Privacy Policy

Last updated 1st September 2015

This Privacy Policy explains how we use your personal information in relation to the Applied online recruitment platform ("Platform"). We really value your trust and your privacy is important to us, so we’ll keep your information secure and manage it in accordance with our legal responsibilities. By providing us with your personal information, you agree to it being used and disclosed in the manner set out in this Policy.

So you can understand what this all means in practice we’ve tried to present this policy in clear language without too much “legal jargon”.

We also want to make it easy for you to quickly find answers to the questions that are most important and relevant to you so we’ve split the policy into three sections:

  • Section 1: The bits relevant to people applying for a job (“Applicants”);
  • Section 2: The bits relevant to employers who are offering jobs (“Hiring Managers”); and
  • Section 3: The bits relevant to everyone.

We’ve also included some signposts down the side to guide you in the right direction. We hope this is helpful!

Applied is a trading name of Be Applied Ltd ("we", "us").

Of course, you don’t have to provide your personal information to us, but if you don’t you may not be able to fully benefit from all the services that we can offer through the Platform.

Where we refer to "data controller" or "data processor", we give those terms the meanings they have in the Data Protection Act 1998 (or any legislation which updates or replaces this legislation).

SECTION 1 - APPLICANTS

What personal information do we collect?

Information we collect directly from you

Information to enable you to apply for jobs: We collect the personal information we need in order for you to apply for jobs on the Platform which are being advertised on behalf of Hiring Managers. This may include:

  • Full name;
  • Date of birth;
  • Contact details (email address, telephone number, postal address);
  • Employment history;
  • Education/ qualifications;
  • Details of experiences and achievements;
  • Responses to competency questions; and
  • Responses to personality questions.

The Hiring Manager may want to collect some or all of this information by asking you to upload a CV.

We may also ask you to provide information relating to protected characteristics, such as your race or religion. Providing this information is entirely optional, and you do so freely. This information is always aggregated and used solely for statistical and research purposes.

Registration Information: You will also be asked to set up a user account which will allow you to log into and out of the Platform. You need to register a username and password to gain secure access to your account.

Other data you intentionally share: We may collect personal data if you submit it to us in other contexts. For example, if you provide us with a testimonial.

Information we automatically collect about you

Like many website operators, each time you visit the Platform we may automatically collect the following information:

Technical information: including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;

Information about your visit: including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

Referral data: if you arrive on the Platform from an external source (such as a link on another website or in an email), we record information about the source that referred you to us.

How do we use your personal information?

Generally we use your personal information: (i) to process job applications which you make through the Platform. We do this as a data processor on behalf of the Hiring Managers who are the data controllers. (ii) for research purposes, to help test and improve the service we offer through the Platform and to help Hiring Managers make recruitment smart, fair and easy. We do this as a data controller.

We will only use your information in accordance with this Policy, or where we are required or authorised by law to disclose your information to others, or have your permission to do so. Some more detailed information about the above activities is listed below.

1. Completing applications for a role

When you complete an application for a role on the Platform, we pass the information supplied to the Hiring Manager who has invited you to apply for that role.

The Hiring Manager will be responsible for reviewing and responding to the information supplied and otherwise deciding how to proceed with your application. You understand that this means we pass information supplied on to them and that you may receive further direct correspondence from them about the application.

You should refer to the relevant Hiring Manager’s privacy policy and applicable recruitment policies or related terms for specific information relating to the application process and details about how they intend to use personal details contained within your application.

2. Research to help make recruitment smart, fair and easy!

When you sign up, we ask for your consent to use the information you provide to support our recruitment research programme. This improves the service we offer through the Platform.

We are a social purpose company, with a mission to support research into behavioural sciences, including talent analytics and sometimes your information will be used to support our wider research in these areas.

Whenever we publish or publicise findings based on your personal information, those findings will be anonymised so that you cannot be individually identified.

If you agree to support the research programme, we will store a copy of your personal information securely in accordance with this Policy, solely for the purposes of carrying out research. This will be conducted by our hand-selected team of trained scientists, academics and researchers, and sometimes by trusted and carefully selected third parties.

You may withdraw your consent at any time by contacting us using the details set out below.

3. To manage and improve our services to you and the features of the Platform

We internally perform statistical and other analysis on information we collect on the Platform (including usage data, device data, referral data and question and response data) to analyse and measure Applicants’ behaviour and to understand how Applicants use our services, and to monitor, troubleshoot and improve our services, including to help us evaluate or devise new features.

