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Privacy & Data
At TalentPool, we know that your personal data is, well, personal. So this is a summary of what data we collect, what we use it for, and how we look after it.
What we collect
- Basic information (e.g. your name, contact details, visa status etc.)
- Degree information, work experience, skills and languages
- Preferences (e.g. job location, salary)
- Skills and languages
- CV and application answers
- What pages you visit and what you do on them
- What sort of device, operating system and web browser you're using (e.g. Chrome on a laptop running Windows 10)
- Your IP address (an identifying number for the device that you're using to visit the site)
What we use the data for
- Allowing the automated matching engine to find the best jobs for you based on your profile and preferences
- Sending your profile, when you apply for a specific role, to a potential employer so that they can review it
- Understanding how the site is being used so that we can improve the site to give you a better experience
- Monitoring how effective our online advertising campaigns are
- Very occasionally letting you know about new features on the platform
How we look after it
- We never share your data with employers unless you specifically apply to them
- We only use a limited number of third-parties to help us provide services for the website, they are all assessed for the strength of their data security policies, and they are limited to using your data for that purpose
- When employers do receive your application they have agreed to handle your data with care and strictly for the purpose of considering you for the role
- Your data is secured in transit through HTTPS, stored on databases that are encrpyted-at-rest and are hosted in a secure data centre in London
This is the privacy and cookies policy for https://talentpool.com (Site). The Site is operated by or on behalf of Gradlist Limited trading as TalentPool (we, us, our and TalentPool). For the purposes of the Data Protection Act 1998 and (from 25th May 2018) the GDPR, we are the data controller and our data protection officer is Andrew Lavelle who can be contacted at by sending an email to firstname.lastname@example.org with ‘FAO Andrew Lavelle’ in the Subject bar.
We are committed to protecting your privacy online. We appreciate that you do not want your personal information distributed indiscriminately and here we explain how we collect information, what we do with it and what controls you have.
Information we will collect from or about you
We will typically collect and process the following information about you:
- information (such as your name, email address, postal address and telephone number) that you provide by completing forms on the Site, including if you register as a user of the Site, subscribe to any service, upload or submit any material via the Site, request any information, or enter into any competition or promotion we may sponsor;
- in connection with an account sign-in facility, your log-in and password details;
- communications you send to us, for example to report a problem or to submit queries, concerns or comments regarding the Site or its content;
- information from surveys that we may, from time to time, run on the Site for research purposes, if you choose to respond to, or participate in, them;
- career preferences, employment details,education details and any other information you choose to include if you send us a CV, resumé, cover letter or other details of your employment history (such as languages spoken and any “special category data” such as your ethnicity, health information, sexual orientation and political interests) in connection with a job vacancy or a general enquiry regarding employment opportunities with us (“Position”).
You are under no obligation to provide any such information. However, if as an Employer you should choose to withhold the above information, we will not be able to provide you with our services under our Terms of Business.
When you visit the Site, we may, by means of cookies and/or other similar technologies, automatically collect additional information about you – such as any website from which you have come to the Site. See Cookies and other technologies for more information.
Cookies and other technologies
When you interact with the Site, we try to make that experience simple and meaningful. When you visit the Site, a web server sends a cookie or other similar technology to your computer or mobile device (as the case may be). Cookies are small pieces of information which are issued to your computer or mobile device (as the case may be) when you visit a website and which store and sometimes track information. A number of cookies we use last only for the duration of your web session and expire when you close your browser. Other cookies are used to remember you when you return to the Site and will last indefinitely.
The cookies and/or other similar technologies we use collect information, such as the type of internet browser or mobile device you use, any website from which you have come to the Site, your IP address and/or the operating system of your computer or mobile device.
- remember that you have visited us before. This means you can access your account without having to log-in again
- customise elements of the promotional layout and/or content of the pages of the Site; and
- measure the effectiveness of digital marketing campaigns by collecting information on where you have come to site from and what pages you visit while on the site
- collect anonymous statistical information about how you use the Site (including how long you spend on the Site) and where you have come to the Site from, so that we can improve the Site and make sure the site is meeting the needs of its users and to help us make improvements
Some of the cookies used by the Site are set by us, and some are set by third parties who are delivering services on our behalf.
