Privacy Statement

If you are a candidate who has applied for a job with an Eploy customer using our software and have a question about your rights as a data subject please click here Candidate's of Eploy Customers information.

Eploy is the trading name of ITS Software Systems Ltd. We committed to protecting and respecting your privacy.

For the purpose of the UK GDPR, the data controller is ITS Software Systems Ltd (trading as Eploy) of Edwin Avenue, Hoo Farm Industrial Estate, Kidderminster, Worcs, DY11 7RA, registered with the Information Commissioners Office (ICO) ZA248720.

Eploy processes your data under legitimate interests as a lawful basis. This means that if you request information from us, or apply for a job directly with us, it is necessary for us to process your data and is in your interest that we do so. We will only process your data in a manner you would expect and in accordance with this privacy statement.

We have organised our Privacy Statement into sections below:

Visitors and users of our website
Candidates who apply for a job with ITS Software Systems Limited (trading as Eploy)
Third Party Apps
Candidates who have registered with an Eploy customer
Visitors to our Offices
General information for all users

1. For visitors to our corporate website www.eploy.com

Information we may collect from you when using our website www.eploy.com

We may collect and process the following data about you:

Information that you provide by filling in forms on this site.
If you contact us, we may keep a record of that correspondence.
We may also ask you to complete surveys that we use for research purposes, although you can opt out of these, or any other types of communication.
Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

How we use the information we may collect from you when using www.eploy.com

We use information held about you in the following ways:

To ensure that content from our site is presented in the most effective manner for you and for your computer/device.
To provide you with information, products or services that you request from us or which we feel may interest you. For example, if you request a resource such as a brochure, whitepaper or ebook from https://www.eploy.com/resources, we require your name and email address so that we can send it to you.
To provide you with our newsletter, if you have opted to receive it.
To carry out our obligations arising from any contracts entered into between you and us.
To allow you to participate in interactive features of our service, when you choose to do so.
To notify you about changes to our service.

Your rights when using our website www.eploy.com

Under certain circumstances, you have the right to:

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no valid reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
Unsubscribing from services. Marketing emails from Eploy contain an unsubscribe link which enables you to opt-out.

What we may need from you to carry out these requests

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Retention of your data

Your data will be retained for no longer than is necessary, normally no longer than 24 months unless you inform us otherwise, or we are obliged to keep it for legal reasons.

Where we store your personal data

The personal information is only accessed by authorised Eploy employees for the purposes of sales and marketing. We use UK datacentres and your data is protected by multiple tiers of security.

Who to contact

To carry out any of your rights listed above, or if you have any questions or concerns comments regarding our data processing practices you can contact our data protection officer [email protected].

Further information on data protection (including your right to complain about the use of your personal data) can be found on The Information Commissioner’s Office (ICO) website www.ico.org.uk

2. For job applicants and candidates using our careers site careers.eploy.com

Please note that this applies only to those candidates who have applied for a job directly at Eploy, not those candidates who have applied to a job with one of our customers. More information on that can be found here https://www.eploy.com/information/candidates-of-eploy-customers/

Information we may collect from you if you apply for a job with us via our careers site careers.eploy.com

If you apply for a job with us, we will need to collect personal data from you such as:

Your name
Your address
Your email address
Your telephone number
CV/work history
Job preferences including role, geographical areas and salary
Whether you need permission to work in the UK
Whether you consider yourself disabled within the meaning of the Equality Act 2010
Anything else you have included in your CV

If we make an offer of employment, we may request further information such as:

Proof of identity and any relevant professional or academic certifications or qualifications
Bank details
Employment references

In some cases, we require extended background checks, if so, we will discuss with you beforehand.

The information relating to whether you consider yourself as disabled is used for the purposes of considering whether there are any workplace adjustments that are reasonably required.

The information relating to whether you need permission to work in the UK is used to decide whether we are able to lawfully employ you to work in the UK.

How we use your personal information when you apply for a job with us via our careers site careers.eploy.com

This information is used to help find you employment at Eploy.

For example, we may use your data to:

To find out more about your skills and experience and assess your suitability for employment at Eploy.
To keep you informed of job opportunities as they arise, ‘job alerts’, which you can opt in or out of at any time.
To help make an offer of employment or enter into a working relationship with you.

