Hirobe Privacy Policy 

(Updated 15/08/2022)

We take your privacy very seriously. This policy explains what personal information we collect from our website visitors, candidates (current, past and prospective), clients (current, past and prospective) and our suppliers.

hirobe is the "data controller". This means that hirobe chooses the purposes for which, and the manner in which, your personal information is processed.

You can contact us at privacy@hirobe.io and our postal address is:

Hirobe Ltd, Production House, The Blvd, Tunstall, Stoke-on-Trent, Staffordshire, ST6 6DW

We’ll tell you:

• Your rights in relation to your information.
• What types of information we collect and how we use it.
• What lawful reasons we rely on to collect and process your personal information.
• What third parties we work with.
• How long we keep your information for.
• The measures we have in place to keep your information secure.
• Whether we transfer your data outside of the EAA

 

Your rights: 

It is important that the information we hold about you is accurate and current. Please keep us informed if your information changes during the period for which we hold it.

You have the following rights in relation to your information:

• Right to correct - the right to have your information rectified if it is inaccurate or incomplete.
• Right to erase - the right to request that we delete or remove your information from our systems.
• Right to restrict our use of your info - the right to "stop" us from using your information or limit the way in which we can use it.
• Right to data portability - the right to request that we move, copy or transfer your information
• Right to object - the right to object to our use of your information including where we use it for our legitimate interests.
• Right to access - the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is "manifestly unfounded or excessive." Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.

To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your information (where consent is our legal basis for processing your information), please contact us via this e-mail address: privacy@hirobe.io

If you are not satisfied with the way a complaint you make in relation to your information is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner's Office (ICO). The ICO's contact details can be found on their website at https://ico.org.uk

If you are located in the EU we have appointed IT Governance Europe Limited to act as our EU Representative. If you wish to exercise your rights under the EU General Data Protection Regulation (GDPR), or have any queries in relation to your rights or privacy matters generally please email our Representative at eurep@itgovernance.eu or post your request or query to: 

EU Representative,
IT Governance Europe,
The Mill,
Newtown Link Rd,
Stagreenan,
Drogheda,
Co. Louth,
A92 CD3D,
Ireland.

What types of information do we collect?

Candidates:

We process certain personal information from you so that we can connect you with present and future job opportunities. This allows us to provide you with the services you would expect from us as an employment business. We will only ever collect information that we genuinely need and which is necessary to be able to provide our work finding services.

Depending on how you engage with us the personal information we might collect is listed below:

• Full Name
• Address Details
• Contact Details
• Email Address
• Linkedin Profile
• CV / Resume
• Skills & Experience
• Spoken Languages
• Salary Details and Expected Salary Details
• Video Interview Recordings
• Notice Period / Availability Dates
• The type of jobs that are of interest to you
• Correspondence History
• Job Application History
• Client Feedback
• References
• Placement History
• Contract Assignment History
• Identification Documents
• Right to Work Documents
• Bank Details / Payment Details
• National Insurance Number
• Limited Company Details
• VAT Number
• Umbrella Company Details
• Employment Business Conduct Regulations Opt Out Agreements
• IR35 Status Determinations
• Contracts
• Invoices
• If you are a candidate applying for a particular vacancy where our client or the nature of the vacancy requires any successful candidates to complete a financial history or background check we may process information about these checks. We will always ask for your explicit consent to complete these checks.

The main ways we may collect your personal data:

• When you apply for a vacancy that we are or a client is listing. This may be directly through our website, email or phone, via a job board, LinkedIn or by visiting our offices in person.
• When you send us your details via our website. This may be by registering with us, uploading a CV or contacting us.
• When we conduct a recorded video interview with you. This is part of our video interview service we offer to our clients and candidates where we conduct a video interview with you to support your job search. This is conducted through our video interview platform Odro and we rely on your explicit consent to record the interview.
• If you are referred to us by a 3rd party e.g. a colleague at work. We will always inform you that we have received your data and will provide you with an option to object to your data being added to our database.
• If we have identified you as a prospective candidate. This may be from a job board listing, LinkedIn, other social media sources or market research. We will always inform you that we have collected your data and will provide you with an option to object to your data being processed.

