Privacy

Our Privacy Policy. Please take time to read and understand our commitment to your privacy.

Privacy

Recruitwork Solutions Limited ("We") remain fully committed to the protection of your privacy at all times. The information contained in this policy has been published to inform you of the way in which any personal data you provide us with or we collect from you will be used. We recommend that you read this information carefully in order to fully understand how we treat your personal information. In accordance with the General Data Protection Regulation ("GDPR") of May 2018 it is our obligation to inform you that the data controller is Recruitwork Solutions Limited.

PERSONAL INFORMATION WE MAY OBTAIN FROM YOU

“Personal Data” means any information relating to an identified or identifiable natural person; an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

We may obtain and use the following data about you:

  • Any correspondence we have with you and your Users, should you or your Users contact us
  • Data you provide when you fill out forms on our websites www.workbasehr.com, www.workbase.co, recruitwork.co, teenwork.co, uniwork.co, gradwork.co (our sites), including but not limited to data you provide when you register to become a user of our services
  • Data and information you or your Users submit or upload to Recruitwork Solutions Limited or the Service, including employee data (which may include, among other things, dates of birth, residential addresses, names, email addresses, telephone numbers, National Insurance numbers, bank details, passport details, payroll numbers, salary and pension details, a record of sick days, certain medical information of Users).
  • Details of transactions made by you through our applications
  • Responses to optional research surveys we ask you to complete
  • Details of your visits to our site, which includes without limitation location and traffic data, weblogs, resources you access and other communication data. We may collect this information for both the purposes of our own billing and otherwise.

You will be submitting and providing Client Data which may contain Personal Data (and potentially Sensitive Personal Data of Users and third parties. “Sensitive Personal Data” means any data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic or biometric data, data concerning health, data concerning sex life or sexual orientation and data concerning the commission or alleged commission of any offence.

You represent and warrant that you i) have the right to transfer such Personal Data (including Sensitive Personal Data, if applicable) to us for the purpose of receiving the Service; and ii) are solely responsible for obtaining all required consents, authorisations and permissions from such Users and third parties and providing all required notifications to such Users and third parties (where applicable) to enable you to provide such information to us and to grant to us the rights set forth in this privacy policy and the Terms of Service. It is your responsibility to ensure that all such Users and third parties are aware of and accept the terms of this policy and that you have obtained explicit and informed consent of Users to our processing any of their Sensitive Personal Data in accordance with this policy and the Terms of Service. You may not provide us with any Client Data or other information containing Personal Data of Users or third parties unless and until you have obtained all necessary consents, authorisations and permissions to do so.

You agree to indemnify us in accordance with Section 7 of the Terms of Service for any claims made by any Users arising from any unauthorised access or accidental loss, damage, corruption or disclosure of Client Data arising from or in connection with your and/ or our use or disclosure of Client Data.

COOKIES AND IP ADDRESSES

We may obtain information about your computer, which includes your IP address, browser type and operating system where available. This accumulation of data is used to assist system administration, and customer support. The collection of this data does not identify any personal information about you. We may also collect information regarding your browsing activity and interests through use of a cookie file. This cookie file is stored on the hard drive of your computer, and contains information that is transferred to your computer's hard drive. We use the collection of this data to help us improve the experience of users on our site and to deliver a more personalised service with more relevant content. The collection of this data allows us to:

  • Store data indicative of your preferences, allowing us to adjust our site to appeal to your individual interests
  • Estimate the size and usage patterns of our audience
  • Record the details of any transactions carried out by you through our site
  • Identify you upon your return to our site
  • Increase the speed of your searches

You remain entitled to refuse cookies by adjusting your browser settings accordingly. Doing so however may restrict your access to certain areas within our site. Unless you adjust your browser settings to refuse cookies, our system will issue cookies when you log on to our site. Our advertisers may also issue cookies, however we have no control over the cookies they issue.

We use the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of our Website and Service. They include, for example, cookies that enable you or your Users to log into secure areas of our Website or Service.
  • Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our Website and Service when they are using it. This helps us to improve the way our Website and Service works.
  • Functionality cookies. These are used to recognise you and your Users when you/they return to our Website. This enables us to personalise our content for you and your Users, greet you and your Users by name and remember your/their preferences.
  • Targeting cookies. These cookies record your and your Users’ visit to our Website, the pages you and your Users have visited and the links you and your Users have followed. We will use this information to make our Website and the advertising displayed on it (if any) more relevant to your and your Users’ interests. We may also share this information with third parties for this purpose.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies. You and your Users remain entitled to refuse cookies by adjusting your browser settings accordingly. Doing so however may restrict your and your Users’ access to certain areas within our Website or Service. Unless you or your Users adjust your/their browser settings to refuse cookies, our system will issue cookies when you/they log on to our Website.

