Privacy Policy

Data Privacy Policy

This Data Privacy Policy (“Policy”) explains how Bobcheck Ltd (“Bobcheck”) will obtain and process your personal data and comply with the Data Protection Act 2018 (“Act”). It explains the circumstances where we require personal data and our data protection responsibilities. Where terms used in this Policy are defined in the Act, they have the meaning given in the Act.


bobcheck Privacy Statement

bobcheck respects your privacy and is fully committed to protecting the personal data that we process on behalf our Client, who is the Data Controller. bobcheck will process all data in accordance with this Policy and in compliance with the Act. This website and our services are not intended for children and we do not knowingly collect data relating to children.


Our Role as a Data Processor

For the purposes of the Data Protection Legislation, bobcheck is a Data Processor, which means we process personal data on behalf of our customers. Our customers (Recruitment organisations) remain the Data Controller for personal data processed via the platform we provide to them.


Who is the Data Controller?

The organisation which engaged bobcheck to provide this platform to their employees, candidates and...(add more groups if relevant). They have determined the purposes for which individuals' personal data will be processed, and we enable this to take place through our recruitment software for the duration of our contract with them, and an agreed period after contract expiry.


Terms

‘Client’ = The client indicated a recruitment firm purchasing a license from bobcheck to use the software.


‘Candidate’ = refers to the person who the Client is representing for a job or has sent their CV to the clients client.


‘Software’ = refers to the bobcheck software platform


‘Data Controller’ – bobcheck’ s Client is classed as the Data Controller. They have permission from the candidate to represent them in their search for a new job or sending their cv to a customer


‘Data Processor’ = bobcheck are classed as the Data Processor, having a contract and agreement to act upon the services of the Client


‘End client’ = Means bobcheck’s Client’s customer, who would be hiring the candidate if successful


‘Recruitment ATS’ = Means the software bobcheck connects to via API (Bullhorn, Vincere, JobAdder etc)


Overall Principles

  • Only personal data that we need to provide our services or carry out the relevant service is processed
  • Personal data is only seen by those who need it to do their jobs
  • Personal data is retained only for as long as it is required, instructed by our client
  • Personal data is protected from unauthorised or accidental disclosure as described in this Policy


About this policy

You have rights under the Act. This Policy does not replace the Act but describes how bobcheck will comply with the Act when processing personal data.


Who we are

bobcheck is a Limited Company registered in England under company number 13211717. Our registered address is: Unit C Anchor House School Lane, Chandler's Ford, Eastleigh, England, SO53 4DY. bobcheck Limited is a registered Data Controller (ICO registration number: ZB200079).


What personal data we hold

“Personal data” is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.


Personal data means, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.


We will only hold personal data if you are a Client (where we need personal data for account administration) or Candidate (where we need personal data for processing the relevant checks). The only personal data bobcheck collects from the recruitment ATS via API is the applicants First Name, Last Name, country.


bobcheck does not capture or store directly identifiable personal data about visitors to its website (for further details about website analytics, please refer to the Cookies section below). However, if you choose to give us personal data such as your name, address, or e-mail for the purpose of making an enquiry, the personal data will be kept for the time taken to process that enquiry. Client names, postal addresses, e-mail addresses and telephone numbers of the lead contact for each client are retained for contact and administration purposes only. We also collect names and email addresses from individuals who subscribe to our monthly newsletter.


Responsibility for your personal data

bobcheck is the data processor for our clients’ data that we are storing and check for direct hires. Our clients, who are the users of the Bobcheck platform are the data controller. bobcheck customers are recruitment firms who we believe should have authority from the candidate to represent them for their job search. Bobcheck is a platform that is providing a service with the applicant data they have obtained through LinkedIn, job boards or an advert through their recruitment ATS.


In both roles, we are responsible under the Act for the safety of the data. Where bobcheck must disclose any personal data to any third party organisation working on bobcheck’s behalf, we require the third-party to respect the security of your personal data and treat it in accordance with the law. We do not allow third-party organisations to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.


Use of your personal data

Personal data will only be used as necessary to provide the services that have been requested and for contact and administration purposes. We will use the basic personal data to find and match, where possible, publicly available data profiles to track and then report if the applicant may move to a company that the applicant was introduced to. We instruct all of our Clients to gain authority from the candidate to represent them for their job search and the use of bobcheck is listed in the Clients Privacy.


