respect of your personal data:

• Right of access: to obtain a copy of the personal data we hold about you.
• Right to rectification: to have inaccurate data corrected.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to restriction: to request that we limit processing of your data in certain circumstances.
• Right to data portability: to receive your data in a structured, machine-readable format.
• Right to object: to object to processing based on legitimate interests.
• Rights related to automated decision-making: to request human review of automated decisions, as described in section 3.3.

To exercise any of these rights, contact us at hello@florence.co.uk. We will respond within one month. We may need to verify your identity before processing a request. If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies and Tracking

The Platform uses cookies and similar technologies to operate the service, remember your preferences, and understand how users interact with the Platform. We use strictly necessary cookies to run the Platform, and with your consent, analytics cookies to understand usage patterns.

You can manage cookie preferences through your browser settings or any consent tool presented when you visit the Platform. Disabling certain cookies may affect the functionality of the Platform.

9. Children

The Platform is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us at hello@florence.co.uk and we will delete it promptly.

10. Changes to This Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. We will notify registered Users of material changes by email or by a notice on the Platform. The date at the top of this notice indicates when it was last updated.

11. Contact and Complaints

For any privacy-related queries or to exercise your rights, contact us at:

Digital Staff Solutions Ltd (trading as Florence)
Email: hello@florence.co.uk
Website: florence.co.uk

This Privacy Notice was last updated on 11 June 2026.