Hirobe Privacy Policy

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

Your rights

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/

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.

 

What types of information do we collect about you

Candidates: We need certain personal information from you to help you with your current or future job search, this allows us to provide you with the service you would expect from us as a recruitment agency and employment business. We will only ever collect information that we genuinely need.

This information may include your name, gender, contact details, address details, date of birth, information about your employment history, salary information, expected salary information and other information you may choose to give us or is provided on your CV. You can see a more detailed list of the type of personal information we may process about you depending on what stage we are at in the recruitment process by clicking here

 

In some circumstances where we are permitted to do so by law, we may be required to collect and process sensitive personal information like criminal record and credit history information. We will always ask for your explicit consent to do this.

We also collect certain information about you when you visit our website, like:

  • Any information you provide to us via our contact forms (for example "contact us", "keep updated" or "Send us your CV")

  • Through cookies on our website. You can view our cookie policy here

  • Your IP Address (automatically collected),

  • Times, dates, frequency and the way you use and interact with its content. This helps us to improve our website, content and navigation. 

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.

Clients: As a client or prospective client of hirobe we collect a small amount of personal information about you. Usually this will include a name, contact details, job title, department, professional profiles and company address information. We may also collect information about the types of candidates you typically recruit for, records of any previous correspondence or dealings with you: contracts, terms of business, previous placements and services you've indicated you may be interested in.

We will also collect certain information about you when you visit our website, like:

  • Any information you provide to us via our contact forms (for example "contact us", "keep updated")

  • Through cookies on our website. You can view our cookie policy here

  • Your IP Address (automatically collected),

  • Times, dates, frequency and the way you use and interact with its content. This helps us to improve our website, content and navigation. 

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.

Suppliers: We collect the information that is neccesary about you to make sure we can perform the contract we have in place with you. Typically this will be names, contact numbers, addresses of people within your organisation and banking details.

We will also collect certain information about you when you visit our website, like:

  • Any information you provide to us via our contact forms (for example "contact us", "keep updated")

  • Through cookies on our website. You can view our cookie policy here

  • Your IP Address (automatically collected),

  • Times, dates, frequency and the way you use and interact with its content. This helps us to improve our website, content and navigation. 

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.

 

How we get your information?

Candidates: We collect your information in a number of ways:

A lot of the personal information we will process will be provided by you, for instance:

  • When you visit our website.

  • When you send us your CV.

  • When you apply for a job vacancy through us.

  • When you contact us directly via email, phone, post and other forms of communication.

  • When an employee of ours speaks with you.

  • When you provide information through our contact forms on our website ("contact us", "Send us your cv" or "Subscribe")

  • When you provide us with necessary information to perform a contract or to prepare to enter into a contract with you.

We may also collect your information from external sources in certain ways:

  • When you've uploaded your CV or have indicated that you're open to new opportunities on a publically available jobboard, social or professional networking site.

  • Through referals from friends or colleagues.

We will always make you aware that we have collected your data from an external source, what we plan to do with it and ask for your consent to continue processing.

Clients: We collect your information in a number of ways:

  • If you contact us about our services.

  • If we contact you about our services.

  • If you are using our services.

  • If you subscribe to receive marketing communications.

  • From candidates we speak to.

  • From recommendations and referals.

  • Through networking and attending events.

  • When you visit our website.

  • From candidates when they provide your details for reference purposes.

Suppliers: The information will be provided by you during preparations prior to entering into a contract and whilst performing a contract.

 

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

1. Legitimate Interests

 

Example: You've updated your CV onto a public jobboard. We think your skills look like a great match for a vacancy we are working. You've updated your CV onto a job board so we assume that you would be interested in hearing about the opportunity. We collect your personal information from the job board, based on our legitimate interest as a recruitment business and make contact with you to discuss the vacancy and to let you know that we have your details.

2. Consent

Example: When you tick a box to receive our newsletter.

3. Contract Obligations

 

Example: When we enter into a contract with you we will collect and process personal information like your company details, address and payment details for the purpose of the contract and to pay you.

4. Legal Obligations

Example: We may pass on personal details to relevant authorities when we have a legal obligation to do so.

 

How we use your information:

 

Candidates: We may use your information to:

  • Update our internal records and database 

  • To respond to your questions when you contact us

  • Help you with your job search

  • Contact you about potential job vacancies 

  • Offer advise about your career

  • Assess your skills against our job vacancies

  • Introduce your information to our clients and prospective employers (with your consent)

  • Checking your right to work in a specific country 

  • Complete reference checks prior to starting a position through us 

  • Process pre employment checks like credit checks and criminal record checks for certain job vacancies

  • Help improve our website content and navigation. 

  • Improve our products and services

  • Perform a contract with you 

  • Prepare the necessary information prior to entering into a contract with you 

  • Process payments and related services like timesheets and remittance statements

  • Prevent fraud and any unlawful activities

  • Carry out our legal obligations with relevant authorities

  • Perform internal analysis and reports on our candidate data

Clients: We use your information:

  • To up date our internal records and database

  • To respond to your questions when you contact us

  • To contact you about relevant services you might be interested in

  • To discuss your job vacancies with potential candidates

  • When we arrange candidate interviews with you

  • When we introduce candidates to you that you might be interested in

  • When we enter into a contract with you

  • Whilst performing a contract with you

  • To improve our products and services

  • To send you relevant e-marketing material (If you have subscribed)

  • To help improve our products and services

  • To help us improve our website content and navigation

Suppliers: We use your information:

  • To contact you

  • To pay you for your service 

  • To perform our agreement with you

 

Who we share your data with

We may share your personal information with following groups of people for the following reasons:

  1. Our employees so we can provide you with the service you expect from us like finding your next job, introducing candidates to your company or to perform a contract we have entered into.

  2. Third party service providers who provide services to us, who are processors of you personal information. We store client and candidate information on our recruitment CRM (Zoho Recruit) a cloud based recruitment software. We also use Mailchimp for our marketing, where you have opted into recieve marketing communications. You can review their privacy policies using the links provided. https://www.zoho.com/privacy.html https://mailchimp.com/legal/privacy/

  3. Relevant authoroities - we will only share your personal information where we have a legal obligation to do so

  4. Prospective employers - if you are working with us as a candidate, we may share your personal information with prospective employers if we have your consent to do so.

  5. Prospective candidates - where we are working with you as a client we may share some personal information to prospective candidates during the recruitment process, for example your email address or telephone number.

 

How long we keep your information for

We will delete any personal information we collect when we've not had meaningful correspondence with you (updated CVs, applications for jobs, communications between you and our employees) for a 5 year period or until you request that the information be deleted. 

If you've worked through us previously certain information may persist on backup or archival systems for legal, tax or regulatory purposes. 

 

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 you 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.

 

​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, eg 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.

Hirobe Limited, Registered in England No. 11524239

hello@hirobe.io   |  Production House, The Boulevard, Stoke-on-Trent, ST6 6DW

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