In most cases, bobcheck has no direct relationship with candidates whose personal data it processes for our Clients. We recommend that an individual who seeks access, or who seeks to correct, amend, delete or receive a copy of personal data should direct his/her query to the bobcheck's Client (the data controller). We process this data on the basis of the contract that we have with our client, only within the services requested. bobcheck staff will use your personal data to conduct the checks that are necessary. bobcheck does not collect or store any biometric data.


If you have subscribed to our newsletter, we process your personal data (name and email address) on the basis of consent and provide you with the option to withdraw that consent in every issue of the newsletter you receive. If you opt-out of receiving the newsletter, you may continue to receive other communications from us in relation to services we are providing to you. We use Mailchimp, Salesflare, Lemlist and Hubspot to manage the distribution of the newsletter; their servers are based in the USA, which means that your personal data is transferred outside of the UK and European Economic Area.


All our staff are data protection trained and are aware of their responsibilities under the Act and this policy.

We conduct regular compliance checks on all our systems.


Retention of personal data

bobcheck will ensure that personal data is not held for longer than is necessary for the purpose and will not be held for longer than the period requested by the client.


Data relating to direct hire checking will be held for up to 12 months from the date of the API call to request the data from the connected recruitment platforms. The retention period is set within the bobcheck platform and data deletion is automated by the system. When a candidate is placed by the client, the company that they have joined is deleted from the platform.


Storage of personal data

Your personal data will be held in secure computer files, which have restricted access. We have put measures in place to ensure an appropriate level of security (given the harm that unauthorised or unlawful processing might cause and the nature of the personal data) to stop unlawful access and disclosure.


Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.


We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


Individual rights

The Act gives you the following rights, which we will always work to uphold:


The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the contact details provided at the end of this policy.

The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold, in certain circumstances. The right to restrict (i.e. prevent) the processing of your personal data.

The right to object to us using your personal data for a particular purpose or purposes (eg profiling and automatic decision making).


If you have an objection, please contact bobcheck and we will inform our Client who would be the Data Controller These rights are subject to limitations and exceptions. For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the contact details provided at the end of this policy.


Accessing your Personal Data

If you want to know what personal data we have about you, please contact bobcheck first. bobcheck are the Data Processor, you would have to contact bobcheck first for us to then contact the Data Controller to complete this task.


Right to Erasure

In certain circumstances, you have the right to request erasure of personal data related to you. As bobcheck are the Data Processor, you would have to contact bobcheck first for us to then contact the Data Controller to complete this task.


Transfer outside the UK and European Economic Area

We may store or transfer some or all of your personal data in countries that are not part of the UK or European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data are treated just as safely and securely as they would be within the UK and under our Data Protection Legislation.


If we share your data with external third parties which is based outside of the UK & EEA. The following safeguards are applied to such transfers:


  • We will only transfer your personal data to third countries whose levels of data protection are deemed ‘adequate’ by the UK Information Commissioner’s Office and the European Commission. More information is available from the European Commission.
  • We will use specific contracts with external third parties that are approved by the European Commission for the transfer of personal data to third countries. These contracts require the same levels of personal data protection that would apply under the Data Protection Legislation. More information is available from the European Commission.
  • Where we transfer your data to a third party based in the US additional steps have been taken to ensure your personal data will be treated as securely and safely as it would be in the UK and under the GDPR. We have signed Data Processing Agreements with our data processors based on model contract clauses provided by the European Commission (also known as ‘standard contract clauses’), which impose suitable data protection standards on a contractual basis.
  • We use Mailchimp to manage the distribution of our monthly newsletter, and have signed the Data Processing Agreement provided by their organisation.


Please contact us using the contact details provided below for further information about the particular data protection mechanisms used when transferring your personal data to a third country.


Marketing

Our website may invite you to sign up for certain features, such as newsletters, email updates and other general interactive features. Where you provide information for these purposes, we will use the information to provide the relevant service that you have requested and to manage your preferences. We may also gather statistics around email opening and clicks using technologies to help us monitor and improve our newsletters and email subscriptions. You will have the ability to unsubscribe from any repeat communications at any time. You are also welcome to contact us at david@bobheck.io to unsubscribe.


Notification of changes

If we change this privacy policy, we will notify all Clients of the update.


Contact details and disputes

We will be happy to answer any questions on this policy. If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, so please do contact us first:


David Clark (bobcheck’s Data Protection Compliance Manager).


Contact address:

Data Protection Officer

Unit C Anchor House School Lane,

Chandler's Ford, Eastleigh, England, SO53 4DY


david@bobcheck.io