❓ What is this notice all about?
We want to be completely transparent about how we collect and use your personal data and this privacy notice exists to tell you exactly how we do this.
This notice covers the personal data we process when you use our services. Occupop is primarily a Data Processor under data protection law for the service provided to its clients. In limited circumstances where we decide why and how we process personal data, we will act as a Data Controller and these types of data processing are also covered in this notice.
Our privacy notice tells you the journey of your personal data from the moment it enters our systems up until it's time for us to remove it, as well as the various stops it makes along the way.
👇 The different ways we process personal data
- When a company uses Occupop
- 🗂️ What personal data do we collect, why do we collect it, and what legal basis do we rely on?
💡 Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.
Occupop will receive personal data from our customers and will act as a data processor for this. The information collected will be candidate name, email address, phone number, home address, CV data, salary information and other documents related to the job application including identity information or past experiences, messages submitted through the platform and interview schedule. This data is needed to provide our services and will be processed in accordance with our contract with the customer. Phone numbers will also be used to send candidates notifications about their scheduled interviews.
Occupop will only be a controller for the data collected from the company for account management purposes; this would be the name, email address of our main contact and financial details to manage payments. This data is required so we can provide our services to you and manage payments. We will rely on Article 6(1)(b) of the GDPR - Contractual Obligation for this processing.
We will also be a controller for the data collected for customer success purposes. This will be name, email, tickets logged, issues encountered. We need this information to provide a resolution for the issue raised by our customers and rely on Article - 6(1)(f) of the GDPR - Legitimate Interest for this processing.
- 🗺️ Where do we store it?
This information will be stored on several systems, including cloud hosting providers, databases, email delivery systems, customer success tools, payment and invoicing providers and tools used for push notifications.
We use different data processors and suppliers to manage our services. If you would like a complete list of the systems where your data resides, please get in touch.
- ⏲️ How long do we keep it for?
We keep the personal data mentioned for the duration of our customers’ accounts with us and will remove it in line with our agreed contractual terms.
- When we raise awareness about business
- 🗂️ What personal data do we collect, why do we collect it, and what legal basis do we rely on?
💡 Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.
When we rise awareness of our business, we collect work contact details to help with our marketing strategy. We use third party companies to collect lead details such as name, email address, contact details, phone numbers, LinkedIn URLs, company name, notes and will rely on Article 6(1)(f) of the GDPR - Legitimate Interest for this processing.
- 🗺️ Where do we store it?
This information will be stored on several systems, including our CRM, the Occupop platform, video-telephony software programs, call recording tools, cloud computing and collaboration tools.
We use different data processors and suppliers to manage our services. If you would like a complete list of the systems where your data resides, please get in touch.
- ⏲️ How long do we keep it for?
We keep the personal data mentioned until we have an outcome of our sales process and will remove it in line with our retention schedule.
- When you apply for a job with us
- 🗂️ What personal data do we collect, why do we collect it, and what legal basis do we rely on?
💡 Personal data is anything that can identify an individual, either on its own or through combining it with other factors that could eventually identify an individual.
When you apply for a job with us, we will need to collect certain data about you to be able to process your application, such as your personal details, contact details, employment history and any other information you provide to us during the hiring process. The legal basis we rely on for this is Article 6(1)(f) of the GDPR - Legitimate Interests.
- 🗺️ Where do we store it?
This information will be stored on several systems, including on the Occupop platform, interview scheduling tools and tools used for electronic signatures.
We use different data processors and suppliers to manage our services. If you would like a complete list of the systems where your data resides, please get in touch.
- ⏲️ How long do we keep it for?
If you are offered a role at Occupop we will send this data to our internal HR systems. Otherwise, we will retain your details for 6 months and remove them afterwards, in line with statutory retention periods.
- **When you visit our website ****
Our website uses cookies and other similar technologies of which you should be aware.
- 🗂️ What cookies do we collect, why do we collect them, and what legal basis do we rely on?
