Privacy Notice

1. INTRODUCTION

Occumi is a trading name of OCCUMI LTD who are registered in England & Wales No. 10921919. We are committed to protecting the privacy and security of your personal information. We take care to protect the privacy of users of our services that communicate online with us through our mobile applications, websites and social media platforms.

We have therefore developed this privacy policy to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information. We may change this policy from time to time by updating this page.

2. THE INFORMATION WE COLLECT ON OUR WEBSITE

We only collect information that we know we will genuinely use and in accordance with the General Data Protection Regulation (GDPR). The type of information that we will collect on you, and you may voluntarily provide to us on this website includes:

• Your name
• Your IP address at the time you submitted information
• The time and date of when you submitted information
• The corresponding statement(s) that you consented to
• Your “Right to Work” status
• Whether you are of the Legal Working Age
• Whether you are currently studying
• The year that you will finish your current educational qualification/ the year that you finished your most recent educational qualification.
• Whether you have any special requirements which may impact employment
• Details on which qualifications you have attained
• Details on work placements you have completed, and your employment history
• ( Optional ) Gender
• ( Optional ) Ethnicity
• ( Optional ) Sexuality
• ( Optional ) Disability/ special requirements
• ( Optional ) Postcode
• ( Optional ) Date of Birth
• A copy of your Curriculum Vitae (CV)*
• A copy of your Cover Letter*

*The CV and/or Cover Letter submitted to Occumi may contain personally identifiable information. This information is submitted at the users discretion.

Any information listed above and not explicitly marked as “Optional” is stored in a candidate data profile within our database.

Optional data is anonymised and neither Occumi, or the company to which you are applying to work for, will be able to link any of this information to your profile.

We may, in further dealings with you, extend this information to include your purchases, services used, and subscriptions, records of conversations and agreements and payment transactions.

• You are under no statutory or contractual requirement or obligation to provide us with your personal information; however, we require at least the information above which is not explicitly marked as “Optional” in order for us to deal with you as a service user in an efficient and effective manner.

Your data will be able to be accessed by the following parties:

• Occumi’s employees
• Occumi’s Web Development partner (the company that maintains the website)
• Occumi’s Education/ Charity Client (the educational institution or charity body that is associated with a user’s account)
• Occumi’s Business Client (the company listing the job vacancy or the company offering a job opportunity)

The legal basis for processing your data is based on your specific consent that we will have requested at the point the information was initially provided, therefore we will not store, process or transfer your data outside the parties detailed above unless we have an appropriate lawful reason to do so.

Contact Form

A primary instance where our website will ask you for personally identifiable information is our contact form. The contact form specifically, is powered by a popular WordPress plugin called Contact Form 7. Upon completing your information, you will be asked to consent to our data processing policy which is outlined within this document.

Once submitted, your information will be processed and forwarded to us within a single email sent by the website application. Your information will not be stored within the website application’s database.

3. HOW WE USE YOUR INFORMATION

We use the information you provide in the following ways:

1. We use your personal information to create a profile that is then passed onto the company you are applying to work for. These details allow the company to contact you about your application.
2. We use your education and work experience information to identify your transferable skills, and create your personalised skills dashboard .
3. We use your education and work experience information to identify your top 5 transferable skills, which we then pass on to the company you are applying to work for.
4. We use your education and work experience information to identify your top 5 transferable skills. If you opt in to receive job opportunities, we may contact you with opportunities that match your top 5 transferable skills. These opportunities may be from Occumi’s Business clients, Occumi’s Educational/ Charity clients, or from the Occumi team.
5. We use all of the information you provide to inform our anonymous analytics which are used for Equal Opportunities purposes, for determining the demographics of applicants applying for a role, to determine the demographics of users within and across education and charity institutions, and to improve our client’s recruitment processes.
6. To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
7. Make available our products and services to you;
8. For statistical analysis and to get feedback from you about our products, websites, mobile apps, and other services and activities. For example, occasionally we may invite you to review a product or service you’ve bought or used from us. If we do, it’s possible that we’ll use independent research and feedback providers to act on our behalf;
9. To power our security measures and services so you can safely access our website and mobile apps;
10. Help us understand more about you as a customer, the products and services you consume, so we can serve you better;
11. Contact you about products and services from us;
12. Help answer your questions and solve any issues you have.

Additionally, your qualifications and work experience will be used by the Occumi algorithm to determine your skills.

