Privacy Policy

1. Introduction

Georgia Medical Staffing, LLC (“GMS,” “Company,” “we,” “us,” or “our”) provides healthcare staffing and recruitment services, connecting hospitals, health systems, clinics, and other facilities with physicians, advanced practice providers, nurses, and allied health professionals across the United States, with a focus on Georgia and the Southeast.

Protecting personal information is essential to our operations and to the trust placed in us by clinicians, clients, employees, and business partners. This Privacy Policy (“Policy”) describes how we collect, use, disclose, retain, and safeguard personal information when you interact with our websites, portals, applications, email, telephone, and offline business processes (collectively, the “Services”).

By accessing or using the Services, or by providing personal information to us, you acknowledge this Policy. If you do not agree, please discontinue use of the Services and contact us regarding any ongoing relationship.

This Policy does not apply to third-party websites, client facility systems, or services we do not control. Our Privacy Statement provides additional detail about general website browsing practices.

2. Scope: Who This Policy Covers

This Policy may apply to personal information relating to:

• Healthcare professionals and applicants seeking locum tenens, temporary, travel, contract, or permanent assignments;
• Client facilities and representatives who request staffing, submit job orders, or coordinate placements;
• Employees and contractors of GMS;
• Vendors and business partners who support our operations;
• Website visitors who browse our Site or submit inquiries.

Additional notices may apply in specific contexts (for example, employment applications, California workforce notices, or contractual addenda with clients). Where a separate notice conflicts with this Policy, the separate notice controls for that context.

3. Definitions

Personal Information means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household, as defined under applicable privacy laws.

Sensitive Personal Information includes, where recognized by law, government identifiers (such as Social Security numbers), financial account information, precise geolocation, racial or ethnic origin, union membership, contents of certain communications, and professional licensure or credentialing data when combined with identity, among other categories defined by statute.

Client means a hospital, health system, clinic, practice, or other organization that engages GMS for staffing services.

Clinician or Candidate means a physician, advanced practice provider, nurse, allied health professional, or other worker whom we recruit, credential, or place.

4. Information We Collect

4.1 Information You Provide Directly

Depending on your relationship with GMS, you may provide:

• Contact and identity information (name, address, email, phone, emergency contacts);
• Professional information (résumé/CV, specialty, training, work history, references, availability, compensation expectations);
• Licensure and credentialing data (medical license numbers, DEA registration, board certifications, malpractice history, CME, vaccination or health clearance documentation where required for placement);
• Employment and tax information (W-4, I-9, direct deposit, payroll records, benefits elections);
• Client business information (facility name, contacts, job requirements, privileging contacts, billing details);
• Communications (emails, calls, texts, voicemails, survey responses, and support requests).

4.2 Information from Third Parties

We may receive information from:

• Clients regarding job orders, performance feedback, and privileging status;
• Background check, drug screening, and credentialing vendors;
• Licensing boards, data banks (including NPDB where applicable), and primary source verification services;
• Payroll, benefits, HRIS, and IT service providers;
• Professional references, prior employers, and educational institutions (with authorization where required);
• Publicly available professional directories and recruiting sources.

4.3 Information Collected Automatically

When you use our website or certain online tools, we may automatically collect device and usage information, including IP address, browser type, operating system, referring URLs, pages viewed, and timestamps. See our Privacy Statement and Section 12 (Cookies) below.

5. How We Use Personal Information

We use personal information for legitimate business purposes, including:

1. Recruiting, evaluating, interviewing, and presenting candidates to clients;
2. Credentialing, privileging support, licensure verification, and compliance screening;
3. Coordinating assignments, schedules, travel, lodging, and malpractice coverage for locum and temporary placements;
4. Administering employment, payroll, benefits, and tax reporting for employees and applicable contractors;
5. Communicating about opportunities, assignments, policy updates, and operational matters;
6. Managing client contracts, invoicing, and accounts receivable/payable;
7. Conducting quality assurance, audits, dispute resolution, and internal analytics;
8. Protecting security, preventing fraud, and enforcing agreements;
9. Complying with legal, regulatory, accreditation-related, and contractual obligations.

We may use de-identified or aggregated information for benchmarking and business improvement where permitted by law.

6. Legal Bases for Processing (Where Applicable)

Where required by law (for example, certain international or state frameworks), we rely on one or more of the following: performance of a contract; compliance with legal obligations; legitimate interests in operating a staffing business (such as recruitment, credentialing, and client service); your consent where obtained; and protection of vital interests or public interest where applicable.

