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Section 1            Introduction

We are committed to safeguarding the privacy of our Website visitors, Applicants and Clients. This Privacy Policy sets out how  ecruit (hereinafter "ecruit", "we", "us", "our"), collects, shares and uses information about you when you visit our website ("website"), and how you can exercise your privacy rights. If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided at the bottom of this Privacy Policy.

Section 2            What does ecruit do?

ecruit is headquartered in the United Kingdom and helps to connect employers and job candidates through our online platform. We help individuals to find work and we are also an employer. Our core business activity is recruitment, we assist individuals in finding work with our hirer clients, whether this is directly or through supply by us, and we assist hirers in introducing or supplying the staff that they require. We also recruit staff to work for us to provide our recruitment services.  For more information about us, please see the About section of our Website.

Section 3            What information do we collect and how do we use it?

Information you give us.

You may give us information, including information that can identify you ("personal information") when you use our website to register to apply for a job or recruit candidates. We will also collect information from you when you correspond with us.

If you are a candidate you may provide personal information such as your name, address, email address and telephone number, and other relevant information such as education and employment history. If you have uploaded your CV or created an account on our website we will retain that information and use it to suggest other jobs to you which you may be interested in unless you tell us otherwise. If you consent, we may also collect information such as ethnicity and sexual orientation to help employers monitor the diversity of their employees, but this information will be anonymised and will not affect your application.

If you are an employer searching for candidates, you will register an account with us in which we will collect information such as your name, job title, billing address and payment information.

If you subscribe to receive our newsletters and/or email notifications, then you will provide us with your name, email address, and other relevant information.

The personal information that you provide to us will be used for the purposes of enabling you to use our website and receive our services, for administrative and troubleshooting purposes and in order to send you marketing materials. This includes but is not limited to using your information to contact you about jobs or candidates you may be interested in, send statements and invoices to you, dealing with enquiries and complaints made by or about you relating to the website and our services, and to collect payments from you. As explained in Information we receive from other sources below, we may also use this information for further purposes when combined with other data we collect about you.        

Please note that we will not store your payment information, this will be done via a third party payments company. All our website financial transactions are handled through our payment services provider, Stripe. You can review the Stripe privacy policy at https://stripe.com/gb/privacy.

Information we collect automatically.

When you visit our website, we may automatically collect the following information from your device: your IP address, log-in information, location information, browser type and version, operating system, referral source, information about your visit including the URL clickstream to, through and from our website, length of visits to certain pages and page interactions, page views, products you searched for or viewed and download errors. We collect information automatically through the use of various technologies, including through "cookies".

We use the information we collect automatically: (i) to administer our website for internal operations including troubleshooting purposes; (ii) to ensure that content from our website is presented in the most effective manner for you and your devices; (iii) as part of our effort to keep our website safe and secure; (iv) to measure or understand the effectiveness of advertising and job applications we serve to you and others, and to deliver relevant advertising and job applications to you; and (v) to make suggestions and recommendations to you and other users of our Website about goods or services that may interest you or them.

ecruit may use assorted technologies to collect and store information when you interact with an email from us. This may include using cookies and similar tracking technologies (e.g. pixels and web beacons) to analyse behaviour, track movements around the website, provide targeted advertisements, and gather demographic information. You are able to control the use of cookies at an individual browser level. 

Our emails may contain a single, campaign-unique "web beacon pixel" to tell us whether our emails are opened and verify any clicks through to links or advertisements within the email.  We may use this information for purposes including determining which of our emails are more interesting to users, to query whether users who do not open our emails wish to continue receiving them.   The pixel will be deleted when you delete the email. If you do not wish the pixel to be downloaded to your device, you should select to receive emails from us in plain text rather than HTML.

What if we obtain your personal data from a third party?

From time to time, we may receive personal information about you from third party sources such as advertising networks, analytics providers, social media organisations and credit reference agencies, but only where we have checked that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us.

