Welcome to Word Monster Limited platform privacy policy.
Word Monster Limited respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data and tell you about your privacy rights as well as how the law protects you.
- Important Information and Who We Are
This privacy policy seeks to give you information regarding how Word Monster Limited collects and processes your personal data through your use of this platform
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
Controller
Word Monster Limited is the data controller and responsible for your personal data (collectively referred to as “Word Monster Limited”, “we”, “our”, or “us” in this privacy policy).
We use Charlie Recruit, an online application provider and applicant tracking system (ATS) for assisting with our recruitment processes. Charlie Recruit process personal information as an independent data Controller; you can find their Privacy Policy by visiting https://www.charliehr.com/privacy
Where you apply for a job opening posted by Us, these Privacy Notice provisions will apply to Our processing of your personal information in addition to Our other Privacy Notice which has been provided to you separately or is available on Our Website.
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO using the details set out below.
Contact Details
All questions, comments and requests regarding this Privacy Notice should be addressed to:
Email Address: jenny.owen@wordmonster.agency
Postal Address: One, St Peter's Road, Maidenhead, SL6 7QU
Telephone Number: 01344 949121
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) – the UK regulator for data protection issues (www.ico.org.uk). However, we would appreciate the chance to address your concerns before you approach the ICO, so please do contact us at the first instance of an issue.
Changes to the Privacy Policy and Your Duty to Inform Us of Changes
We keep our privacy policy under regular review. This version was last updated on 20th February 2022.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
- The Data We Collect About You
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data: includes first name, last name, username or similar identifier, marital status, title or position, date of birth, and gender.
- Contact Data: includes address, private and business email addresses, and telephone numbers.
- Correspondence: If you contact us by email we may keep a copy of the correspondence.
- Eligibility Data: includes right to work information, citizenship, and criminal background checks.
- Technical Data: includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our platform.
- Profile Data includes your username and password, your interests, preferences, feedback, and survey responses.
- Usage Data: includes information about how you use our platform.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Our platform provider Charlie Recruit will also collect, use, store, and share Aggregated Data such as statistical or demographic data. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data is anonymised/ pseudononymised and will not directly or indirectly reveal your identity. For example, we may aggregate your Professional Data to develop analytics with respect to a specific platform feature or component. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
- How Your Personal Data is Collected
We may use different methods to collect data from and about you, including:
- Direct Interactions. You may give us your Identity and Contact Data by filling in forms and fields on our application form, and you may give us your Professional and Eligibility Data in the form of a resume or covering letter. This includes personal data you provide when you apply for a role and provide us with feedback or contact us.
- Third parties or Publicly Available Sources. We may receive personal data about you from various third parties and public sources as set out below:
- Professional Data from professional profiles available in the public domain (for example, LinkedIn, Twitter, or corporate website); and
- Identity and Contact Data from publicly available sources.
- How We Use Your Personal Data
We will only use your personal data where the law permits us to do so. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
Click here to learn more about the types of lawful bases that we will rely on to process your personal data.
Purposes For Which We Will Use Your Personal Data
We use information held about you in the following ways:
- To consider your application in respect of a role for which you have applied.
- To consider your application in respect of other roles.
- To communicate with you in respect of the recruitment process.
- To enhance any information that We receive from you with information obtained from third party data providers.
- To find appropriate candidates to fill Our job openings.
- To help Our service providers (such as Charlie Recruit and its processors and data providers) and Partners (such as the job sites through which you may have applied) improve their services.
Change of Purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to receive an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
- Disclosures of Your Personal Data
We will disclose your personal data to third parties:
- In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
- If we or substantially all of our 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 such an acquisition occurs, then the new owners may use your personal data in the same way as set out in this privacy policy.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation; or to protect the rights, property, or safety of Word Monster Limited, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
The lawful bases for third party processing of your personal data include:
- Their own legitimate business interests in processing your personal data, in most cases to fulfil their internal resourcing needs;
- satisfaction of their contractual obligations to us as our data processor;
- for the purpose of a contract in place or in contemplation;
- to fulfil their legal obligations.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
- International Transfers
The personal data which we collect from you using Charlie Recruit’s Services may be transferred to, and stored at, a destination outside of the UK or European Economic Area (“EEA”). Such personal data may be transferred to third parties outside of the UK or EEA for the purpose of our recruitment services and may also be processed by staff operating outside the UK or EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, our recruitment services and the provision of support services. By submitting your personal data, you agree to this transfer, storage, and/or processing. Whenever we transfer your personal data outside of the UK or EEA, we will take all steps reasonably necessary to ensure that your data is treated securely in accordance with this privacy notice, which includes implementing at least one of the following safeguards:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
- Where we use certain service providers, we may use specific contracts approved for use in the UK and EEA which give personal data the same protection it has in the UK and EEA.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our platform; any transmission is at your own risk.
- Data Security
Your data will be stored on Charlie Recruit’s AWS Servers which are located in the UK. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data in accordance with our instructions and they are subject to a duty of confidentiality.
We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so
- Data Retention
For How Long Will We Use Your Personal Data?
We understand our legal duty to retain accurate data and only retain your personal data for as long as we require it for our legitimate business interests and that you are happy for us to do so. We may retain your personal data for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. We may also retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
- Your Legal Rights
In certain circumstances, you have rights under data protection laws in relation to your personal data which include the right to:
- access to your personal data and to certain other supplementary information that this Privacy Notice is already designed to address
- require Us to correct any mistakes in your information which We hold
- require the erasure of personal data concerning you in certain situations
- receive the personal data concerning you which you have provided to Us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- object at any time to processing of personal data concerning you for direct marketing
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to Our continued processing of your personal data
- otherwise restrict Our processing of your personal data in certain circumstances
- claim compensation for damages caused by Our breach of any data protection laws.
If you wish to exercise any of the rights set out above, please contact us on the details listed above.
