Privacy Policy

This template is the one provided by the Information Commissioners Office and includes the mandatory elements required for a privacy policy under the UK GDPR.

https://ico.org.uk/for-organisations/make-your-own-privacy-notice/


Employin5 Limited Privacy Policy

Our contact details

  • Name:  Employin5 Limited

  • Address: Coventry University Technology Park, Puma Way, Coventry, CV1 2TT, UK

  • Phone Number: +8445003416

  • E-mail: info@employin5.com

The type of personal information we collect

Our company ICO registration number 

We are registered as a data controller at the UK Information Commissioner’s Office under number ZB076114.

Information about our responsibilities as a Data controller

The following Privacy Policy sets out the personal data that we collect about you. This includes how and why we process your personal data, who we share it with, and lots of information about your rights and choices when it comes to the processing of your personal data.

We’ll keep this Privacy Policy updated to show you all the things we do with your personal data. In certain circumstances we may also provide an extra privacy notice, which will always refer to this page.

Information on the responsibilities of customer

If you provide us with personal information about other people, or if others give us your information, we will only use that information for the specific reason for which it was provided to us. By submitting the information to us, you confirm that you have the right to authorise us to process it on your behalf in accordance with this Privacy Policy.

Guidance for customers on protecting their own data

In order to ensure you are managing your data security as effectively as possible whilst using shared devices, the safest and most secure method is always to use a different user profile for each person using that device. This approach will ensure that all our account information, personal data, security settings, cookies and browser settings are kept separate.

Disclaimer on the use of hyperlinks

Neither we nor any of our affiliates are responsible for the content of any other website, including any website through which you may have gained access to this site or to which you may gain access from this site. We do not accept any liability in connection with any such websites or links.

Where we provide a hyperlink to a third party's website, we do so because we believe in good faith that such a website contains or may contain material which is relevant to that on our site. Such a hyperlink does not signify that we or our affiliates have reviewed or approve of the connected third party's website or its contents. Indeed, in certain instances a hyperlink may connect you to a third party's website containing views contradictory to those expressed on our site or otherwise held by us or our affiliates.

Any views or opinions of third parties are the personal views of the individuals or organisations that provided them and do not necessarily reflect the opinion or views of us or any of our affiliates.

Where possible we have provided you with a link to their privacy policy and their main business website. Please note that whilst we make every effort to keep these links up to date, there may be instances where the organisation has changed their website and the link may no longer work. If that is the case, then please find their main website and their privacy policy can usually be found linked in the footer at the bottom of the main webpage. Please also do not hesitate to alert us to this on our email address

Types of personal data we collect

‘Personal data’, or ‘personal information’, means any information about an individual from which that person can be identified. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Employee Badge

Contact details and data that identifies you

Your name, contact address, telephone number, email address, title, your photograph

Money

Financial & transaction information

Your bank account number, sort code, bank details you provide to make payment for the products and services you purchase from us. 

Purchase and account history relating to the products and services which you have purchased or used we have made to you. 

House

Your account information – EMPLOYERS ONLY

Account reference number, date of birth, marketing preferences, and notes added to your account.

Chat

Our communication with you

Records of your discussions with our team, including emails.

When you share comments and opinions with us, ask us questions or make a complaint we will keep a record of this. This includes when you send us emails, phone our Team or contact us via through social media such as through Twitter, Instagram, LinkedIn or on Facebook.

Exercising your rights: if you exercise any of your statutory rights under data protection law, we will also keep a record of this and how we respond.

Users

Details of your employment and education history

Previous and/or current employer, job title, dates of employment, referees, education, training and qualifications, professional memberships held

LaptopSmart Phone

Technical data that identifies you

Your IP address, login information, device type, browser type and version, time zone setting, browser plug-in types, geolocation information about where you might be, operating system and version.

Meeting

Data on how you use our services

Information about how you use our website, products and services.

Your URL clickstreams (the path you take through our websites), products/services viewed, page response times, download errors, how long you stay on our pages, what you do on those pages, how often, and other actions.

Responses to surveys, competitions and promotions, including records of any surveys you

respond to or your entry into any competitions we run.

Person with CanePerson in wheelchair

Scales of Justice

Sensitive data

As part of the use of our services, you may provide us with information about your health or medical conditions, disability or financial circumstances, we will collect the information you share with us so that we can fulfil your request appropriately.
 


Bar chart

Other types of data

We also use aggregated data, to improve our operations and ensure we are providing you with the best service possible. All aggregated data is anonymised and doesn’t reveal your identity. Any other information that you provide us with as part of the use of our services

Warning

Data about changes of circumstance

Should your circumstances change, we may also ask for the following to allow us to
DETAIL OF REASON

  • Documentation to support a change of name request such as a marriage certificate, decree absolute or deed poll. 

  • Documentation to help us manage an account in cases requiring ‘Property and financial affairs lasting power of attorney’. 

  • Documentation to help us close an account in the case of a bereavement, such as death certificates, solicitors’ correspondence, wills or probate documents.

HelpWorried Face with No Fill

Enquiries or complaints

We will obtain or request the following information if you contact us with an enquiry or complaint. 

  • Any information that you disclose to us as part of your enquiry or complaint.

  • All the personal data which is necessary for us to deal with your enquiry, question or complaint, which will depend on the nature of your request. This may include TYPES OF DATA INCLUDED

Children

Children’s data

Employin5 is a business-to-consumer service directed to and intended for use only DETAILS OF SERVICE PROVIDED. We do not target at children, and we do not knowingly collect any personal data from or about children.


Third Parties who process data on our behalf

We use third parties to help us host our infrastructure and applications, communicate with customers, power our emails etc as we believe they are the best in their field at what they do.

We may also pass your information to a very limited number of third parties for the following reasons:

•    To deliver the services you have requested from us, which might include giving information to recruiters and hiring managers.

