Privacy Policy

1. Who we are

WE Intelligence is the career platform operated by WESolutions for nurses, doctors and allied health professionals. Where this policy says "we", "us" or "WESolutions" it means the entities named above.

If you have a question about this policy, or want to exercise any of the rights described in section 8, email info@we-solutions.co.uk. Data protection matters relating to compliance services can be sent to compliance@we-solutions.co.uk.

2. The data we collect

• Account data: name, email address, password (stored only as a hash by our authentication provider), contact number and, if you sign in with Google, the basic profile Google returns.
• Career profile: profession, job title, grade or band, specialty, current country and salary, target countries, years of experience, qualifications, registration details and the answers you give in the welcome wizard and Career Intelligence.
• CV and document content: CVs you upload or build, and documents you place in the Document Vault such as identification, passports, driving licences, professional registration certificates, training records and references. This can include data that is sensitive by nature, which we hold only because you have chosen to upload it for the purpose you asked us to help with.
• Compliance and reference data: referee names and contact details you provide, referee responses, and the verification results produced when a document is checked.
• Service and order data: services purchased, order status, prices, invoices and the agreements you accepted at checkout. Card details are handled by Stripe and never reach our systems.
• Assistant conversations: the messages you exchange with WES and the Copilot, and the CV scores produced for each target country.
• Usage data: pages viewed, features used, survey and feedback responses, and technical data such as IP address, browser type and timestamps captured in our logs.
• Marketing data: your contact record, consent state, campaign sends, opens and clicks, and unsubscribe requests.

3. Why we use it, and our lawful basis

• To provide your account, dashboard, CV tools, registration pathways, visa hub and compliance passport — performance of our contract with you.
• To deliver a paid service you have purchased, including registration support, visa services, CV review and WE Intelligence+ — performance of our contract with you.
• To hold, verify and share compliance documents and references with the recipients you choose — your explicit consent, which you can withdraw at any time.
• To improve the platform, prioritise features and understand which tools members find useful — our legitimate interests in running and improving the service.
• To send you service emails such as document expiry reminders, order updates and referee chasers — performance of our contract with you.
• To send you marketing about services relevant to your career — your consent, or our legitimate interests where you are an existing candidate, and you can opt out of every marketing email.
• To keep records, prevent misuse and meet our legal and accounting duties — compliance with legal obligations and our legitimate interests.

4. Sharing your data

We do not sell your personal data. We share it only in the circumstances below.

• With you and anyone you deliberately share with: when you generate a compliance passport link or send a document pack, the recipient you choose can see the documents included in it until you revoke the link.
• With WESolutions recruitment colleagues where you have asked for a service they deliver, such as a CV review, registration support or a visa application.
• With prospective employers, clients or agencies only where you have asked us to represent you or shared a passport link with them.
• With our service providers, who process data on our instructions: our cloud hosting and database platform, Stripe for payments, our transactional email provider, Google for the AI models behind WES, document verification and generated content, and our CRM where your candidate record is held.
• With professional or regulatory bodies, government departments or visa authorities only where that is the service you have purchased and you have provided the information for that purpose.
• With advisers, auditors, law enforcement or regulators where we are legally required to do so.

5. Automated processing and AI features

Several features use AI models to produce a suggestion or a score: your WE Intelligence Score, CV feedback and country scores, Career Intelligence recommendations, document field extraction in the Document Vault and document verification checks.

These outputs are decision support, not decisions. They do not by themselves determine whether you are offered work, accepted for registration or granted a visa, and a person reviews any output that affects a paid service. You can ask us to explain or re-run any score, and you can ask a human colleague to review it instead.

Content you send to an AI feature is processed by our model provider to generate the response. It is not used by us to train public models.

6. Where your data is held

Our platform and database are hosted in the European Union. Some of our providers, and our group compliance team in India, may access data from outside the UK and EU.

Where data leaves the UK or EU we rely on the UK International Data Transfer Agreement or the EU Standard Contractual Clauses, together with the relevant provider's own transfer safeguards.

7. How long we keep it

• Account and career profile data: while your account is open, and for 12 months after you close it so we can reinstate it if you return.
• CVs, vault documents and verification results: while your account is open, or until you delete the individual document, whichever comes first.
• Order, payment and agreement records: seven years from the date of the transaction, to meet accounting and tax duties.
• Assistant conversations, scores and usage data: up to 24 months, after which they are deleted or aggregated so they no longer identify you.
• Marketing contact records and unsubscribe records: unsubscribe records are kept indefinitely so we do not email you again by mistake.

8. Your rights

You have the right to ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, to receive it in a portable format, and to withdraw consent where consent is our basis. You will not be charged for making a request and we will respond within one month.

Much of this you can do yourself: edit your profile and contact details in Settings, delete documents in the Document Vault, revoke a passport share link, and unsubscribe from any marketing email. To close your account or make a formal request, email info@we-solutions.co.uk.

If you are unhappy with how we have handled your data you can complain to the UK Information Commissioner's Office at ico.org.uk, or to your local supervisory authority if you are in the EU.

9. Cookies and similar technologies

We use cookies and browser storage that are necessary for the platform to work, including keeping you signed in and remembering your preferences.

We record which pages and features you use so we can improve the platform. Where you arrive from one of our adverts we also record the campaign that brought you, so we know which adverts are worth running.

You can clear or block cookies in your browser settings, but signing in will not work without the necessary ones.

10. Security

Access to your data is restricted by account-level permissions, documents are held in private storage that requires an authorised, time-limited link, and passwords are never stored in readable form.

No online service can be guaranteed to be completely secure. Please use a strong, unique password, and tell us straight away if you think someone else has access to your account.

11. Children

The platform is intended for qualified and training healthcare professionals and is not for use by anyone under 16.

12. Changes to this policy

We update this policy when the platform or our providers change. The version number and date at the top show the current edition, and we will tell you in the app or by email if a change materially affects how we use your data.