The main ways we process your data:

• To update our internal records and database. We add your details to our database so that we help you with your job search and match your skills against our client’s job vacancies.
• So that we can communicate with you. We may contact you via email, phone or through social media to contact you about relevant job opportunities, to discuss your interest in job opportunities, or send you information that is relevant to your job search.
• Sharing your personal data with prospective employers. We will only do this with your consent and where we have discussed the employer with you.
• Sharing a video interview recording with prospective employers. As part of our video interview service where we conduct a video interview with you to support your job search. This is conducted through our video interview platform Odro and we rely on your explicit consent.
• So that we can send you job alerts. If you have selected to receive automatic job alerts.
• So that we can send you our newsletter. If you have consented to receive our newsletter.
• If we enter into a contract with you. Contractors provide us with further information under the obligation to fulfil a contract so that we can manage their payment as a service to our clients. As part of this arrangement we will share the data with the client and the HMRC under a legal obligation.

Clients:

As a client or prospective client of Hirobe we process some personal data so that we can match the best candidates to the best clients. We only ask for and collect the information we genuinely need, which is necessary for us to be able to provide our services.

Depending on how you engage with us the personal information we might collect is listed below:

• Full Name
• Company Name
• Company Email Address
• Job Title
• Contact Details
• Company Address Details
• Linkedin Profile
• Correspondence History
• Job Openings
• Placements we make with you
• The type of positions you recruit for
• Any feedback you provide on candidates we introduce to you
• Contracts
• Invoices

The main ways we may collect your personal data:

• When you contact us. This may be direct through our website, email or phone, LinkedIn or by visiting our offices in person.
• When we contact you about our services.
• If you are referred to us by a 3rd party e.g. a connection, colleague at work or a candidate. We will always inform prospective clients that we have received their data and will provide them with an option to object to their data being processed.
• If we have identified you as a prospective client. This may be from an event we have held, LinkedIn, other social media or online sources. We will always inform prospective clients that we have collected their data and will provide them with an option to object to their data being added to our database.
• To send you marketing material. We may send you marketing material that we deem relevant to supporting you with your hiring strategy. You are able to opt out of this at any time.

The main ways we process your data:

• So that we can offer our services to you.
• To update our internal records and database.
• When we enter into a contract with you or in preparations to enter a contract with you.
• So that we can share information with our candidates when you have engaged with our services.
• To send you relevant marketing material about campaigns that we may run from time to time.

Suppliers: 

We collect the information that is necessary about you to make sure that contract arrangements between us are properly managed. This ensures that the relationship runs smoothly, and we comply with legal requirements. Typically, this will be names, contact numbers, addresses of people within your organisation and payment details.

The main ways we process your data:

• When we enter into a contract with you.
• To perform our contract with you.
• To process payment services.

If you use our website: 

This applies to all users of our websites – the general public, candidates, clients and suppliers.

We only collect the information we genuinely need, which is necessary for legitimate interests to be able to provide a great website experience and our work-finding services.

This includes:

• Any information you provide to us via our website (for example "contact us", "subscribe", “register", “upload a cv” and “submit a brief”)
• Cookies on our website - Cookie Policy
• Your IP Address (automatically collected),
• Times, dates, frequency and the way you use and interact with its content.

Our website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

We rely on the below lawful reasons to collect and process your personal data:

• Legitimate Interests.  Example: As a candidate You’ve updated your CV onto a publicly available job board, so we assume that you would be interested in hearing about relevant job opportunities based on our legitimate interest as a recruitment business. Example: As a client or prospective client we see a post you’ve made on LinkedIn that you are currently looking to hire within your team, so we assume that you would have a legitimate interest in hearing about our services as an employment agency.
• Contract. Example: As a contractor or supplier when you enter into a contract with us.
• Legal Obligation. Example: When we need to meet our legal or regulatory responsibilities, such as disclosures to authorities, regulators or government bodies.
• Consent. Example: When you consent to receive our newsletter or other marketing material.

Disclosure of personal data to 3rd parties

Other than to our own service providers, Hirobe will not pass on your personal data to any other third parties without your consent unless the law requires us to do so.