Most web and mobile device browsers automatically accept cookies but, if you prefer, you can change your browser to prevent that or to notify you each time a cookie is set. You can also learn more about cookies by visiting www.allaboutcookies.org which includes additional useful information on cookies and how to block cookies using different types of browser or mobile device. Please note, however, that by blocking or deleting cookies used on the Site, you may not be able to take full advantage of the Site.
On what basis can we process your information?
The legal grounds under data protection legislation for processing your personal data are as follows:
- You have given us explicit opt-in consent to the processing of your personal data for one or more specific purposes, namely to process your Special Category Personal Data where you choose to submit any as described above. You do not need to provide us with this data as we do not ask you for it, but you may choose to include such data in documents you upload, in which case we cannot hold and process those documents for you if you do not provide us with your prior consent when uploading them. This will impact on our ability to provide you with our services and will prevent us from connecting you with Employers.Where we need to comply with a legal obligation; or in rare circumstances:
- Where we need to protect your interests (or someone else's interests); and/or
- Where it is needed in the public interest or for official purposes
Uses made of your information
We use your personal information which we collect:
- To provide our recruitment services to you and to facilitate the recruitment process;
- To assess data about you against Positions which we judge may be suitable for you;
- To send you information we think you may find useful or which you have requested from us, including information about our services, Positions, or those of carefully selected third parties, provided you have indicated that you do not object to being contacted for these purposes such as by clicking on the unsubscribe link in the email;
- To allow you to participate in interactive features of our service when you choose to do so;
- To use your information on an anonymised basis to monitor diversity within the marketplace and our candidate database;
- To send you details of reports, promotions, offers, networking and events and general information about the industry sectors which we think might be of interest to you unless you have chosen to opt out to being contacted for such purposes;
- To enable us to provide you with the services and information offered through the Site and which you request;
- To administer your account with us;
- To audit the downloading of data from the Site;
- To improve the layout and/or content of the pages of the Site and customise them for users; and
- To send your information to third parties, regulatory or law enforcement agencies if we believe in good faith that we are required by law to disclose it in connection with the detection of crime, the collection of taxes or duties, in order to comply with any applicable law or order of a court of competent jurisdiction, or in connection with legal proceedings.
From time to time we may seek your consent to process, use or disclose your personal information for any other purpose not listed above.
Should you apply to a role with which you are matched, you will most likely be asked to provide a copy of your Curriculum Vitae and answer one or more questions set by the employer. When this happens, we will share as a default your basic profile information with the Employer in question, including your name, email address, phone number, work experience and education details. And where you are requested to upload a Curriculum Vitae and/or respond to specific questions set by an Employer, we will share the Curriculum Vitae that you upload and your responses to any questions set with the Employer.
We may disclose aggregate statistics about visitors to and users of the Site in order to describe our services to prospective partners and other reputable third parties and for other lawful purposes, but these statistics will include no personally identifiable information.
We will disclose your personal information to our agents or contractors who assist us in providing the services we offer through the Site, fulfilling requests for information, receiving and sending communications, updating marketing lists, analysing data, providing IT and other support services or in other tasks, from time to time. These third parties are:
- Campaign Monitor
Our agents and contractors will only use your information to the extent necessary to perform their functions.
In the event that we undergo re-organisation or are sold to a third party, any personal information we hold about you may be transferred to that re-organised entity or third party. We may disclose your personal information if required to do so by law or if we believe that such action is necessary to prevent fraud or cybercrime or to protect the Site or the rights, property or personal safety of any person.
The Site may, from time to time, contain links to external sites. We are not responsible for the privacy policies or the content of such sites.
We place great importance on the security of all personal information associated with our users. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal information under our control. For example, our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to personal information. Whilst we cannot ensure or guarantee that loss, misuse or alteration of information will never occur, we use all reasonable efforts to prevent it.
You should bear in mind that submission of information over the internet is never entirely secure. We cannot guarantee the security of information you submit via the Site whilst it is in transit over the internet and any such submission is at your own risk.
It is advisable to close your browser when you have finished your user session to help ensure others do not access your personal information if you use a shared computer or a computer in a public place.
Storage of your information
Your personal information which we collect is sent to and stored on secure servers located in the United Kingdom. Such storage is necessary in order to process the information.