How we hold your information when you apply for a job with us via our careers site careers.eploy.com

The personal information is only accessed by authorised Eploy employees for the purposes of recruitment. We use UK datacentres and your data is protected by multiple tiers of security.

Your duty to inform us of changes when you apply for a job with us via our careers site careers.eploy.com

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during our recruitment process, you can either do that by logging into your secure candidate portal.

Your rights when you apply for a job with us via our careers site careers.eploy.com

Under certain circumstances, you have the right to:

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no valid reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of the personal information you’ve given us to another party, please contact [email protected].

What we may need from you to carry out these requests

Retention of your data

Your data will be retained for no longer than is necessary, normally no longer than 12 months unless you inform us otherwise, or we are obliged to keep it for legal reasons.

Where we store your personal data

The personal information is only accessed by authorised Eploy employees for the purposes of recruitment. We use UK datacentres and your data is protected by multiple tiers of security.

Who to contact

If you have any questions or concerns or comments regarding our data processing practices, you can contact our data protection officer [email protected].

Further information on data protection (including your right to complain about the use of your personal data) can be found on The Information Commissioner’s Office (ICO) website www.ico.org.uk

3. Third Party Apps

We use optional features that allows you to log in with LinkedIn, Google or Facebook - this saves time and reduces the number of passwords you have to remember. If you use this feature you might find an app called Eploy as a list of 3rd party tools you’ve downloaded. If you choose to use these apps they collect very basic information such as name and email address, this information is not used for anything other than the purposes described below:

Register with Google
Eploy uses the Google app on behalf of Eploy customers (or ourselves if you apply for a job directly with us through this website) to let you register on careers sites. In that process, Name, Email, and OpenID are used and displayed to you on your registration form. They are also stored in the customer database upon submission.

Login with Google
If you have previously registered with Google, you can log back into the portal using your Google account. OpenID is used to identify your record in the database.

Google Drive
In this process, you can choose to upload your files (such as CV) stored on your Google drive. The chosen files are stored in the customer database. You can review the files and delete them if needed.

Google Calendar
In this process, you can see your Google calendar overlaid on top of the application calendar to see events. No data is stored, and it is only for display purposes. Only the read only access is requested for that process.

Register and Login with LinkedIn or Facebook
As with the Google app and when used on a customer career site (or ourselves if you apply for a job directly with us through this website), we make use of these apps to make registering or signing back into a career site more convenient. If you choose to use either of these apps, name, email and (if configured) your profile picture are displayed to you on your registration form. They are also stored in the customer database upon submission.

Zoom Meetings
As a candidate, you may be invited to a Zoom meeting that has been scheduled within a customer's Eploy system using the Eploy App for Zoom. In this process, your name and email address are used as stored within your profile within the customer's system. Optionally customers may record Zoom meetings within their Zoom account. Recordings are not stored within Eploy directly. Please check with the customer should you require further details.

4. Candidates who have registered with an Eploy customer

Eploy is a software product used by hundreds of companies to manage their recruitment. You might have seen our logo on a website and come here to read our privacy policy, but if you have applied for a job with one of our customers and want to exercise your right as a data subject you will need to contact them directly.

We do not have access to customer data and so will be unable to help with your request. If you cannot carry out the request by logging into the customer's careers site you could try looking at their privacy statement which will provide contact details to help you. Importantly, it needs to be the privacy policy of the company you applied to and not ours (unless you have applied for a job directly with us).

If you still need assistance after contacting the company directly, please contact us and we will do our best to help.

For more information https://www.eploy.com/information/candidates-of-eploy-customers/

5. For visitors to our offices

Use of CCTV

CCTV is used to provide security and protect staff and visitors to Eploy. CCTV will be only be viewed when necessary (e.g. to detect or prevent crime) and footage is stored for a set period of time after which it is recorded over.

6. General Information for all Users

Disclosure of your information

We may disclose your personal information to third parties:

If Eploy or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Eploy, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Links to third-party websites

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Changes to our privacy statement

Any changes we may make to our privacy statement in the future will be posted on this page and, where appropriate, notified to you by email.

Contact

Questions, comments and requests regarding this privacy statement are welcomed and should be addressed to the email or postal address detailed on our contact page, or in the case of anything relating to data protection to [email protected]