Privacy statement

This privacy statement outlines how Ubeeo protects personal data provided to it, as well as how it collects, uses or shares personal data. This statement applies to all data collection and other data processing activities carried out by Ubeeo.

The following terms are referenced in this privacy policy:

• Ubeeo – any reference to “Ubeeo” (or “our” or “us” or “we”) refers to Ubeeo or Hireserve BV.
• Service – any reference to “Service” or “Services” refers to the use of Ubeeo’s recruitment software.
• Site – any reference to “Site ” refers to Ubeeo’s corporate website (ubeeo.co.uk).
• Platforms – any reference to “Platform” or “Platforms” refers to integrations with Careersite (ats-platform.com) and access to back office systems (admin.ubeeo.co.uk and agency.ubeeo.co.uk).
• Customer – any reference to “Customer” or “Customers” refers to the purchaser of Ubeeo’s Service.
• Candidate – any reference to “Candidate” or “Candidates” refers to visitors to the Careersite websites of Customers who leave behind details via a Ubeeo platform.
• Employee – any reference to “Employee” or “Employees” refers to employees of Ubeeo’s Customers who either have access to an Ubeeo Platform, or who as internal Candidates leave data behind via a Ubeeo Platform.
• Visitor – any reference to “Visitor” or “Visitors” refers to visitors to Ubeeo’s Site.

This statement also describes the choices available to customers regarding the use, access and correction of personal data. The use of the information collected via the Ubeeo platforms is limited to the provision of the service.

Personal data that we process

Ubeeo collects from employees, candidates and visitors the following categories of personal data:

• Personal data – This category includes types of information that identify an individual and their personal characteristics. Examples include names, addresses, job title, employer, contact details, age, gender, date of birth, physical descriptions, identifiers issued by public organisations. We may collect names, email addresses and contact details from visitors who register on our site and users of our platforms.
• Provision of information regarding education and vocational training – This category includes matters related to the education and vocational training of a person. Examples include academic records, qualifications, skills, training records and professional expertise.
• Information about the employment relationship – This category includes matters related to the employment relationship a person has. Examples include employment history and career history.
• Financial details – Included in this category are matters relating to an individual’s financial state of affairs. Examples are income, salary, billing rates, benefits, bank account or other information needed to pay out the wages of an individual. For our customers, data may also include payment processing information, such as their credit card number, bank details and billing address.
• Services provided – Included in this category are types of data relating to services provided. Examples include details of services provided, invoices, agreements and contracts.
• IT information – This category covers any information relating to the use of technology or software by an individual, including IP addresses, any information about the computer or mobile device that an individual uses, location data collected on such devices, connection data, usernames and passwords.
• Special categories – This category includes types of data that are considered sensitive data, personally identifiable information or sensitive personal data under the applicable law. This category of personal data is usually collected in order to comply with legal requirements or to determine eligibility for employment.

  Personal data is collected and used by Ubeeo:

• for legitimate business purposes;
• to comply with contractual and legal obligations;
• for setting up, managing and providing customer services.

Personal data will be used by Ubeeo for the purposes outlined in the Privacy Policy, or for other purposes as notified by Ubeeo, and/or for which Ubeeo has obtained consent with regard to the use or disclosure of the personal data.

More precisely, we only use the personal data collected for the following purposes:

• The Service provided by Ubeeo to its customers;
• Services provided by Ubeeo partners to Ubeeo’s customers;
• Services provided by suppliers to Ubeeo’s customers
• A record of the activity of the customer;
• A record of customer data.
• Management of the accounts of a customer, including payment.
• Responses to service or support requests of a customer.
• For marketing, promotional and sales purposes.
• For data security purposes.
• Ubeeo does not use personal data for the purpose of automated decision-making.

We only share personal data with third parties in the ways described in the Processor Agreements with our customers.

Ubeeo’s employees are trained and bound to a duty of confidentiality and only have access to personal data when necessary.

Ubeeo will not use or disclose personal data, except:

1. if this is necessary to provide the Service to candidates and users of the Service;
2. in accordance with the law;
3. on the grounds of a court order;
4. in connection with cookies from third parties (see cookies);
5. in the case of a merger, acquisition or sale of Ubeeo.

Customers are personally responsible for maintaining the confidentiality and security of their user registration and password.

Customers or visitors to the Site may opt out of receiving sales, promotional or advertising emails from us by selecting the unsubscribe link contained in the message section of all our electronic communications. Customers or visitors to the Site may also email privacy@ubeeo.nl directly to request to be removed from these types of notifications.

We are a service provider to our customers and have no direct relationship with the candidate or any person whose personal data is processed by a customer. If you are a candidate or an individual of one of our customers and no longer wish to be contacted by any person or entity that uses our Service, please contact the customer you are in direct contact with.

Mapping out website traffic

Cookies or similar technologies are used by Ubeeo, its partners and suppliers. These technologies are used to analyse trends, manage the site, track the movements of users around the site and gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies, both individual and aggregated.

Log files: We automatically collect certain information and store this in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, clickstream data, the files viewed on our site (e.g. HTML pages, graphics, etc.) to analyse general trends and to manage the Site. We do, however, link these automatically collected datasets to personal data about you that we may have already stored.

