Privacy Policy

About this Policy

Privacy of our user's information is of utmost importance at Tribepad ("Tribepad", "us" or "we").

The data controller is Tribepad (company No. 6585098) whose registered parent company office is at The Innovation Centre, Portobello, Sheffield S1 4PB.

We understand the highly confidential nature of the employment search process and strive to provide a safe, confidential and secure system so that you feel comfortable storing your information with us. Our policies are designed to give you the control you need to ensure complete confidentiality.

Tribepad is aware of its obligations under the Data Protection Act 2018 (“DPA”) and the General Data Protection Regulation (“GDPR”), and is committed to processing your data in accordance with the data processing principles. This privacy notice sets out our data protection obligations, the types of data that we collect and hold on you as a job applicant. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

What data we collect

 During our recruitment process we will process the following:

  • Full name, address, contact number and email address.

  • Equal opportunity information as part of the application process, should you choose to complete the questionnaire.

  • Information you have provided to allow us to make reasonable adjustments, such as information about disabilities.

  • Copy of documents to evidence your right to work in the UK e.g passport, birth certificate, drivers licence, proof of address, visa information.

  • Job application information, CV, employment history, qualifications.

  • Depending on your role we may ask to carry out a criminal record check prior to employment.

 

When using this website in some cases, we may collect information about you that is not personally identifiable. Examples of this type of information are:

  • Type of Internet Browser you are using.

  • Type of computer operating system you are using.

  • The domain name of the website from which you linked to our site or advertisement.

IP addresses and cookies

Tribepad uses your IP address to help track where you came from and what services you are using, to help us administer our web site and to improve our services.

We and some of our associates and 3rd party organisations that support us to deliver the services you are using, also use "cookies" to track your use of the site, and to ensure that you are a valid, registered user throughout your "session". A cookie is a file which is stored on the hard drive of your computer. They help us to improve our site and those of our associates and 3rd party organisations that support us to deliver the services you are using and to deliver a better and more personalised service. 

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

 

 

How we use your personal data

We use your personal data to:

  • Review and process your application.

  • To keep you up-to-date on its progress.

  • For data analytical, assurance and review purposes (for example by analysing your application to improve our recruitment process).

  • To resolve grievances and complaints that involve you.

  • In relation to self-declared disabilities in order for us to make reasonable adjustments to support your application and any possible future employment.

  • In relation to any equality questionnaire data, to monitor our equality and diversity composition.

  • In relation to any right to work information we collect, in order to ensure we comply with the law in employing you.

  • In relation to any criminal record checks we complete, in order to ensure we comply with company policy in the event that your application is successful, we may use your data to enable you to have the correct access to equipment and systems. For example, 

  • We may use your details to prepare work schedules, to create an email address for you or to authenticate your identity when you log into our systems for the first time. 

 

Legal basis of processing

  • Personal data we process as part of our “right to work” checks, we process this because we are legally required to. If you do not provide us with this information we will not be able to progress your application.

  • Sensitive personal data we process as part of any equality questionnaire, to make reasonable adjustments to support your application or as part of any criminal background (DBS) checks, we process this as permitted by employment laws.

  • All other uses of your personal data set out in this Policy, we process this because it is in our “legitimate interests” to do so. Our legitimate interests are:

 

  • Operating a fair and transparent recruitment process. 

  • Recruiting and retaining the right candidates.

  • Ensuring candidates have the right skills and experience for any given role.

  • Resolving any complaints in a fair and transparent manner.

 

Sharing your personal data

We may share your personal data with:               

  • Suppliers, service providers and partners who work with us and provide administration and support services. For example, but not restricted to, conducting right to work checks, candidate screening/assessment and, if applicable criminal background checks.

Uses made of the information

Tribepad gathers the personal information required for you to be considered for job vacancies within Tribepad and to conduct research relating to our recruitment activities. Generally, the information gathered from you is used to assist you to search for Tribepad job vacancies, apply for Tribepad job vacancies and to be processed for each job application you submit. As such, it may require us to release your personal information with your consent to Tribepad hiring managers, administrators and third party contractors.

These Tribepad hiring managers, administrators and third party contractors may be in the UK or in other parts of the world including outside the European Economic Area. By registering with Tribepad, you agree that your information may be shared with Tribepad hiring managers, administrators and third party contractors for the purpose of supporting you to find suitable Tribepad job vacancies, applying for Tribepad job vacancies, supporting our research relating to our recruitment activities and processing you for each job application you submit and you consent to the transfer of your information outside the European Economic Area.

We may also use, disclose and communicate your personal information for compliance with any legal obligation to which we may be subject. Tribepad uses all reasonable means to ensure that third party sources use your personal information only for the purposes for which it was provided and in adherence to the Tribepad Privacy Policy. However, Tribepad is not responsible for any improper use of your personal information that is beyond our reasonable control.

We do not disclose your information to anyone except as described above, including personal information, CV information, email addresses, information about your visits to the site, etc.

Do we use any data processors

 

  • Data processors are generally third parties that we use to process certain activities, for example processing your payroll, administering the pension scheme, adding your details to the group income protection scheme.  Details of our processors can be found here.

  • Other group companies, who provide us with administration and support services.

  • Government agencies, regulatory bodies and law enforcement agencies where we are obliged to by law.

  • Any third party who may acquire our business.

 

Data Protection Officer 

Tribepad has appointed a Data Protection Officer, who can be contacted by email at dpo@tribepad.com

How we protect your personal data

We know how important it is to protect and manage your personal data and have the following measures in place to do this:

  • We only authorise access to colleagues who need it to carry out their job responsibilities.

  • We protect the security of your information while it is being transmitted by encrypting it using appropriate data transfer solutions such as Secure Sockets Layer (SSL).

  • We may ask for proof of identity before we share your personal data with you.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

How long we keep your personal data  

We will not keep your personal data longer than we need to, how long this is depends on several factors, including:

  1. Why we collected it in the first place;

  2. How old it is;

  3. Whether there is a legal/regulatory reason for us to keep it;

  4. Whether we need it to protect you or us.

In general, we keep information about unsuccessful candidates for 6 months to a year after the conclusion of the recruitment process, although we may delete criminal records and right to work information earlier.

We keep information about our employees’ for 6 years after the end of their employment with us.

Where we store your personal data

Your personal information is stored on a secure server hosted by a Tribepad approved contractor. The server resides in the United Kingdom.

Inactive profile suspension or removal

Tribepad reserves the right to suspend or remove the profiles and access of candidates who have not logged into this system for longer than 24 months.

 

Subject Access Rights

You have the right to see the personal data we hold about you. This is called a Subject Access Request. If you would like a copy of the personal data we hold, please email dpo@tribepad.com.  We do not charge a fee for this process unless frequent, unreasonable requests are made.

Other Data Protection Rights

In relation to your personal data, you also have the following rights:

  1. Right to information

  2. Right of access

  3. Right to rectification

  4. Right to erasure

  5. Right to restriction of processing

  6. Right to data portability

  7. Right to object

  8. Right to avoid automated decision making

 

Contact Us

In order to exercise your rights or for anything else regarding this policy, you can contact the People Manager and or the Tribepad Data Protection Officer by emailing dpo@tribepad.com 

 

If you are unsatisfied with our response regarding the above, then you have the right to complain to the UK data protection regulator (the ICO) about how we have used your personal data. Their website is https://ico.org.uk/.

 

The ICO website also contains more information about your data subject rights that have been listed above.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.