4. WHO WE MIGHT SHARE YOUR INFORMATION WITH

We may share your personal data with other organisations in the following circumstances:

• If you submit a job application through our service, we will share your candidate profile (including your qualifications, work history, and any documents you upload) with the employer as is necessary for them to handle your application. Any information previously identified as “Optional” in Section 2 will not be contained as part of this profile, but may be shared separately as part of an anonymised dataset for Equal Opportunities purposes, for determining demographics of applicants applying for a role.
• If you opt-in to receive personalised opportunities (e.g. job advertisements) from third-parties based on a User’s transferable skills. We may share your top 5 transferable skills, Educational qualifications and/or work experience with the third party company.
• If the law or a public authority says we must share the personal data;
• If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk); or
• From time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. However, all the information we share will be collected and anonymised, so neither you nor any of your devices can be identified from it.

5. YOUR RIGHTS OVER YOUR INFORMATION

Right to Access Your Personal Information

You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 30 days from when your identity has been confirmed.

We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information. 

If you would like to request Subject Access Request, please contact Joe Shepherd (Joe.Shepherd@Occumi.com) or Josh Clarke (Josh.Clarke@Occumi.com).

Right to Stop or Limit Our Processing of Your Data

You have the right to object to us processing your personal information if we are not entitled to use it any more, to have your information deleted if we are keeping it too long or have its processing restricted in certain circumstances.

For more information about your privacy rights

The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly.

You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.

If you would like to exercise any of these above rights, please contact us via the details listed at the very end of this policy.

6. HOW LONG WE KEEP YOUR INFORMATION FOR

We retain a record of your personal information in order to provide you with a high quality and consistent service. We will retain your personal information in accordance with the General Data Protection Regulation (GDPR). We will never retain your personal information for longer than one year but we will permanently retain anonymised insights from your application, this information will not be linked to your personal information or traceable to you.

7. YOUR DATA AND SOCIAL NETWORKS

When using this website, you may be able to share information through social networks like Facebook, Twitter, and LinkedIn. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.

8. SECURITY

Data security is of great importance to Occumi and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.

We take security measures to protect your information including:

Physical & Managerial Security Procedures

• Limiting access to our buildings to those that we believe are entitled to be there (by use of passes, key card access and other related technologies);
• Implementing access controls to our information technology
• We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, offices and stores.
• Never asking you to disclose your own passwords,
• Advising you never to enter your account number or password into an email or after following a link from an email.

Website Application and Hosting Security Procedures

• HTTPS – This website is secured via Hyper Text Transfer Protocol Secure (HTTPS). It means all communications between your browser and this website are securely encrypted. This means that even if somebody managed to intercept the connection, they would not be able to decrypt any of the data which passes between you and the website.
• Secure Update Process – Inline with the security processes of our website development partner agency, this website application’s code-base is administered and updated via a password and FTP free process. All code-changes are deployed via a secure process that does not rely on the storage and visible access of passwords.
• Two Factor Authentication – Where possible, the administration interface to this website application and any personally identifiable information herein, is secured behind a two factor authentication login to all staff who have access to it. Additionally, our website development agency can only access the same interface via their secure Google GSuite accounts and hold no password records for accessing the platform at super-admin level.
• Web Application Maintenance – Our organisation, working in collaboration with our website development agency, regularly monitor the security of this website and consistently update the core CMS platform and supporting extensions and plugins.
• Cloudflare – Our website’s DNS is managed through CloudFlare who provide our content delivery network (CDN), DDoS attack mitigation, Internet security and distributed domain name server services.

9. COOKIES USED BY THIS WEBSITE

What are Cookies?

Cookies are small pieces of data, stored in text files that are stored on your computer or other device when a website is loaded within your chosen browser. They are widely used to ‘remember’ you and your preferences, either for a single visit (through a ’session cookie’) or for multiple repeat visits (using a ‘persistent cookie’). They ensure a consistent and efficient experience for visitors, and perform essential functions such as allowing users to register and remain logged in. Cookies may be set by the site that you are visiting (known as ‘first party cookies’), or by other websites who serve up content on that site (‘third party cookies’).

What are ‘Strictly Necessary Cookies’?

These are the cookies that are essential for this website to perform its basic functions. These include those required to allow registered users to authenticate and perform account related functions, as well as to save the contents of virtual ‘carts’ on sites that have an e-commerce functionality.

Strictly Necessary Cookies are highlighted with a double asterisk (**) in the tables below:

Cookies set by WordPress

Cookies set by Google Analytics

Cookies set by CloudFlare

Miscellaneous Cookies

How to change your Cookie preferences

The most popular web browsers typically provide additional tools to users for controlling or restricting cookies on their device.  To find out more about cookies, including how to see what cookies have been set, you can visit www.aboutcookies.org.

Find out how to manage cookies on popular browsers:

• Google Chrome
• Microsoft Edge
• Mozilla Firefox
• Microsoft Internet Explorer
• Opera
• Apple Safari

To find information relating to other browsers, visit the browser developer’s website.

To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.

Thank you for taking the time to read our Privacy Policy.

Occumi

This Policy was last updated on 23rd July 2019