PRIVACY POLICY 1 Introduction
1.1 Definition of Terms
"Candidate" is an individual who is using one of HR Clockcard’s services via a third party or who registers on one of our internal sites, giving consent for their information to be stored. "Customer" is a direct business relationship, whom are interested in and or using one or more of HR Clockcard’s services. For example, one of our job boards, a recruitment agency or by use of one of our software offerings.
1.2 Who We Are and What We Do
HR Clockcard is an online and offline Time and Attendance and staff planning software for companys and recruitment agencies
1.3 Consent
Under the GDPR (General Data Protection Regulation) we control and process any personal information about you electronically using the following lawful bases.
• Lawful basis: Consent The reason we use this basis: All of our sites ask for consent in any part of the registration process, you are asked for your consent to store information to help with the service you require, at any point you can remove consent and your data will be deleted. We process your information in the following ways: Any information that is stored in necessary to the service you require, be it building candidate/customer profile or signing up to a newsletter. At any point you can change or delete any of the information we hold. We take backups of the data stored on our databases daily in case of failure of our systems. Backups are deleted once a week, so upon deletion of our live system it could take up to 7 days for your information to be deleted entirely. Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists. Sharing your information: We do not share your information with third parties.
1.5 Data Protection Officer (DPO)
HR Clockcard have designated a member of staff to act as the Data Protection Officer, to contact them please use the email address – support@hrclockcard.com
1.6 Changes to Privacy Policy
Any changes to our privacy policy in the future will be posted to the site and where appropriate through email notification. The latest revision date for this policy is 27th Sep 2018.
1.7 Know Your Rights
Under the GDPR your rights are as follows. You can read more about your rights in details here;
• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restrict processing;
• the right to data portability;
• the right to object; and
• the right not to be subject to automated decision-making including profiling.
You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data. We handle subject access requests in accordance with the GDPR.
2 Internet Cookies
We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, to keep you logged into the website where applicable, to display relevant adverts or content, referred you to a third party website. Some cookies are required to enjoy and use the full functionality of this website. We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.
3 Data We Collect & Use
3.1 General
The data we collect depends on our services used and is essential to our ability to provide such services. All data collected is for a legitimate business interests whilst minimising any impact on privacy. We may collect data about your usage of our Site (see Google Analytics), as well as data about you from emails or letters you send to us. HR Clockcard reserves the right to retain data that you have requested be deleted where there is a legitimate legal reason why such data should be retained.
3.2 From Candidates
For application services we do collect personal data directly from the candidate. We collect the minimum amount of personal data required from the candidate to help assist with job seeking. This generally includes but is not limited to; name, email address, phone number, residential address, IP address and curriculum vitae / resume. We may parse the CV in order to build a profile. Other non-personal candidate data can be collected, relating to job seeking activity; for example, job application history or an expression of interest in a CV review service.
3.3 From Customers
Business level data will be collected from our customers, which will include some personal contact data. This data will enable us to provide you with access to all parts of our Site and to supply our services, which also includes contacting you. By signing up with HR Clockcard you agree to be contacted by our customer services function to manage your account. In particular, we may use your data to contact you for your views on our services and to notify you occasionally about important changes or developments to the Site or our services. Furthermore, where you have consented, we might also use your data to contact you about other services HRClockcard offer that may be of interest to you by post, telephone, fax or email. For technical integrations we may be required to collect and store access credentials to your services.
3.4 Credit Cards
We do not store full credit card details, nor do we share personal data where consent is not granted. Online payments to HR Clockcard can be made via credit card. HR Clockcard does not hold the full credit card details; our third-party vendor (Stripe) holds this data. The data that is stored by HR Clockcard is as follows: Name, last four digits of the credit card, expiry date, type of card (debit, credit), brand (MasterCard, visa, etc.) Stipes privacy policy can be reviewed via https://stripe.com/gb/privacy
3.4 Data Security and Protection
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
3.5 Retention of Data
The retention of candidate data is service specific, however for all services we store data for the minimum period necessary to successfully provide the service. After which candidate data is permanently removed from our live systems.
3.6 Right to be Forgotten
To exercise your right to be forgotten, please contact the data controller you originally registered with. You can also exercise you right to be forgotten by HR Clockcard by using Contact Us
3.7 Marketing
Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you in order to send you the information you have requested If you received a mailing from us, our records indicate that (a) you have expressly shared this address for the purpose of receiving data in the future ("opt-in"), or (b) you have registered or purchased or otherwise have an existing relationship with us. Each email sent contains an easy, automated way for you to cease receiving email from us, or to change your expressed interests. If you wish to do this, simply follow the ‘Unsubscribe’ link at the end of any email.
3.8 Right to be Forgotten
If you change your mind about being contacted by HR Clockcard and would like personal data deleted, please Contact Us and provide details of your request.
4 Sponsored links, affiliate tracking & commissions
Our websites may contain adverts, sponsored and affiliate links on some pages. These are typically served through our advertising partners; Google AdSense or are self-served through our own means. We only use trusted advertising partners who each have high standards of user privacy and security. However, we do not control the actual adverts seen / displayed by our advertising partners. Our ad partners may collect data and use cookies for ad personalisation and measurement. Where ad preferences are requested as 'non-personalised' cookies may still be used for frequency capping, aggregated ad reporting and to combat fraud and abuse. Clicking on any adverts, sponsored or affiliate links may track your actions by using a cookie saved to your device. Your actions are usually recorded as a referral from our website by this cookie. In most cases we earn a very small commission from the advertiser or advertising partner, at no cost to you, whether you make a purchase on their website or not. We use advertising partners in these ways to help generate an income from the website, which allows us to continue our work and provide you with the best overall experience and valued information.
5 Complaints
If you are not satisfied with the way that HR Clockcard has processed/used your data, you have the right to complain to the supervisory authority. For HR Clockcard this supervisory authority is the "Information Commissioner’s Office". Their link is https://ico.org.uk/