We may also use your information: (i) for internal purposes designed to keep our services secure and operational, such as for troubleshooting and testing purposes, and for service improvement and research and development purposes; (ii) for our internal purposes to create and provide new services, features or content. In relation to metadata, we may look at statistics like response rates, question and answer word counts, and publish interesting observations about these for informational or research purposes. When we do this, neither Applicants nor Hiring Managers will be identified or identifiable unless we have obtained their permission; or (iii) to send you notifications about roles similar to the one’s you have applied for. You can opt-out of these emails at any time by clicking on the link provided in the email.

4. To contact you about your account.

We occasionally send you communications of a transactional nature (e.g. service-related announcements, changes to our services or policies, a welcome email when you first register). You can’t opt out of these communications as they are needed to provide our services to you.

5. To send you the Applied Newsletter

If you’ve signed up to our Newsletter we’ll occasionally send you emails so you can stay tuned on the latest research developments in how to make recruitment smart, fair and easy! You can opt-out of receiving the Newsletter at any time by clicking on the link provided in the email.

Who else do we provide your personal information to?

Hiring Managers: We need to share your personal information with the Hiring Manager which has advertised the job you have applied for.

We may also provide your information to:

  • Our service providers: who process information on our behalf to help deliver the Platform, for example
  • hosting services and email service providers; and
  • Research gurus: carefully selected third parties who assist us with our research, including trained
  • scientists, academics and researchers. We take steps to ensure that third parties who have access to your personal information treat it with the same consideration that we do. For more information on where these organisations may be located see Section 3 below.

Legal enforcement bodies: We may from time to time be required to disclose information about you to law enforcement bodies, agencies or third parties under a legal requirement or court order. We act responsibly and take account of your interests when responding to any such requests.

You understand that we may disclose or share personal information with third parties as outlined above to operate the Platform and, where relevant, carry out our research. If you are concerned about these arrangements, you should not use the Platform.

How long do we keep your personal information for?

We keep your personal information for as long as required to process your role applications, manage your user account, where relevant, to carry out our research and to manage and improve our services to you, and in accordance with legal, tax and accounting requirements.

Where your information is no longer required, we will ensure it is disposed of in a secure manner and, where required by applicable law we will notify you when such information has been disposed of.

SECTION 2 - HIRING MANAGERS

What personal information do we collect?

Information we collect directly from you

Information to provide services: We collect the personal information we need to offer you our services and manage our relationship with you as our customer.

This may include some or all of the following:

  • Full name;
  • Work contact details (email address, phone number, postal address); and
  • Job title/ role.

Registration information: You will also be asked to set up a user account which will allow you to log into and out of the Platform. You need to register a username and password to gain secure access to your account.

Other data you intentionally share: We may collect personal data if you submit it to us in other contexts. For example, if you provide us with a testimonial.

Billing information: If you make a payment to Applied, we require you to provide your billing details, such as a name, address, email address and financial information corresponding to your selected method of payment (e.g. a credit card number and expiration date or a bank account number). If you provide a billing address, we will regard that as the location of the account holder.

Payments are processed in partnership with a third party provider, Stripe Payments UK Limited. Their privacy policy is available here. Both we and Stripe comply with applicable PCI standards.

Information we automatically collect about you

Like many website operators, each time you visit the Platform we may automatically collect the following information:

Technical information: including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;

Information about your visit: including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

Referral data: If you arrive on the Platform from an external source (such as a link on another website or in an email), we record information about the source that referred you to us.

How do we use your personal information?

Generally, we use your personal information to create your customer account, to communicate with you about the roles you advertise on the Platform, and to contact you regarding changes or updates to the services we provide.

We may also contact you to provide you with information about our products and services [and those of carefully selected third parties, in each case where we have your prior consent]. You can opt-out of receiving these communications by contacting us directly, or by using the link provided in our emails.

We will only use your information in accordance with this Policy, or where we are required or authorised by law to disclose your information to others, or have your permission to do so. Some more detailed information about the above activities is listed below.

1. To manage and improve our services to you and the features of the Platform

We internally perform statistical and other analysis on information we collect on the Platform (including usage data, device data, referral data and question and response data) to understand how Hiring Managers use our services, and to monitor, troubleshoot and improve our services, including to help us evaluate or devise new features.

