Privacy Policy

About this Privacy Policy

Your privacy is important to us. This policy explains how we collect, use, and protect your personal data when you apply for a job through our careers website.  It applies to all job applicants, regardless of the outcome of their application.

Tribepad is aware of its obligations under the Data Protection Act 2018 (“DPA”) and the UK General Data Protection Regulation (“GDPR”), and is committed to processing your data in accordance with the data processing principles. 

This privacy policy confirms our data protection obligations, the types of data that we collect and hold about 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.

Who We Are (Data Controller)

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

Data Protection Officer 

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

Personal Data that we collect when you apply for a job with Tribepad

  • Full Name.

  • Contact Details - Email address, Telephone number and Address.

  • Login details - email address and password.

  • Social Media Information - e.g. LinkedIn.

  • Job Application Information - CV, employment history, gaps in employment, qualifications, skills, and reasons why you feel you are suitable for the role.

  • Communications between you and us about your use of this website or your job application(s), including system-generated logs, emails or text messages, assessment information, and other system usage information.

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

  • Documents to evidence your legal right to work in the UK, e.g passport, birth certificate, driver's licence, proof of address, visa information.

  • Depending on your role, we may ask you to conduct a criminal record check before employment.

  • Your account login details, username, email and password.

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

The Purpose of processing your personal data

We use your personal data to:

  • Review and manage your application.

  • To keep you informed about the progress of your application.

  • 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.

  • To make reasonable adjustments to support your application and any possible future employment if you have declared any disabilities to us.

  • To monitor our equality and diversity composition, to inform and improve our hiring practices.

  • To ensure that we comply with the law in employing you by confirming your legal right to work in the UK.

  • In relation to any criminal record checks we complete, in order to ensure we comply with company policy, if 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. 

  • Where you have asked us to send you job alerts matching your interests.

Legal basis for processing your data

We only collect and use your data when we have a valid legal reason to do so. These include:

  • 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 fairly and transparently.

Sharing Your Personal Data

To support your job application and manage our recruitment process, we may share your personal data with:

  • Tribepad hiring managers and administrators to assess your application and manage your progress through the recruitment process.

  • Trusted third-party partners who help us with services such as candidate assessments, right to work checks, and (where required) criminal background checks.

  • Government agencies, regulatory bodies, or law enforcement, where we are required to do so by law.

Your information is stored and processed in the UK. We work with trusted third-party partners to help you find and apply for suitable job opportunities, support our recruitment research, and manage your application. By registering with Tribepad, you agree that your data may be shared with these partners for these purposes. We only share what is necessary and expect all partners to use your information responsibly and in line with this privacy notice.

We may also use or share your data if we are required to comply with a legal obligation.

We do not share your personal data with anyone else unless it is necessary and described here. This includes personal details like your name, CV, contact information, and any other data you provide as part of your application.

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, and adding your details to the group income protection scheme.  

  • Other group companies which 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 that may acquire our business.

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 during transmission 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.

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.

How long is personal data kept  

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.

Data Protection Rights

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

  1. Right to information - about how we use your data.

  2. Right of access - to the data we hold about you.

  3. Right to rectification - to correct inaccurate or incomplete data.

  4. Right to erasure - in certain circumstances, to have your data deleted.

  5. Right to restriction of processing - in specific situations.

  6. Right to data portability - to receive your data in a structured format.

  7. Right to object to processing based on our legitimate interests.

  8. Right to avoid automated decision-making - including profiling, where applicable.

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.

Account Deactivation

If you do not use your careers centre account in any way, including reviewing or updating your information, or making a further job application, we will contact you to ask if you want to keep the account.  We will contact you 3 times to ask; after this time, your account will be automatically deleted.  This does not prevent you from creating a new account or making any future job applications using the same email address.

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 

Complaints

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.

 

Date: 01/08/2025