•    To deliver services that we have a legal obligation to provide to you.

•    For legal or regulatory purposes including the detection of crime and fraud prevention.

•    If we choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them.

Your data is shared only when strictly necessary and according to the safeguards and good practices detailed in this Privacy Policy.

Here are the details of some of our key third-party service providers, and what data they collect, or we share with them, where they store the data and the purpose for which they need it.

Organisational Management & Infrastructure

Integrations (including those by your request) & social media

Service Provider

Data collected or shared

Purpose

Useful links

Google

  • Contact details

  • How you use our services

  • Various other personal data as set out in their privacy policy

  • Cookies

This enables you to authenticate via Google and connect with Google services such as location mapping

Privacy policy

Facebook


 
  • Contact details

  • How you use our services

  • Various other personal data as set out in their privacy policy

  • Cookies

This enables you to authenticate via Facebook and interact with us via Facebook pages or messaging

Privacy Policy

Twitter

  • Contact details

This enables you to interact with us via the Twitter platform

Privacy policy


 

Instagram

  • Contact details

This enables you to interact with us via the Instagram platform

Privacy policy


 

LinkedIn

  • Contact details

This enables you to interact with us via the Instagram platform

Privacy policy


 

Yandex
Metrica

  • Contact details

  • How you use our services

  • Various other personal data as set out in their privacy policy

  • Cookies

This enables you to authenticate via Yandex and connect with Yandex services such as location mapping

Privacy policy


 

Hotjar

  • How you use our services

  • Various other personal data as set out in their privacy policy

  • Cookies

It allows to develop the interface of the website with a focus on user experience. It works by anonymizing the collected statistical data

Privacy policy


 


 

Communications Providers

Service Provider

Data collected or shared

Purpose

Useful links

Vodafone

  • Contact details

  • Our communication with you

  • How you use our services

For the provision of our phone and online chat facilities

Privacy Policy

Mailchimp

  • Email address

  • How you use our services

  • Data that identifies you

  • Technical data

  • Our communication with you

For sending, storing and tracking emails

Privacy Policy

 

International Data Transfers

As we have partners and services providers based outside of the UK, your personal data will be accessed or otherwise processed in other countries. We have implemented measures and safeguards to ensure that any transfer of data is compliant with our data protection laws.

Use of Cookies

We use cookies. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer or mobile device if you agree. Cookies are anonymous, so they don't store any personal information of any kind.

You can adjust your cookies here (https://www.aboutcookies.org) or via the banner that appears on our website.

Our cookies may be ‘session’ cookies, meaning they delete themselves when you leave our websites, or ‘persistent’ cookies which do not delete themselves and help us recognise you when you return so we can provide you with a tailored service. This helps us to provide you with a brilliant experience when you browse our site and allows us to improve our site.

We use the following cookies:

Necessary cookies — we need these for our site to operate. These cookies, for example, enable you to obtain a quote or to log into secure areas of our site.

Performance cookies — these help us to improve the way our site works by analysing how people move about our site enabling us to help you to find things more easily.

Functionality cookies — let us greet you by name and provide you with a more personalised service.

Targeting cookies — record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests.

Please note that where third parties use cookies, we have no control over how those third parties use those cookies, and you should check their cookie policies for further details.
 

Data Protection Rights

 

We will always endeavour to respond to all requests within one month as per the requirements of the data protection legislation. If your request is complex or if you make many requests, the law allows us to extend our time to respond – if this is the case, we’ll let you know.

Where we refuse a request, we will explain our reasons for the refusal, and remind you of your right to complain.

Information Security

Employin5 have implemented appropriate technical and organisational measures to protect the confidentiality of the personal data that you entrust us with. 

This includes robust security mechanisms, business continuity and resilience plans and ongoing testing of these measures.

We update and test our physical, logical and procedural security controls on an ongoing basis. These include limiting access to your personal data to those who need it and training our employees about the importance of maintaining the privacy and security of your personal data.

Asking for feedback

Well done for reaching the end of this Privacy Policy! We are conscious that there is a lot of information being provided here and we will be working over the coming months to continue ensuring that this Privacy Policy is as clear and simple as possible.

We have designed it to be as transparent, useful and engaging as possible and we would love to hear your feedback on how we can make it even better. 

This is a dynamic document that will change regularly so please don’t make this the last time you read it as we will post any changes on this page – any significant changes will, of course, be notified to you by email.

Most recent update: 01/06/2021

We currently collect and process the following information:

  • Personal identifiers, contacts, and characteristics (for example, name and contact details)

  • We collect information about you when you use Employin5. We collect information directly from you such as your contact information, resume, and profile information. We also collect information about you automatically such as how you use and interact with Employin5, your demographic information, and information about your computer or mobile device.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • We use the information we collect about you to deliver the products and services we offer, respond to you, and operate and improve our site. We may use your information to contact you about Employin5 updates, conduct surveys, or to provide informational and service-related communications, including important security updates.

  • Information you share in public areas of Employin5 or make visible in the resume and profile database may be accessed, used, and stored by others around the world. We strive to provide a safe environment by attempting to limit access to our database to legitimate users, but we cannot guarantee that unauthorized parties will not gain access. We also cannot control how authorized users store or transfer information you give to us, so you should not post sensitive information to Employin5.
     

We use the information that you have given us to:

(a) To be matched with employers.

Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting [help@employin5.com]

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

How we store your personal information 

Your information is securely stored.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@employin5.com, +448445003416 and or Employin5 Limited, Coventry University Technology Park, Puma Way, Coventry, CV1 2TT, UK if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@employin5.com, +448445003416 and or Employin5 Limited, Coventry University Technology Park, Puma Way, Coventry, CV1 2TT, UK.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk 

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