Privacy Policy

Locum (“we”, “our”, “us”) operates the platform available at locum.to. This Privacy Policy explains what data we collect, how we use it, and your rights as a user.

1. Data We Collect

We collect the following categories of personal data:

• Account information - name, email address, password hash
• Professional profile - specialty, credentials, professional registration numbers
• Facility information - organisation name, address, city, region, contact details
• Location at check-in and check-out - your precise location, read once each time you check in to or out of a shift. See section 8
• Device information - device model, operating system and app version, an app install identifier, your IP address, and push notification tokens
• Crash reports - technical details of app errors, linked to your account so we can fix problems you run into
• Usage data - pages visited, actions taken within the platform, timestamps
• Payment information - billing data is processed and stored by Dodo Payments; we do not store card details

2. How We Use Your Data

We use your data to:

• Provide and maintain the Locum platform
• Match facilities with locum professionals
• Send transactional notifications (application updates, assignment confirmations, timesheet approvals)
• Process subscription billing for facilities
• Improve the platform based on usage patterns

3. Data Sharing

We share data only as necessary to provide the service:

• Dodo Payments - processes subscription billing for facility accounts
• Cloud infrastructure providers - for hosting and storage
• Google Cloud (Vertex AI) - reads a CV you choose to upload, so we can offer to fill in your profile; and, when a facility on a paid plan asks, compares the work details of a shift's applicants with that shift. See section 7
• The facility you work a shift for - sees where you were when you checked in and out of that shift. See section 8
• Sentry - receives crash reports so we can diagnose app errors
• We do not sell personal data to third parties
• We do not share professional profile data with facilities beyond what is necessary for the shift application process

4. Data Retention

We retain your data for as long as your account is active or as needed to provide the service. You may request deletion of your account and associated data at any time; see how to delete your account for the steps and what is kept.

5. Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your account and data
• Object to processing of your data
• Data portability - receive a copy of your data in a machine-readable format

To exercise any of these rights, contact us at support@locum.to.

6. Cookies

We use session cookies to maintain your logged-in state. We do not use advertising or tracking cookies.

Our sign-in, registration, password reset and contact forms are protected by Google reCAPTCHA Enterprise, which helps us tell real people from automated abuse. It sets a Google cookie and sends Google information about your interaction with those pages. We use it only to protect those forms, never for advertising or profiling. Google's Privacy Policy and Terms of Service apply to that processing.

7. AI: Reading a CV and Reviewing Applications

We use Google Cloud's Vertex AI in two places and nowhere else: to read a CV you choose to upload, and to help a facility on a paid plan compare the people who applied to one of its shifts.

Reading a CV you upload

If you choose to fill your profile in from a CV, we store the file you upload and send it to Vertex AI to read. What the file says is shown back to you for review. Nothing is added to your profile until you check it and press Add, and you can change or reject any part of it first.

We keep the uploaded file so you can see what a suggestion came from. You can delete it yourself at any time from your profile, under “Fill in from your CV” — that removes the file from our storage, and anything you already added to your profile stays. Deleting your account deletes it too.

Reviewing applications

If you apply to a shift at a facility on a paid plan, someone at that facility can ask for an AI review of the shift's applicants. We then send Vertex AI the shift's details and the work details of each application still waiting on a decision: your profession, career stage, headline, summary and years of experience; your work history, qualifications, certifications and skills; whether your right to work, police clearance and indemnity are recorded and when they expire; your rating from facility reviews; and the cover letter, proposed rate and availability you sent with that application.

We never send your name, photo, contact details, gender, date of birth, nationality, languages or location, and the model is told to disregard any such detail that appears in text you wrote. The result is a short note for the facility on how your record matches what the shift asks for. It is advice only: the facility makes every decision itself, and the note never accepts or declines anyone. It is kept with the facility's record of the applications it received.

How Google handles it

In both cases Google processes the data on our behalf and, under the Google Cloud Service Specific Terms, does not use it to train its models. Requests are served from Google's global endpoint, which means the data may be processed on infrastructure outside Namibia.

8. Location at Check-in and Check-out

When you check in to or out of a shift, we read your device's precise location once, together with the device and app details listed in section 1. We do this so the facility can confirm you were on site, and so there is a record if a timesheet is ever disputed.

We never read your location at any other time. The app asks only for access “while using the app”, does not track you in the background, and does not use your location for advertising or share it with anyone other than the facility below.

The facility you checked in to can see the location, its accuracy, how far it was from the facility, the device and app you used, and your IP address, for that shift only. You can see the same record on your timesheet.

Sharing your location is your choice. If you decline, or your device cannot get a location, you can still check in. The facility will see that no location was shared. You can turn location access off at any time in your device's settings.

A check-in record is kept with the timesheet it belongs to, as a record of the shift worked. It is deleted when your account is deleted.

9. Security

We use industry-standard security practices including encrypted storage, HTTPS, and access controls. No system is perfectly secure, and we cannot guarantee absolute security.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or via a notice within the platform.

11. Contact

For any privacy questions, contact us at support@locum.to.