We may pass on your personal data to service providers contracted to hirobe in the course of dealings with you. They act as a data processor on our behalf and are obliged under contract to keep your details securely, and only use them to fulfil the services they provide on our behalf. When they no longer need your data to fulfil this service and their legal obligations they dispose of the information.

A list of our 3^rd party service providers:

• Zoho Recruit ( https://www.zoho.com/recruit/) is our cloud-based database provider, this is where we store our candidate and client information.
• Odro ( https://www.odro.co.uk/) is our cloud-based video interviewing provider.
• Huzzah digital ( https://huzzahdigital.co.uk/) host and manage our website along with marketing services.
• Mailchimp (https://mailchimp.com/legal/privacy/) is our cloud-based marketing platform.
• Cathy Accountants ( https://carthyaccountants.co.uk/) Accountancy Services
• 1PS trading as Raise ( https://my1ps.com/) provide contractor and client sales ledger administration services.
• Xero ( https://www.xero.com/uk/) is our cloud-based accounting platform.
• Encyro ( https://encyro.com) is an email encryption and secure file sharing service.
• Zapier ( https://zapier.com) We use Zapier to automate some of our business processes.
• Sterling (EMEA) Ltd (https://www.sterlingcheck.com/) - We use Sterling to provide background checking services.
• Anfold Software Ltd (https://www.timesheetportal.com/) - Timesheet Software Services
• Precision Global Consulting Inc (https://pgcgroup.com/) - Our US Contractor payroll partner.

How long we keep your information for:

We keep your data whilst we have meaningful contact with you, this includes written and verbal communication, updated CV’s, job vacancies, job applications, subscriptions to our newsletters and marketing or until you know longer want us to. When we’ve not had meaningful correspondence with you for a 5-year period we will securely delete your information.

Where we have recorded a video interview with you through our video interview platform, all recordings will be automatically deleted 1 year after the date of the recording unless you ask us to delete your recording sooner.

Where we’ve entered into a contract with you e.g. a contractor or supplier, certain information may persist on backup or archival systems for legal, tax or regulatory purposes for six years after the contract ceases. This includes contact, identity, financial and transactional data.

Information security

We will do our utmost to keep your information secure, for example we store your data on secure servers and have taken organisational and technical measures to safeguard your information. We have contracts in place with our service providers that provide 'sufficient guarantees’ that the requirements of the GDPR will be met and the rights of data subjects protected.

We have procedures in place to deal with any suspected personal data breach and we notify you and the Information Commissioners Office (ICO) of a breach where we are legally required to do so.

The transmission of information over the internet can never be completely secure. If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

If you suspect any misuse, loss or unauthorised access to your data, please contact us immediately via privacy@hirobe.io

Transfers outside the European Economic Area

Information which we collect from you may be stored and processed in and transferred to countries outside of the European Economic Area (EEA). For example, this could occur if one of our service providers is situated in a country outside the EEA.

We will only transfer information outside the EEA where it is compliant with data protection legislation and the means of transfer provides adequate safeguards in relation to your information, e.g. by way of data transfer agreement, incorporating the current standard contractual clauses adopted by the European Commission.

To ensure that your information receives an adequate level of protection we have put in place appropriate safeguards and procedures with the third parties we share your Data with. This ensures your Data is treated by those third parties in a way that is consistent with the Data Protection Laws.

Changes to this privacy policy

We regularly review this privacy policy to keep it up to date in relation to the personal information we collect and process. We reserve the right to make changes to this policy from time to time and we will post any changes here.

Change Log

16th November 2023 - Updated third party service providers

5th September 2023 - Updated third party service providers.

11th July 2023 - Updated address of EU Representative.

12th June 2023 - Updated third party service providers.

8^th August 2022 – We’ve updated our third party service providers and have clearly listed the information we collect about you for increased clarity.

15th March 2021 - We've updated our wording to provide complete transparency regarding our service content and campaigns.

29th December 2020 - We've updated and added our EU GDPR Representative details for EU Data Subjects.

29th October 2020 – We’ve updated and added additional third-party service providers, we’ve included our new video interview service into our policy, we’ve updated the website section of our policy to account for some new functionality and services offered on our website. Plus, we’ve had a general tidy up of the wording and structure of the policy document.