The types of information we collect from third parties may include generic socio-demographic information, preferences, avatars and we use the information we receive from these third parties to learn more about your preferences as our customer, enhance your user experience on our website and for providing you with information, content and offerings tailored to your needs.

Section 4            Who do we share personal information with?

We may disclose your personal information to the following categories of recipients:

  • to candidates and employers in connection with jobs advertised on our Website that you are recruiting or applying for;
  • to our group companies, third party services providers and partners who provide data processing services to us (for example, to support the delivery of, provide functionality on, or help to enhance the security of our website), or who otherwise process personal information for purposes that are described in this Privacy Policy or notified to you when we collect your personal information;
  • to any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
  • to an actual or potential buyer (and its agents and advisers) in connection with any actual or proposed purchase, merger or acquisition of any part of our business, provided that we inform the buyer it must use your personal information only for the purposes disclosed in this Privacy Policy;
  • to any other person with your consent to the disclosure.

Section 5            Legal basis for processing your personal information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only (i) where we need the personal information to perform a contract with you, (ii) where the processing is in our legitimate interests and not overridden by your rights, or (iii) where we have your consent to do so. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.

If we ask you to provide personal information to comply with a legal requirement or to perform a contact with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).

We must comply with a number of statutory provisions when providing our Recruitment Services, which necessitate the processing of personal data. These include the Conduct of Employment Agencies and Employment Businesses Regulations 2003, which amongst other things requires us to:

  • Verify your identity
  • Assess your suitability for an external job role
  • Maintain records for specific periods
  • Where we engage a person to work for us (whether directly or as supplied to a Client), there are other statutory obligations that must be complied with including payroll, tax, social security, HMRC reporting requirements, and any other law or regulation.

We are also required to comply with statutory and regulatory obligations relating to business generally, for example complying with tax, bribery, fraud/crime prevention and data protection legislation, and co-operating with regulatory authorities such as HMRC or the Information Commissioner’s Office.

Our legitimate interests (carrying on the commercial activity of Recruitment Services):

In providing our Recruitment Services, we will carry out some processing of personal data which is necessary for the purpose of our legitimate interests, which include:

Retaining records of our dealings and transactions and where applicable, use such records for the purposes of:

  • Establishing compliance with contractual obligations with Clients or suppliers
  • Addressing any query or dispute that may arise including establishing, exercising or defending any legal claims
  • Protecting our reputation
  • Maintaining a backup of our system, solely for the purpose of being able to restore the system to a particular point in the event of a system failure or security breach
  • Evaluating quality and compliance including compliance with this Privacy Policy
  • determining staff training and system requirements
  • Using your personal data to:
  • Assess suitability and contact you regarding potential opportunities and/or our services
  • Collate market information or trends including providing analysis to potential or actual Clients
  • Source potential opportunities or roles as part of our Recruitment Services
  • Personalise your experience and our offering, whether via our website or otherwise

This means that for our commercial viability and to pursue these legitimate interests, we may continue to process your personal data for as long as we consider necessary for these purposes.

Section 6            Third party websites

Where we provide links to other websites, we do so for information purposes only. The other websites are outside our control and are not covered by this Policy. If you access other websites using the links provided, the operators of these websites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

On some pages of our website, third parties that provide content, applications or plug-ins through our Website may track your use of content, applications and plug-ins or customise content, applications and plug-ins for you.

Section 7            Retaining your data

We will not retain your information for longer than is necessary for our legitimate business purposes such as storing your information for future applications and marketing our services to you. However, please be advised that we may retain some information after you have closed your Account with us, for instance if doing so is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Section 8            Marketing

In order to keep you updated we may send you our newsletter and other communications regarding content, services, offers, promotions and events from us, our affiliates and partners via email. These communications are to provide welcome and engagement communications, updates about other users with whom you are connected and their services or job availabilities; recommendations about skills, needs and content that may be relevant to you and your requirements; events; or other communications about job opportunities that we think may be of interest to you. These messages will be sent to you based on your profile information and your messaging preferences. You can opt-out of marketing at any time.

