1Introduction
MAP Health Care LTD ("we", "our", "us") operates a digital recruitment and workforce management platform for healthcare professionals and healthcare providers in the United Kingdom.
This Candidate Document Verification Policy explains how we collect, review, verify, and manage candidate documentation submitted through the Platform.
The purpose of this Policy is to ensure:
- compliance with UK employment and healthcare regulations
- safeguarding of vulnerable individuals
- prevention of fraud and identity misuse
- maintenance of workforce integrity and safety
This Policy applies to all candidates using the MAP Health Care Platform.
2Scope of Verification
Candidates may be required to submit and verify documentation including:
- identity documents (passport, national ID)
- proof of address
- Right to Work documentation
- DBS certificates (Basic, Standard, Enhanced)
- professional registrations (NMC, HCPC, GMC, etc.)
- qualifications and training certificates
- employment history and references
- bank details (for payroll purposes where applicable)
- profile photograph for identification
Verification requirements may vary depending on role type and healthcare provider requirements.
3Purpose of Verification
Document verification is required to ensure:
3.1Legal Compliance
We comply with UK laws including:
- Immigration, Asylum and Nationality Act 2006
- Care Quality Commission (CQC) requirements
- NHS employment standards
- UK GDPR and Data Protection Act 2018
3.2Safeguarding
Verification helps protect:
- patients and service users
- healthcare staff
- vulnerable individuals in care settings
3.3Fraud Prevention
We aim to prevent:
- identity fraud
- forged qualifications
- false employment history
- document tampering
3.4Workforce Integrity
Ensuring that only qualified, verified and suitable candidates access healthcare roles.
4Candidate Responsibilities
All candidates are responsible for ensuring that:
- all submitted documents are genuine and accurate
- documents are current and not expired (where applicable)
- information matches their registered profile
- documents are not altered, forged or misrepresented
- updates are submitted promptly when circumstances change
Failure to comply may result in suspension or removal from the Platform.
5Verification Standards
MAP Health Care applies structured verification checks including:
5.1Authenticity Checks
We assess whether documents appear:
- genuine and unaltered
- issued by recognised authorities
- consistent with known formats and standards
5.2Identity Matching
We verify that:
- identity documents match user profile data
- names and dates of birth are consistent
- photographs (if applicable) correspond to the user
5.3Validity Checks
We confirm:
- document expiry dates
- certification validity
- active professional registrations
5.4Cross-Verification
Where necessary, documents may be verified with:
- issuing authorities
- professional regulatory bodies
- DBS update services
- third-party verification providers
6Verification Workflow
All candidate documents submitted to the MAP Health Care Platform follow a structured verification workflow designed to ensure accuracy, compliance, and safeguarding standards.
6.1Submission Stage
Candidates upload required documents through the Platform, which may include:
- identity and Right to Work documents
- DBS certificates
- professional qualifications
- proof of address
- registration certificates
At this stage, the system may perform basic automated checks for completeness and format validity.
6.2Initial Review
Submitted documents are reviewed to confirm:
- clarity and legibility
- completeness of required fields
- consistency with candidate profile information
- presence of all mandatory compliance documents
Incomplete or unclear submissions may be rejected or returned for resubmission.
6.3Verification Stage
Documents are assessed for authenticity and validity. This may include:
- manual review by compliance personnel
- comparison against known document formats
- validation of expiry dates and issue details
- cross-checking against candidate identity data
Where required, documents may be verified with external authorities or databases.
6.4Approval or Rejection
Following verification, documents may be:
- approved and marked as verified
- rejected due to inconsistencies or invalidity
- placed under review pending additional information
Candidates will be notified of outcomes via the Platform.
7Document Rejection Criteria
Documents may be rejected where:
- they are expired or invalid
- they appear forged, altered or tampered with
- they do not match candidate identity details
- they are incomplete or illegible
- they fail external verification checks
- they do not meet role-specific requirements
Repeated submission of invalid or fraudulent documents may result in account suspension.
8Fraud Detection and Escalation
MAP Health Care maintains strict controls to detect and prevent fraudulent activity.
Fraud indicators may include:
- mismatched identity information
- inconsistent employment or qualification history
- altered or suspicious document formatting
- repeated failed verification attempts
- use of multiple or duplicate accounts
Where fraud is suspected, MAP Health Care may:
- suspend or restrict account access immediately
- conduct enhanced verification checks
- retain evidence for investigation
- notify relevant healthcare providers
- escalate to regulatory bodies or law enforcement where necessary
9Document Storage and Security
All verified and submitted documents are stored securely within the Platform.
Security measures include:
- encryption at rest and in transit
- restricted access based on role permissions
- secure cloud infrastructure (e.g. Supabase or equivalent providers)
- audit logging of access and changes
- regular security monitoring and review
Access to documents is strictly limited to authorised personnel for compliance and operational purposes only.
10Third-Party Verification
Where necessary, MAP Health Care may use third-party services to support verification processes, including:
- DBS checking services
- identity verification providers
- professional registration databases
- compliance automation tools
Third parties are required to process data in accordance with UK GDPR and contractual data protection obligations.
11Audit Logging and Compliance Tracking
The Platform maintains audit logs of all verification activity, including:
- document uploads and updates
- verification status changes
- reviewer actions and decisions
- system-generated alerts and flags
Audit logs are used for:
- compliance monitoring
- safeguarding investigations
- fraud detection
- regulatory audits
These logs are retained in accordance with the Data Retention Policy.
12Account Restrictions and Suspension
MAP Health Care reserves the right to restrict or suspend accounts where:
- fraudulent or suspicious documentation is identified
- verification requirements are not met
- repeated non-compliance occurs
- safeguarding risks are detected
- legal or regulatory obligations require action
Suspension may be temporary or permanent depending on severity.
13Data Retention and Deletion
Verified and submitted documents are retained in accordance with the MAP Health Care Data Retention Policy.
Retention may be required for:
- legal compliance
- safeguarding obligations
- audit requirements
- employment and payroll records
- dispute resolution
Where deletion is permitted, documents are securely removed or anonymised.
14Candidate Rights
Candidates retain rights under UK GDPR, including:
- right to access verification data
- right to request correction of inaccurate information
- right to request deletion (subject to legal limitations)
- right to object to processing in certain circumstances
Requests will be assessed in accordance with applicable law and internal compliance requirements.
15Policy Updates
MAP Health Care LTD may update this Policy periodically to reflect:
- legal or regulatory changes
- improvements in verification systems
- operational or security enhancements
- changes in third-party services
The latest version will always be published on the Platform.
Continued use of the Platform constitutes acceptance of any updated version.
16Contact Information
For queries related to document verification, please contact:
MAP HEALTH CARE LTD
Company Number: 09723243
Registered Office:
Unit 36, Kingswood House, South Road, Kingswood, Bristol, BS15 8JF, United Kingdom
Email: info@maphealthcare.co.uk
Data Protection Contact: Marius Popescu
17Final Statement
MAP Health Care LTD is committed to maintaining a secure, accurate, and compliant candidate verification system.
This Policy ensures that only verified, qualified, and suitable candidates are granted access to healthcare roles through the Platform, supporting patient safety, regulatory compliance, and workforce integrity.