7. How We Disclose Personal Information

We may disclose personal information to:

• Clients for staffing purposes, including presenting candidate profiles, coordinating interviews, and supporting privileging and onboarding at the facility;
• Service providers under contracts requiring appropriate confidentiality and security (payroll processors, background screening firms, credentialing platforms, cloud hosting, email and communications tools, insurance and malpractice carriers, travel agencies);
• Professional advisors such as attorneys, accountants, and auditors under professional obligations;
• Regulators, courts, and law enforcement when required by law, subpoena, or to protect rights and safety;
• Successors in connection with a merger, acquisition, reorganization, or sale of assets, subject to applicable law;
• Other parties with your direction or consent, such as when you authorize a reference check or application submission.

We do not sell personal information and we do not share personal information with third parties for cross-context behavioral advertising as those terms are defined under applicable state privacy laws.

8. Healthcare, Credentialing, and Regulatory Information

GMS is generally a staffing and recruitment organization, not a healthcare provider or health plan. However, in the course of credentialing and placement, we may process professional and health-related documentation required by clients or law (for example, immunization records, fit-for-duty clearances, or exclusion screening results).

Where GMS acts as a business associate under HIPAA for a covered entity client, we will enter into an appropriate Business Associate Agreement and limit uses and disclosures of protected health information accordingly. Clinicians and clients remain responsible for their own HIPAA compliance in clinical settings.

We may report information as required by licensing boards, the National Practitioner Data Bank, or other regulatory bodies when legally mandated or authorized.

9. Employee and Workforce Privacy

GMS collects and processes employee and internal contractor information to administer the employment relationship, including hiring, payroll, benefits, performance management, workplace safety, and separation. Internal access is limited to personnel with a business need. Workforce members receive additional notices where required by law (for example, state wage notices or benefits summaries).

10. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Policy, including:

• Duration of recruitment, placement, or employment relationships;
• Credentialing and malpractice tail requirements;
• Tax, payroll, and employment recordkeeping statutes;
• Limitation periods for potential legal claims;
• Client contractual audit requirements.

When retention periods expire, we securely delete, anonymize, or destroy information in accordance with our retention schedule and applicable law.

11. Data Security

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, alteration, or destruction. Measures may include access controls, encryption where appropriate, secure disposal, vendor due diligence, and workforce training.

No security program is infallible. If we become aware of a security incident involving personal information, we will investigate and, where required by law, provide notice and take remedial steps.

12. Cookies and Online Technologies

We use cookies and similar technologies to operate our website, remember preferences, and analyze performance. You may manage cookies through browser settings. Disabling cookies may affect functionality. We honor Global Privacy Control (GPC) signals where technically feasible for applicable processing.

13. Your Privacy Rights

Depending on your state of residence and relationship with GMS, you may have rights to:

• Know what personal information we collect and how it is used;
• Access or obtain a copy of certain personal information;
• Correct inaccurate information;
• Request deletion, subject to legal and contractual exceptions;
• Opt out of sale or certain sharing (GMS does not sell personal information);
• Limit use of sensitive personal information where applicable;
• Appeal a denial of a request where required by law;
• Not receive discriminatory treatment for exercising privacy rights.

To submit a request, contact us using the information in Section 16. We will verify your identity before responding. Authorized agents may submit requests with proof of authority as permitted by law.

14. California Privacy Rights (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act. This includes rights to know, delete, correct, and opt out of sale/sharing (we do not sell or share for cross-context behavioral advertising), and to limit use of sensitive personal information to permitted purposes.

Categories of personal information we may collect include identifiers, professional and employment information, financial information, internet activity, and sensitive identifiers/credentialing data as described above. Purposes and disclosure categories align with Sections 5 and 7 of this Policy.

California job applicants and employees may receive a separate notice at collection under California Civil Code § 1798.100 et seq. and the California Privacy Rights Act regulations.

California residents may contact us to exercise rights. We will not discriminate against you for exercising those rights.

15. Other U.S. State Privacy Laws

Residents of Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and other states with comprehensive privacy laws may have similar rights regarding access, correction, deletion, and opt-out of certain processing. We will honor applicable rights in accordance with each statute’s requirements and deadlines.

16. Children

Our Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors through our website or recruitment channels. If we learn that we have collected such information, we will take steps to delete it.

17. International Users

GMS operates in the United States. If you access our Services from outside the U.S., you understand that personal information may be transferred to, stored in, and processed in the U.S., which may have different data protection laws than your country. Where required, we implement appropriate safeguards for cross-border transfers.

18. Changes to This Policy

We may update this Policy periodically. The “Last Updated” date reflects the most recent revision. Material changes will be posted on our website and, where required, communicated through additional notice. Continued use of the Services after changes become effective may constitute acknowledgment where permitted by law.

19. Contact Us

Privacy Office — Georgia Medical Staffing, LLC

P.O. Box 41
Hoschton, GA 30548

Email: alan@georgiamedicalstaffing.com
Phone: (678) 943-0618

For California residents, additional resources are available from the California Privacy Protection Agency at https://cppa.ca.gov.

This Policy is provided for informational purposes and does not constitute legal advice. Organizations with specific regulatory obligations should consult qualified counsel.