Section 9          International data transfers

Given that the Internet is a global environment, using the Internet to collect and process personal information necessarily involves the transmission of data on an international basis. While we generally store all of the personal information that we collect about you through our website on our servers in the United Kingdom, it is possible that your personal information will be transmitted to parties outside your region (where data protection laws may be different).

Where your information is transferred outside of the European Economic Area we take appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Policy and data protection law. These include implementing the European Commission’s Standard Contractual Clauses, copies of which can be provided upon request.

Section 10          Security of your personal information

We apply appropriate technical and organisational precautions to protect your personal information that is under our control from unauthorised access, collection, use, copying, modification or disposal, to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on our secure servers. All electronic transactions you make to or receive from us may be encrypted.

Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

Where you have a password, which enables you to access our website, you are responsible for keeping your password and user details confidential. We will not ask you for your password (except when you log in to the Website).

Section 11          Use of this website by minors

Our website is not directed at children younger than 16. We do not knowingly collect information from minors who are under 16 and we will cease to process and delete any such information as soon as we find out.

Section 12          Your rights

You have certain data protection rights which you can exercise using the contact details provided under the Contact heading below. Your rights include the right to:

  • access, correct, update or request deletion of your personal information. Note that if you have chosen to have an Account then you can access some of the personal information we hold about you via your Account to obtain a copy of it and to correct, amend, or delete information that is inaccurate. You can also close your Account at any time.
  • object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information;
  • if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

You also have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the "unsubscribe" link in the marketing e-mails we send you.

You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority.

We will endeavour to respond to your request within an appropriate timeframe and, in any event, within any timescales required by law. We may withhold such personal information to the extent permitted by law.

Note that if you are an Applicant, ecruit is a controller of your personal information when you upload it to our Website. However, prospective employers also act as controllers of your personal information when they conduct their recruitment activities and for employment purposes when if you are hired so you may also need to contact them regarding any processing of your personal data which they carry out.

Section 13          Changes to this Privacy Policy

This Privacy Notice is regularly reviewed and may be updated from time to time to reflect changes in our business, or legal or commercial practice.  Where an update is relevant to our processing of your data, we shall notify you of the same.

Section 14          Cookies

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website, which enables the website to tailor its offerings to your preferences when you visit it.

How we use cookies: We may obtain information about your general internet usage by setting a cookie file which is stored on your browser or the hard drive of your computer, tablet, smartphone or other device (a “Device”).  We use both session ID cookies and persistent cookies.  We use session cookies to make it easier for you to navigate our site.  A session ID cookie expires when you close your browser.  A persistent cookie remains on the hard drive of your Device for an extended period of time. You can remove persistent cookies via your browser’s “clear cookies” function.  Please see www.allaboutcookies.org for more information about blocking cookies on your particular web browser.

Unless you have adjusted your browser setting so that it will refuse cookies, we will drop cookies onto your Device as soon as you visit our site.  Persistent cookies enable us to track and target your interests to enhance your experience on our Website.  For example, we use this data to understand how you interact with our Website, so we can make improvements to the information and design of our Website.

IP Addresses: We collect and store information about your Device, including where available your IP address, operating system and browser type.  This is anonymous statistical data about your browsing activities and patterns and does not contain any Personal Data.

What we share with third parties: We use analytics technologies provided by Google Analytics and other third parties.  This involves cookies being set via our Website, which then collect information about your usage of our Website.  This information is anonymous and does not contain any Personal Data.

Section 15          Contact

This Website is maintained by DGP Partnership If you have any questions about this Privacy Policy or our treatment of your personal information, please write to us by email at enquiries@ecruit.co.uk or by post to The Data Protection Officer, ecruit, 9 Great Newport Street, London, WC2H 7JA

We reserve the right to amend this policy at any time.