Personal information submitted may be transferred by us to our other offices and/or to the third parties mentioned in the circumstances described above (see Information sharing), which may be situated outside the European Economic Area (EEA) and may be processed by staff operating outside the EEA. The countries concerned may not have data protection laws as strict as those in the EEA. Where we transfer your personal information we will either undertake an assessment of the level of protection in light of the circumstances surrounding the transfer or:
- Only transfer it to a non-EEA country with privacy laws that give the same protection as the EEA; or
- Ensure we have an agreement in place with the recipient under which they are under a duty to protect your data to the same standards as those in place in the EEA; or
- Transfer it to US organisations that are signed up to the EU-US Privacy Shield scheme; or
- We will make sure that any transfers are not repetitive and only limited to the minimum amount of information possible. In certain circumstances we may need to seek your consent unless there is an overriding legal need to transfer the information; and
- In all cases where your information is transferred outside the EEA, you have a right to contact us for information on the measures we have put in place. Those current measures in place are:
- Where the third party in question is an established platform (such as Google or Rackspace) we ensure through internal checks that they are GDPR compliant.
- Where the the party in question is a service provider with which we need to share data in order for them to deliver their services properly (for instance offshore contractors engaged to assist with software development), we have mandated that the relevant contractor or third party signs an agreement to comply in all respects with GDPR and not to share any data which we share with them with any third parties.
- We are required by law to hold your personal information for as long as is necessary to comply with our statutory and contractual obligations and in accordance with our legitimate interests as a data controller.
We will use reasonable endeavours to ensure that your personal information is maintained and up to date. However, you are under a duty to inform us of any and all changes to your personal information to ensure that it is up to date and we will update or delete your personal information accordingly.
How long we keep your data for
We will retain your personal data for different periods depending on the service you have chosen to use us for, which may be a longer period than that for which we need to hold your data to provide those services, i.e where we are under regulatory or statutory duties to hold your data for a longer period. Unless we are under such obligations, we will retain your information for as long as you have an account with us.
Your rights under GDPR
You have a legal right to a copy of all the personal information about you held by us. On request, we will provide you with a copy of this information free of charge. You also have a right to correct any errors in that information.
In the event that we process your data by automated means where you have either provided us with consent for us to use your information or where we used the information to perform a contract with you, you have the right to request that we send to you or to another organisation, a copy of the personal data we hold about you in electronic form, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information please let us know by email to email@example.com. We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.
You can ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
You can ask us to suspend the way in which we are using your information in certain scenarios, or object to our processing your data where we are relying on a legitimate interest ground (or those of a third party) and you feel it impacts on your fundamental rights and freedoms, or where we are processing your personal data for direct marketing purposes. In some cases where you object, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services. Depending on the extent of your request we may be unable to continue providing you with our service.
Any queries or concerns about the way in which your data is being used can be sent to firstname.lastname@example.org.
You have the right at any time to withdraw any consent you have given us to process your personal data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Should you wish to do so you can change your consent preferences at any time on your account settings.
As mentioned above, you also have a right to prevent the use of your personal information for direct marketing purposes.
Where we are legally permitted to do so, we may refuse your access request and will give you reasons for doing so. We will seek to act on your request in the timescale required by applicable data protection laws.
Automated decision making and Profiling
In order to provide you with our services, it is necessary for us to conduct profiling on your data as well as automated decision making which will have a legal or otherwise significant effect on you, specifically determining whether or not you are matched with a role, therefore hear about that role and therefore have an opportunity to apply for that role through TalentPool. It is our objective however to match suitable candidates for any role and therefore it is our objective that, where you are not matched with a role, you would have a very low probability of being successful in applying for that role due to not meeting the role’s requirements as set by the Employer. Specifically, the profiling and automated decision making which we conduct , consists of assessing your suitability for a role against the role profile and requirements submitted by an Employer (to illustrate with a simplified scenario, if an Employer requires a fluent French-speaker for a role and you do have not informed us that you speak fluent French, then you will not be matched with that role). It is this process, driven by a series of algorithms designed to match you with roles with which you are best suited, which enables us to deliver our service of introducing you to relevant opportunities and which differentiates us from an open job board.
We profile your data and make automated decisions in order to match you with the roles we feel are most suitable for you. But we don’t always get t right. If you feel that the roles you are matched with through TalentPool are not right for you, you can contact us to request that we review your account manually. Alternatively you may log in to your account at any time to update your preferences in your profile, which will impact the automated decision making process.