We may also use your information: (iv) for internal purposes designed to keep our services secure and operational, such as for troubleshooting and testing purposes, and for service improvement and research and development purposes; or (v) for our internal purposes to create and provide new services, features or content. In relation to metadata, we may look at statistics like response rates, question and answer word counts, and publish interesting observations about these for informational or research purposes. When we do this, neither Applicants nor Hiring Managers will be identified or identifiable unless we have obtained their permission; or 2. To contact you about your account. We occasionally send you communications of a transactional nature (e.g. service-related announcements, changes to our services or policies, a welcome email when you first register). You can’t opt out of these communications as they are needed to provide our services to you. 3. To send you the Applied Newsletter

If you’ve signed up to our Newsletter we’ll occasionally send you emails so you can stay tuned on the latest research developments in how to make recruitment smart, fair and easy!

Who else do we provide your personal information to?

We may provide your information to:

Our service providers: who process information on our behalf to help deliver the Platform, for example hosting services and email service providers;

We take steps to ensure that third parties who have access to your personal information treat it with the same consideration that we do. For more information on where these organisations may be located see Section 3 below.

Legal enforcement bodies: We may from time to time be required to disclose information about you to law enforcement bodies, agencies or third parties under a legal requirement or court order. We act responsibly and take account of your interests when responding to any such requests.

You understand that we may disclose or share personal information with third parties as outlined above to operate the Platform and communicate with you. If you are concerned about these arrangements, you should not use the Platform.

How long do we keep your personal information for?

We keep your personal information for as long as required to deliver our services to you, where relevant, to manage and improve our services to you, and in accordance with legal, tax and accounting requirements.

Where your information is no longer required, we will ensure it is disposed of in a secure manner and, where required by applicable law we will notify you when such information has been disposed of.

SECTION 3 - EVERYONE

Keeping your information secure

We are committed to handling your personal information and data with integrity and care and invest appropriate resources to protect your personal information, from loss, misuse, unauthorised access, modification or disclosure. However, no internet-based platform can be 100% secure and so there is always a risk of unauthorised or unintended access to your personal data by third parties that is beyond our control.

Storage and transfer of your personal data

Your information may be transferred to, stored at or processed by, organisations located in other countries around the world. For example, to allow the processing of payment details you provide or the provision of support services to help us deliver the Platform. By submitting your personal data, you agree to this transfer, storing or processing.

As privacy laws in other countries may not be equivalent to those in your home country, we only make arrangements to transfer data overseas where we are satisfied that adequate levels of protection are in place to protect any information held in that country or that the service provider acts at all times in compliance with applicable privacy laws. Where required under applicable laws we will take measures to ensure that personal information handled in other countries will receive at least the same level of protection as it is given in your home country.

Information about others

If you provide us with information about other individuals, for example details of a referee or colleague, you must check that they agree to you providing us with their details. Tip: Keep a record of their agreement and provide them with a copy of, or link to, this Policy to avoid any concern.

Updating your account and preferences

If you register a user account with us please do keep your details up to date and notify us of any changes to the personal information. You can do this through your account login or by emailing hello@beapplied.com.

Cookies

The Platform uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy [LINK].

Your rights to your information

You can:

  • request a copy of your personal information from us, together with details about how we use that information; and
  • (i) if you think any of the personal information we hold about you is inaccurate, request it is corrected. If you want to take any of the above actions please contact us via hello@beapplied.com or write to Privacy, Be Applied Ltd, 4 Matthew Parker Street, London, SW1H 9NP and we will respond to your requests within a reasonable timeframes.

In certain circumstances (for example where required or permitted by law) we might not be able to provide you with access to some of your personal information. If this is the case we’ll tell you the reasons why.

If your request for access to your information relates to the use of your personal information in the context of your job application (as opposed to our use of your information for research or to communicate with you), you should contact the relevant Hiring Manager directly.

Updates

We keep this Policy under regular review and may update it from time to time but if we do this we will publish the changes on the Platform. So please check this policy regularly for changes. If you do not accept the amended Policy, please stop using the Platform.

Any Questions – Contact us!

If you have any questions about this Policy, or would like to exercise your rights with respect to your personal information, please contact us via hello@beapplied.com or write to Privacy, Be Applied Ltd, 4 Matthew Parker Street, London SW1H 9NP