We respect your right to privacy.
This privacy policy sets out and details the information that we may collect from you and how we may use this information through the engage|ats website (the Service) plymouthcitycouncil@mailereu.engageats.co.uk.
When you register on the Service, the information you give us will be used:
- in your application for one or more jobs
- so we can administer your account,
and, if you are an employer,
- so that jobseekers can contact you
- for general UK employment trend, vacancy research and analysis purposes.
The privacy policy should be read alongside the Employer Terms and Conditions and the Cookie Policy.
About us
In this privacy policy, the Service is run by Havas People Ltd. through the engage|ats software on behalf of the plymouthcitycouncil@mailereu.engageats.co.uk.
The plymouthcitycouncil@mailereu.engageats.co.uk are the Data Controller of any personal data processed by the Service and described in this privacy policy. Havas People Ltd provide the Service and protect the personal data acting in their role as the Data Processor, alongside Microsoft Azure who also are the data processor (in their role as ISP for the Service).
Use of the Service
The Service is available to UK jobseekers and employers, 24 hours a day, 7 days a week. Jobseekers can use the Service to apply for jobs and send their CV and other documents to employers who are advertising for jobs.
This privacy policy applies only to your use of the Service.
You may apply for jobs posted by employers and, if you choose to apply, they may also gather other information about you. If you do apply, you should consult those employer’s privacy policies, as appropriate and applicable. The employer will be the data controller for your personal data, once they receive application data you have sent them, including any additional data they have gathered from you.
As part of your Applicant profile you may upload CV’s and other relevant documents to send to employers when applying for jobs through the Service. Each job may have its own document requirements.
In your use of the Service, we will,
- store the results of your jobs searches and job applications within an activity history, so that you can review these at any time.
- keep a record of when you log into and log out of the Service for dealing with technical queries for example and to provide, maintain, protect and improve the quality of the Service
- Store the copies of the CV you wish to retain on the service and other so that you can use these to apply for jobs
- Collection and use of your information
- When you access the Service via any means we may collect, store and use certain personal information in line with this policy, (specifically the email address of the jobseeker, the application, activity history and the CV data)
We may also ask you for additional information when you report a problem with the Service, act in the capacity of an employer or complain about an employer.(e.g. your name or telephone number to ring you)
To register or apply for a job on the Service, we will ask for your email address.
If you contact us with a query or support request, we may also keep a record of that correspondence. This is so we can link it to any similar correspondence from other users as this will assist us in identifying service improvements.
We may also collect data relating to your visits to the Service that cannot identify you but records your use of our Service including, for example, details of how long you have used the Service and the number of jobs that have been applied for and when.
We may also collect your computer’s IP address in order to help us improve the delivery of and protect the integrity of the Service. This will not identify you as an individual to us.
Storage of information
All information is stored on our secure servers, and as part of our data backup process, which store data backups for a maximum of three months. When you register for the Service, we will ask you to choose a password which enables you to access your account. You are responsible for keeping this password confidential. We ask you not to share this password with anyone. You may change this password at anytime. The complexity of the password you choose is determined by plymouthcitycouncil@mailereu.engageats.co.uk.
In addition, we or our data processors acting on our behalf may also store or process information that we collect about you in countries inside the European Economic Area. The hosting provider for the website and the data associated with the functional delivery of the service is processed within the UK. We have put in place technical and organisational security measures to prevent the loss or unauthorised access of your personal information. However, whilst we have used our best efforts to ensure the security of your data, please be aware that we cannot guarantee the security of information transmitted over the Internet.
Legal basis for processing your information
Our legal basis for collecting and using the personal information described within this privacy policy is contained within GDPR Article 6(1)(e). Where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller plymouthcitycouncil@mailereu.engageats.co.uk will collect and use your information. The data processors are not permitted to use the data for any other purpose than enabling Applicants to find work
Disclosure of your information
We will only disclose your information where we are permitted or required to do so by law, or where necessary to deliver the service. We will not sell or share your data with third parties for marketing purposes.
Data retention
We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with the Service you have requested)
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. Please note the maximum database retention period is three months.
You may close your Applicant account at any time. Closing your account deletes all the personal information held in your profile, including your CV(s) and other documents you have uploaded onto the Service, with the exception of your account activity history. This process is irreversible so please be aware when deleting your account.
Specifically, the account activity history records when you have accessed the service and closed the account. We retain end-user account activity history for months, including on deletion of an account, to protect the interests of individual end-users and the service as a whole, rather than viewing the Applicant data for the purpose of benefit claim administration.
- The account activity history records when a jobseeker or employer has accessed the service and undertaken key operations, including login and logout activities, deleting their account, job application actions and uploading or deleting a CV.
- We have a legitimate need to retain this data to assist jobseekers who report potential misuse of their account or if we were to suspect systematic abuse of the service as a whole.
Your Applicant account and any subsequent applications will be anonymised following months from the date of first Applicant registration.
If any of your applications have not been processed to new application stages in the last months, we will automatically schedule your Applicant account including applications, to be anonymised over the following 24 hours. Using the same email address and Applicant account to register or apply for new job roles will extend your retention period for months.
Your Applicant account and any subsequent applications will be anonymised following 12 months from the date of first Applicant registration.
If you have contacted us with a service query, we will delete the records of that contact twelve months after that communication exchange is over.
Your rights
The right of access and right to rectification:
You can see and edit your personal details via your profile page whenever you wish.
Right to erasure
You can erase your Personal Data at any time. If you receive email alerts, you can delete these within your account or from the link within the emails. If you have an account with a password you can individually delete any CV(s) or other documents you may have uploaded by going to the profile section of your account. You can also delete your entire account from the ‘Manage Account’ section here.
The Service may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies. Please check these policies before you submit any personal information to these websites, because your rights may be different.
Children
We strongly believe in protecting the privacy of children. In line with this belief, we do not knowingly collect or maintain personal information from persons under 13 years of age, and no part of the Service is directed to persons under 13 years of age. If you are under 13 years of age, then please do not use or access the Service at any time or in any manner.
Updating this privacy policy
We may update or amend this privacy policy from time to time, to comply with law or to meet our changing business requirements. When we update our privacy policy, we will take appropriate measures to inform you, consistent with the significance of the changes we make. Any updates or amendments will be posted on the Service. By continuing to access the Service, accessing and updating your Applicant profile, uploading CVs and applying for jobs, your access and use will be subject to these updates and amendments.
The privacy policy terms were last updated on 14th October2022.
Contacting plymouthcitycouncil@mailereu.engageats.co.uk
If you have any questions, comments or complaints about this privacy policy, please contact us here:
plymouthcitycouncil@mailereu.engageats.co.uk