💡 Cookies are text files placed on your hard drive by a web page server when you visit a website and are saved in your browser's history. They allow the website to recognise your device and store some information about your preferences or past actions. Cookies cannot be used to run programs or deliver viruses to your computer; they are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie.
Below is a list of the cookies we use and the purposes for which they are used:
- Essential cookies
💡 These are essential to the operation of our website and are integral to the functioning of our Website, therefore they cannot be removed.
- Non-essential cookies
💡 These cookies are additional to the the performance of our Website and help us improve the service we provide to you.
When you use our website, the non-essential cookies that can be stored on your device are either first party cookies, which are placed and read by us directly while you are using our website or third party cookies, which are set by other third parties we have partnered with.
- First party cookies
These are third party cookies that enable us to monitor and analyse how visitors use our website and generate statistics based on them.
These cookies can be set by Google Analytics, Hotjar, Hubspot or Intercom.
Google Analytics is a web analysis service provided by Google Inc. (“Google”) which uses the Data collected to track and examine the use of our Website, prepare reports on its activities and share them with other Google services. Google may use the Data collected to contextualise and personalise the ads of its own advertising network.
Hotjar is a technology service that helps us better understand our users’ experience and this enables us to build, maintain and optimise our service with user feedback. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.
Hubspot -
Intercom
- Third party cookies
You should also be aware that there are cookies which are found in other companies' internet tools which we are using to enhance the Website. You will see ‘social buttons’ on the Website, including but not limited to Twitter, YouTube, and Facebook which enable you to share or bookmark certain web pages. These websites have their own cookies, which are controlled by them.
These cookies can be set by Facebook, Twitter and LinkedIn.
📜 What are your rights?
Your personal data is yours and you have rights in relation to it granted by the UK GDPR, which include:
- 📮 The right to be informed
You have the right to be informed about the collection and use of your personal data, the purposes for processing, retention periods for that personal data and who it will be shared with. We have set this information out in this privacy notice.
- 🗝️ The right of access
You have the right to ask us for copies of the data we hold about you. If you ask us, we’ll confirm whether we’re processing your personal information and, if so, provide you with a copy of that personal information (along with certain other details).
- ⛔ The right to object
You have the right to ask us to stop processing your personal information in some circumstances, such as when we are relying on our own (or someone else’s) legitimate interests to process your personal information, when we are processing your personal information for direct marketing or when we are processing your personal information for research.
- 📝 The right to rectification
You have the right to ask us to rectify the personal information you think is inaccurate or to complete information you think is incomplete. When you ask us to rectify your information, if we’ve shared your personal information with others, we’ll let them know about the rectification where possible.
- 🧽 The right to erasure
You have the right to ask us to erase your personal information, in some circumstances, such as where we no longer need it or you withdraw your consent (where applicable).
- 🚫 The right to restrict processing
You have the right to ask us to restrict the processing of your personal information for a period of time in some circumstances, such as where you contest the accuracy of that personal information or object to us processing it. This right is separate from the right to object and will only stop us from using your personal information further, not from processing it. If we’ve shared your personal information with others, we’ll let them know about the restriction where possible.
- ✈️ The right to data portability
You have the right to ask that we transfer the personal information you gave us to another organisation, or to someone else, in some circumstances.
You don't have to pay anything in order to exercise your rights. Please contact us by sending an email to info@Occupop.com if you wish to make a request under your rights; we have a calendar month to get back to you with a response.
💔 How you can complain
If you have any concerns about our use of your personal information, please let us know by:
💡 Emailing us at dataprivacy@occupop.com, or
💡 Writing to us at Occupop, Richview Office Park, 7, Dublin 14, Ireland
If you are not satisfied with our response or you are unhappy with how we have used your data, you can complain to the Data Protection Commission (DPC). You can find the DPC contact details below:
💡 DPC Address: Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland
💡 DPC Website: https://www.dataprotection.ie/