You can find more information about some of the individual cookies we use and the purposes for which we use them below. Example of cookies used by the Service:

Tool

Cookie Purposes

Google Analytics

We use Google Analytics to collect information about how visitors use the Site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. For more information about Google’s privacy policy, please visit https://www.google.com/intl/en/policies/ If you do not wish to allow the use of Google Analytics cookies at all, Google provides an opt-out plug-in for most common website browsers https://tools.google.com/dlpage/gaoptout

WHERE WE STORE PERSONAL INFORMATION ABOUT YOU

The information we obtain from you may be moved to and stored at a destination within the European Economic Area ("EEA"). Staff members operating within the EEA who work for or on behalf of us may process this information. Such staff members may, among other things, be involved in the processing of payment details, the provision of support services and the delivery of your request(s) for us to provide services. When submitting your personal information, you are agreeing to such processing, transfer or storage as outlined above. We will ensure at all times to take all reasonable steps necessary to maintain the security of your data in accordance with this privacy policy.

We store the data you provide us with on our secure servers. In the event of us giving you (or you choosing) a password which grants you access to specific areas within our site, it remains your responsibility to maintain the confidentiality of this password. This includes the responsibility to refrain from sharing your password with other parties.

Because the transmission of data via the internet cannot be assumed completely secure, we cannot guarantee the security of any of your data transmitted to our site; you are therefore responsible for any risk associated with such transmission. We will however at all times take all reasonable steps to ensure the transmission of your data is executed as securely as possible, and upon receipt of your data we will continue at all times to enforce strict security procedures and features in an attempt to prevent any unauthorised access.

HOW WE USE YOUR INFORMATION

The information we hold about you may be used in any of the following ways:

  • To provide you and your Users with the Service, including administration and management of your account.
  • To allow you to upload, store and access Client Data.
  • To enable Users to access certain aspects of Recruitwork Solutions Limited and limited Client Data pertinent to themselves.
  • To provide you and Users with user support.
  • To moderate your account.
  • For research and analytics purposes (for example, to improve the quality of the Service).
  • To ensure security for you, the Users, our staff and other users of the Service.
  • To comply with applicable Laws, court orders, government and law enforcement agencies’ requests.
  • To send you further information about our services for which we think you may have an interest. This information will be supplied only where you have given consent.
  • To send you further information about our services based on a request we have received from you.
  • To fulfil the obligations we have in relation to any contracts we have in place with you (including, without limitation, the EULA).
  • To provide you with notification about any changes to the Service.

We will never supply your or your Users’ Personal Data to third parties unless under the conditions stated beneath this section of our privacy policy. Notwithstanding the foregoing, you acknowledge and agree that we may aggregate and anonymise your, and your Users, Personal Data (excluding, for the avoidance of doubt, Sensitive Personal Data) and use and share such aggregated and anonymised Personal Data with third parties for statistical purposes and for the purpose of data analytics, product development, and/or Service improvement.

DISCLOSURE OF YOUR INFORMATION

Disclosure of your personal information to third parties will only occur if:

  • We sell or purchase any business or assets. In such case, we may authorise the disclosure of your personal data to prospective sellers or buyers of such business or assets
  • Recruitwork Solutions Limited or the substantial majority of its assets are sold to a third part. In such case, your personal data may be one of the transferred assets
  • We are required to disclose your personal data in order to fulfil any legal obligation, to enforce our Terms and Conditions, or to protect the property, rights or safety of Recruitwork Solutions Limited, users of our services or others. In such case, information may be exchanged with third party companies or organisations in order to prevent fraud or reduce credit risk

YOUR RIGHTS

You retain the right to request us to refrain from processing your data for the purposes of marketing. To exercise such right, you may reply to any information we send you, detailing your request that we refrain from sending any marketing correspondence, or you can exercise this same right by contacting us electronically via email at hello@workbasehr.com. If at any time we intend to use your data for such marketing purposes however, it is standard practice for us to make you aware in advance of collecting such data.

We may at times provide links on our Website to third party websites, including without limitation those owned or managed by our partner networks, affiliates or advertisers. These websites have separate privacy policies, and we therefore cannot accept any responsibility for the content. As such, choosing to follow these links is a choice you make at your own risk, and we advise that you check these websites' individual privacy policies before submitting any personal data.

You retain at all times the right to access / amend / delete any Personal Data we hold about you or to exercise your right of data portability or to object to, or restrict, the purposes for which your Personal Data is processed on certain grounds. You may exercise this right by making a request in accordance with Data Protection Laws, by emailing support@workbasehr.com. You may also lodge a complaint with the UK data protection regulator, the Information Commissioner should you be dissatisfied with the way that we handle your Personal Data.

You undertake to notify your Users of this privacy policy and of their rights under the Data Protection Law. We will provide you with reasonable assistance to enable you to comply and respond to a request, query or complaint from a User in relation to their Personal Data.

HOW LONG WE KEEP PERSONAL DATA FOR

We will keep your and your Users’ Personal Data for the duration of the Service and in accordance with your instructions or for such periods as may be required by law.

CHANGES TO OUR PRIVACY POLICY

If at any time we make a change to our privacy policy, we will update this page to reflect such change. Where we feel it appropriate, we will notify you by email, however we recommend you review this page periodically to ensure you remain happy with the latest version.

QUESTIONS, COMMENTS AND GETTING IN TOUCH

We welcome any questions or comments in relation to this privacy policy, and advise you to send any such communication to support@workbasehr.com