Our services are not aimed at children. Our users have to be at least 18 years of age, as set out in our terms of business and use.
Contacting us and Complaints
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office. Further details can be found at www.ico.org.uk or 0303 123 1113.
2.2 the Site: www.talentpool.com
2.3 GradList: GradList Ltd, Company Number 08721054
2.5 Service for Users: the service offered by GradList to Users whereby Users may create an Account with a view to being contacted by prospective Employers.
2.6 Employers: organisations which are approved by GradList to use the GradList Service for Employers (see definition below)
2.7 Service for Employers: service offered by GradList to companies wishing to identify and contact GradList Users. Enables Employers to search the GradList database of Users, identify appropriate candidates solely on the basis of Other User Information (see definition below) for roles in their organisations and contact those Users.
2.8 Charity/Charities: the organisation(s) which, at any one time, are featured on the Site and may be selected by Users to be supported financially through the allocation of a proportion of the fee revenue associated with that User.
2.9 Sign Up Process: the process by which Users may create a GradList Account, by providing information to GradList through the Site
2.10 Account: the totality of the information provided by a User which relates to that User.
2.11 Personal Details: includes but not limited to User’s name, email address and date of birth
2.12 Other User Information: information provided to GradList by the User through the Sign Up Process which is required in order to create a GradList Account. Includes but is not limited to university name; degree level; degree subject; degree grade; public examination grades; previous work experience; career preferences; ethnic background; language skills; gender.
3. Framework information
4. User Obligations
4.1 Users agree to provide GradList with information which is entirely accurate and truthful. They will not, under any circumstances, provide information which is either incorrect or misleading.
4.2 Users agree only to provide information of which they are the rightful owner and which they are within their rights to divulge. Users understand that it is their responsibility to ensure that this is the case and accept full liability for any damage or loss suffered by any parties should this obligation not be adhered to.
4.3 Users understand and accept that it is their responsibility to ensure that their details on their Account are kept up to date. This can be achieved by logging in via the home page of the Site.
4.4 While GradList very much hopes that Users will find the Service for Users beneficial, Users accept that the creation of an Account on the Site is no guarantee of any of: receiving messages or information from Employers; gaining a job offer; donations being made to their selected Charity.
4.5 While GradList will make every effort to ensure that only reputable and honest employers are able to use the Service for Employers, Users accept that GradList accepts no liability for damages or loss caused by the actions of the Employers who use the Service for Employers.
4.6.1 Remove the Users Account from the Site and refuse the User further access to the Site or services provided by GradList and/or;
4.6.2 Take legal action
5.1 Users may not, for business or commercial ends, reproduce material on the Site. Users are granted a non-exclusive right to use the Site. Users accept that GradList is the sole proprietor of all material and content on the Site and has all intellectual property rights with regard to the Site
5.2 Access to the Site is granted on a temporary basis only and GradList reserves the right to deny access to any individual at any time without notice and without specifying any reason for doing so.
5.3 Should for any reason, the Site not be available to individuals or all Users, GradList will be held entirely harmless.
5.4 For every individual (the Referee) you refer to GradList and where GradList subsequently receives placement fees as a result of the Referee entering employment with a client of GradList, you and the Referee shall, together, be entitled to vouchers of the value of £100 (the Referral Reward). The nature of the vouchers shall be determined by GradList. In order to claim your Referral Reward, you must notify GradList of the employment of the Referee by a GradList client, as a result of an introduction through GradList, within 30 days of the Referee’s first day of employment. The Referee must have entered your name on the Site during the Sign Up Process; without this, you shall not be eligible for a Referral Reward. Upon confirmation by GradList that the successful Referee did indeed enter your name during the Sign Up Process and are now in permanent employment with a Client of GradList for which GradList has fees payable, GradList shall send you the Referral Reward within 80 days of receiving the relevant fees from their client. No reward shall be receivable by you if the referred individual leaves their new role within 70 days. There is no limit to the number of introductions you may make.
6. Limitation of Liability
6.2 GradList accepts no liability for information provided on the Site which is out of date or inaccurate.
6.3 Under no circumstances shall GradList be liable to any Users or User. Users agree to hold GradList entirely harmless with respect to any actions which may be undertaken or any demands/claims made. This includes, but is not limited to, legal fees incurred.
7.2 GradList reserves the right to make any changes to the Site it sees fit, without notification to any Users