Cookies: We use cookies in order to remember users’ settings (e.g. language preference) and for authentication when you visit the Site or use the Service, as applicable. The following information will help you understand the different types of cookies that are used:

• Strictly necessary cookies are required for the operation of the Site. These comprise, for example, cookies that are necessary for users to create an account or to log in to secure parts of the Site, and cookies that are necessary to display error or success messages to users.
• Session cookies contain encrypted information that allows the system to uniquely identify you while you are logged in. Session cookies only exist for the duration of an online session. They disappear from the computer when you close the browser software or turn off the computer. This information enables Ubeeo to process transactions and handle queries. Session cookies help us make sure you are who you say you are after you log in and you need to use the Ubeeo application.
• Permanent cookies that only Ubeeo can read and use, to establish that you are a Ubeeo customer or a visitor who has registered, to identify and maintain preferences such as language, country and the last check-out, or to receive certain types of content. Permanent cookies remain on the computer after you close the browser or turn off the computer. They contain information such as a unique identification code for the browser. We take great care to ensure the security and confidentiality of the information that is stored in permanent cookies. For example, we do not store account numbers or passwords in permanent cookies. Users or visitors who disable their web browsers from accepting cookies will not be able to use all aspects of our Service.
• Targeting cookies that store the username of a user, the referral user if using the referral network and the referral source to the Site.

Opt-out: You can control the use of cookies at the browser level. If you choose to decline cookies, you will still be able to use our Site, but your ability to use certain features or areas of our Site may be limited. Many browsers make it possible for you to activate a private mode where cookies are always deleted after a visit. Depending on each browser, this private mode may have different names.

Targeted Advertising: We work with third parties to show ads on our Site or to manage our ads on other sites. Our external partners may use cookies or similar technologies to collect information about activity on this Site and other websites to provide you with advertising based on your browsing behaviour and interests. If you do not want this information to be used to show you ads based on your interests, you can opt out by clicking http://preferences-mgr.truste.com (or if you are in the European Union, click or http://www.youronlinechoices.eu). Please note: this does not mean you are opting out of generic ads. You will continue to receive generic ads.

Social Media (features) and Widgets: Our Site includes social media features, such as LinkedIn. These features may collect the IP address, the page you visit on our Site, and may set a cookie to enable the feature to function properly. Social media features are hosted by a third party or directly on our Site. Your interactions with these features are governed by the privacy policy of the company that provides these features.

Viewing, editing or deleting data

Stored by Ubeeo: Ubeeo will, upon request and within 30 days, or as otherwise required by applicable law, provide you with information as to whether we store any of your personal data or process such data on behalf of a third party. Furthermore, Ubeeo will take reasonable steps to enable customers to correct, edit, delete, or receive a copy of their personal data. To request such access, you can contact privacy@ubeeo.nl. In accordance with customer agreements, Ubeeo will provide a copy of the personal data stored by Ubeeo to our customers upon request after the expiry or termination of the customer agreements, unless applicable law stipulates otherwise.

Stored for the customer: Ubeeo acknowledges that you have the right to access personal data and to withdraw consent to use/process personal data. In most cases, Ubeeo has no direct relationship with the individuals whose personal data it processes on behalf of customers. We recommend that a person wishing to access, correct, edit, delete or obtain a copy of personal data should contact the customer of Ubeeo (the data controller). Upon a request from our customer to delete data, we will respond within 30 days or as otherwise required by applicable law. Private individuals can also submit such enquiries or requests directly to Ubeeo free of charge by contacting privacy@ubeeo.nl.

We will retain personal data for as long as the account of a customer is active or for as long as necessary to provide the Service to our customer, as required under customer agreements, and/or as long as Ubeeo needs the personal data to fulfil the purposes for which it initially collected it, unless otherwise required by applicable law or a court order. We also retain this personal data to the extent necessary to comply with our legal and/or contractual obligations, to comply with court orders, to resolve disputes and to enforce our agreements. When the purpose for which Ubeeo processes the personal data has been fulfilled, expired or terminated, Ubeeo will delete or anonymise/de-identify the personal data in accordance with our customer agreements, this Privacy Policy and applicable law. If we cannot delete or anonymise/de-identify personal data, we will inform you of the reasons, subject to legal restrictions, if any.

Security

Ubeeo takes reasonable and appropriate security measures to protect against the loss, misuse and alteration of personal data processed by Ubeeo.

Ubeeo also implements an advanced security method based on dynamic data and encrypted session identifiers, and hosts the Service in a secure server environment that uses a firewall and other advanced technology to protect against outside interference or access.

Lastly, Ubeeo provides individual usernames and passwords that must be entered each time a customer or candidate logs in. These security measures help protect against unauthorised access, maintain the accuracy of data and ensure the proper use of personal data.

Amendments to this privacy policy

We may amend this privacy statement to reflect changes in our information practices that come into force at the time of posting. If we make material changes to this policy, we will notify you here, by email or by a notification through the Service before the changes take effect.

Data protection officers

Ubeeo has appointed a data protection officer, who is responsible for matters relating to privacy and data protection. The data protection officer can be contacted by email at dpo@ubeeo.nl

Any questions or complaints regarding the Ubeeo privacy policy or the processing of personal data can be addressed to privacy@ubeeo.nl. In addition, you have the right to lodge a complaint with the competent authority regarding the processing of location data.