This website is operated by Talent Exchange Network Limited.
- the personal information we collect about you;
- what we do with your information; and
- who your information might be shared with.
Who we are
Talent Exchange Network Limited (company number 10452479) ('we' or 'us') are a 'data controller' for the purposes of the Data Protection Act 1998, the General Data Protection Regulation (Regulation EU 2016/679); and any subsequent UK data protection legislation (i.e. we are responsible for, and control the processing of, your personal information).
What information may we collect?
We may collect personal information provided by you such as:
- your name, address, email address, your CV contents and your payment details when you register with us or purchase products or services from us;
- information for the completion of background checks where you have requested/authorised such background checks to be completed;
- information about you that is made available to the public, such as your social media accounts;
- information provided to us by you when making an enquiry or responding to a communication from us;
- information you post on our website, such as within the community forums; and
- information we receive about you from other sources (such as credit reference agencies), which we will add to the information we already hold about you in order to help us verify your identity status.
We may also ask you to provide sensitive personal information, for example when we are collecting information for a background check and/or verifying your identity. If we request such information, we will explain why we are requesting it and how we intend to use it.
Sensitive personal information includes information relating to:
- your ethnic origin;
- your physical or mental health or condition; and
- whether you have committed a criminal offence.
We will only collect your sensitive personal information with your explicit consent.
Monitoring and recording communications
We may monitor and record communications with you (such as telephone conversations, emails and video calls) for the purpose of quality assurance, training, fraud prevention and compliance.
For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of a user's internet service provider. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.
You can set your browser not to accept cookies and the websites below tell you how to remove cookies from your browser. However, some of our website features may not function as a result.
How will we use the information about you?
We collect information about you so that we can:
- identify you and manage any accounts you hold with us;
- process your order;
- provide companies looking to recruit with a talent pool of potential candidates;
- arrange for our third party supplier to conduct a background identity check if you ask us to (which would include a credit check—see 'Background checks' section below);
- carry out an initiation telephone or video call with you if you purchase a background check through us;
- conduct research, statistical analysis and behavioural analysis;
- carry out customer profiling and analyse your purchasing preferences;
- if you agree, let you know about other products or services that may be of interest to you—see 'Marketing’ section below;
- detect and prevent fraud;
- customise our website and its content to your particular preferences;
- notify you of any changes to our website or to our services that may affect you;
- carry out security vetting;
- improve our services; and
- process and/or categorise any answers you give to any surveys you complete for us.
Once you have completed the registration process with us, we will send you email and text message (SMS) alerts about any new and relevant jobs.
We would also like to send you information by post, email, or text message (SMS) about other services and products that either we or our business partners offer that we feel may be of interest to you, such as details of webinars focused on obtaining your dream job, preparing for interviews and career coaching.
At the time you complete the candidate registration form we will ask you if you would like to receive marketing information from us.
If you have consented to receive such marketing from us, you can opt out at any time. See 'What rights do you have?’ below for further information.
You can also manage your preferences by using the candidate management dashboard available to you by logging on to our website using your personal login details.
If you authorise us to complete a background check to verify your identity and history for potential employers, the details of the checks that will be carried out (either by us or a third party supplier) will be listed in the type of background check selected. Such checks may include a credit check, or a criminal profile check.
Our search will be recorded on the files of the third party supplier used for such background checks.
If you provide false or inaccurate information to us and we suspect fraud, we will record this.
We will share the results of the background check with you once it has been completed. However, if you want to see the records on you held by such third party suppliers, please contact us for details of the third party which we use. We may also share the results of your background check with an employer you are interested in, but will only do so if you have specifically requested and consented for us to do so.
Who your information might be shared with
We may disclose your personal data to:
- our agents and service providers, such as the third party suppliers used for background checks, webhosting, marketing, customer support or data analysis;
- a company advertising a vacancy you are interested in, but only if you have specifically asked and provided your explicit consent for us to do so;
- law enforcement agencies in connection with any investigation to help prevent unlawful activity.
Some of those third party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfers of your information out of the EEA’.
Whether information has to be provided by you, and if so why
If you are registering with us you are required to provide personal data such as your name, email address, home address and your CV in order for your profile to be created and to allow companies to search for your skills/experience. If you have purchased background checks through us then we will also ask you for further information, including your education and job history information, as well as your payment details in order for us to take payment for the background check services. Any such information collected for the background check is used to verify you and your background. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.
It is imperative and your legal responsibility to ensure that all and any such information you provide to us is correct and accurate and not misleading in any way.
Keeping your data secure
We will use technical and organisational measures to safeguard your personal data, for example:
- access to your account is controlled by a password and user name that are unique to you;
- we store your personal data on secure servers; and
- payment details are encrypted using SSL technology (typically you will see a lock icon or green address bar (or both) in your browser when we use this technology).
While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us (see ‘How can you contact us?’ below).
What can I do to keep my information safe?
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
How long your personal data will be kept
We will hold your personal data, such as your name, address and CV details whilst you have a registered account with us and thereafter will only retain the necessary personal data for the period we are required to retain this information under UK law (such as the current requirement under UK tax law of 6 years).
If you wish to close your account, please get in contact (see ‘How can you contact us?’ below). Please also see the 'What rights do you have' section below for details of your rights to erasure.
Reasons we can collect and use your personal information
Consent and performance of a contract
The majority of the personal data processed by us is performed on the basis that it is necessary for the performance of our agreement with you, or in order to take steps at your request prior to entering such an agreement. For example, you are asked to provide your name, contact details and CV information that are necessary in order for your account to be created and/or for potential employers to search for your skills/experience.
We may also process your personal data in circumstances where it is necessary for the purposes of legitimate interests pursued by us. For example, we will tailor the job adverts that are advertised to you, or other marketing of our services which we feel may be of interest to you, based on your personal data, or where such processing is strictly necessary for fraud detection and prevention. We will only rely on such a ground where an assessment has been performed balancing the interests and rights involved and the necessity of the processing in order to provide our services, products and features to you.
Compliance with a legal obligation
A further ground relied upon for certain types of processing is that it is necessary in order to allow us to comply with a legal obligation. For example, we may be required to retain certain information for business records for fixed periods of time in order to comply with local legal requirements.
Transfers of your information out of the EEA
Unless you are using our website outside of the European Economic Area ("EEA") or a company with whom you are in contact with regarding a job vacancy is situated outside of the EEA, we will not personally transfer your personal data outside of the EEA and we ensure our servers are located within the EEA for this reason.
We aim to ensure wherever possible that any third party providers we use (such as our background check provider) do not transfer personal data they store and/or process in countries outside of the EEA. However, we cannot guarantee that that any third party providers we or you choose to use (such as payment provider Paypal) do not do so. Those countries may not have the same data protection laws as the country in which you initially provided the information. Rest assured, we will take measures to ensure that any such third parties comply with applicable data protection laws and are subject to appropriate security measures and safeguards for such data transfers that are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information.
What rights do you have?
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary those includes rights to:
Right to request a copy of your information
You can request a copy of your information which we hold (this is known as a subject access request). If you would like a copy of some or all of it, please:
- email, call or write to us (see ‘How can you contact us?’ below)
- let us have proof of your identity and address if you have not already provided that to us (a copy of your driving licence or passport and a recent utility or credit card bill), and
- let us know the information you want a copy of, including any account or reference numbers, if you have them
Right to correct any mistakes in your information
You can require us to correct any mistakes in your information which we hold free of charge. If you would like to do this, please:
- email, call or write to us (see ‘How can you contact us?’ below)
- let us have enough information to identify you (e.g. account number, user name, registration details), and
- let us know the information that is incorrect and what it should be replaced with
Right to erasure of personal information concerning you in certain situations
Also known as the right to be forgotten. You can
- make a request for erasure verbally or in writing.
- we have one month to respond to a request.
- The right is not absolute and only applies in certain circumstances.
Right to ask us to stop contacting you with direct marketing
You can ask us to stop contacting you for direct marketing purposes. If you would like to do this, please:
- email, call or write to us (see ‘How can you contact us?’ below). You can also click on the ‘unsubscribe’ button at the bottom of the email newsletter; and
- let us know what method of contact you are not happy with if you are unhappy with certain ways of contacting you only (for example, you may be happy for us to contact you by email but not by telephone)
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
How to contact us
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
Do you need extra help?
If you would like this policy in another format (for example: audio, large print, braille) please contact us (see ‘How can you contact us?’ above).