Tel: 0113 532 3418
2 Station Road
Blue Octopus (“We”) are committed to complying with legal requirements and industry best practices while providing an excellent service and respecting your privacy.
The policies and procedures on this page (together with any other documents referred to) set out the basis on which any personal data we collect from you, or that you provide to us, will be processed.
The policies and procedures on this page apply situations where we are the data controller:
We may act as a data processor when you use the ‘Octo’ ATS website in relation a client on a Platinum licence (formerly known as FirstClass licence) – in such circumstances our behaviour is governed by the terms we have to abide by as the data processor, the policies and procedures of the client; which are available from the client as the data controller. However, in some of these cases we may control the data jointly with our client. In such cases, joint controllers would mutually assist each other with their responsibilities in relation to data processing. You can exercise your rights against either of the joint controllers.
Questions, comments and requests regarding the content of this page are welcomed and should be addressed to email@example.com.
The data controller is:
Blue Octopus Recruitment Limited
43 Park Place
The Data Protection Officer is:
163 City Road, London
(+44) (0)20 3917 4158
The legal basis for the processing of personal data that you provide to us is generally consent. In addition, data may be processed based on our legitimate interests such as recruitment process management, user account management, marketing, fraud prevention and cybersecurity. Such data may include system logs or company-related email addresses
The purpose of processing such data is to support recruitment processes as our core activity.
Data we collect may include your name, contact details, work history, education history, and other information required to make an informed decision on your suitability for the vacancy.
Data is shared with employers owning the vacancy you have applied for. This may involve the use of the recruitment cloud platforms designated by the client. We may share this information for incomplete applications as well as complete applications, or for applications where you’ve expressed an interest but not completed a full application form. Data is processed by our data hosting company (Rackspace), and may be stored with cloud hosting providers (AWS and/or Azure). Data may be shared with additional 3rd party-companies – we’ll contact you before doing so to ensure you consent to this. Your IP address is shared with Google in order to provide analytic services.
Data we explicitly collect is not transferred outside of the UK, either by ourselves or any other company we allow to process your data. Companies we share your IP address with may transfer that information to other counties but it is our understanding that they operate under Standard Contract Clauses.
We hold information we collect for different periods of time depending on the data:
You have a number of rights, guaranteed under law. An overview of these rights is contained in this policy document.
You are legally guaranteed rights as below:
The right to be informed
You must agree to your information to be processed for purposes you are aware of before it can be processed. You can do this by indicating your consent when providing the information.
The right of access
You may request a copy of all personal data we hold on you in our role as data controller. If you have account, you can do this access this information via your profile. If you do not have an account you can do this by sending us an email to firstname.lastname@example.org.
As well as your personal data, we’ll provide you with:
(a) the purposes of the processing;
(b) the categories of personal data concerned;
(c) the recipients or categories of recipient to whom the personal data have been or will be disclosed;
(d) the envisaged period for which the personal data will be stored;
(e) your rights, as laid out in this policy;
(f) the right to lodge a complaint with a supervisory authority;
(g) the source of the data
(h) any automated decision-making in use on your data, including the logic involved, as well as the significance and the envisaged consequences
The right to rectification
You have the right to have your data rectified, for example, if it is incorrect or incomplete. You can exercise this right by logging in to your profile. If you do not have an account or wish to amend other data you can do this by sending an email to email@example.com.
The right to erasure
You may exercise your right to withdraw consent or to request erasure of personal data by logging into your profile and deleting it. If you do not have an account or wish to delete specific data you can do this by sending an email to firstname.lastname@example.org. Please note that the deletion may not affect an ongoing recruitment process where the employer has already received the data as part of the recruitment process.
The right to restrict processing
You can request that we keep your data but do not process it further. You can do this by sending an email to email@example.com.
The right to data portability
You can request a copy of the information you’ve provided to us in a commonly used format. You can exercise this right by logging in to your profile or by sending an email to firstname.lastname@example.org.
The right to object
You have the right to object to the use of your data for direct marketing purposes and profiling, should such profiling take place in the scope of direct marketing or our legitimate interest.
Rights in relation to automated decision making and profiling
You have the right to not be subject to entirely automatic profiling algorithms. If any such algorithms are used you have the right to know details of their operation. You can request information about any automated profiling algorithms by sending email to email@example.com.
Based on the answers you provide in your application form, we may provide automated scoring, which you can use to improve your application. In some cases, for example where you lack the right qualifications or the right to work in the UK, your application may be automatically refused. In such cases, you may request human intervention by emailing us at firstname.lastname@example.org
We may collect information from and process the following data about you:
You do not have to provide this information, any information we do collect, hold or process is done with your consent.
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 site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Uses Made Of the Information
When someone visits www.blueoctopus.co.uk we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our site. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Disclosure of Your Information
We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
We may also disclose your personal information to third parties:
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Manage your Cookie Preferences
Cookies are pieces of data created when you visit a site and are stored in the cookie directory of your hard drive. They do not contain any personal information about you and cannot be used to identify an individual user. They are used to help you when you return to a website.
Cookies information is provided on our homepage once you visit it for the first time.
Blue Octopus uses a number of cookies for various purposes:
For authentication to help protect access to any data you supply or request from us (or our clients).
For maintaining a vacancy shortlist to allow websites visitors to keep a list of vacancies for later references. Vacancies are kept in the shortlist for an indefinite period on your personal device. This is designed to make it easier for users to locate vacancies that are of interest to them.
Blue Octopus uses a third-party service that relies on its own cookies; Google Analytics. Such services are used to track the performance of the website, but please check these third parties’ privacy policies to learn about any further uses by them. You can opt in to these services via the prompt displayed when you visit the website. Once opted-in you can opt-out of these services via the following link; Google. If you have any questions relating to this, please feel free to contact us.
Personal data will only be processed for the specific purposes notified to the data subject when the data was first collected or for any other purposes specifically permitted by the Act. This means that personal data will not be collected for one purpose and then used for another. If it becomes necessary to change the purpose for which the data is processed, the data subject will be informed of the new purpose before any processing occurs. By creating a profile candidates are opting in to being contacted by the data controller or the data processor in relation to vacancies matching their selection criteria. This contact preference can be changed via the profile area of the Octo website. By not creating a profile candidates are opting out of contact not related to the specific vacancy being applied for.
Any member of staff dealing with enquiries from third parties should be careful about disclosing any personal information held by us. In particular they should:
If you are unhappy with the way you have been treated in relation to the data we collect and our processing of it you can raise a complaint with the Information Commissioners Office.
Any changes we may make to this policy will be posted on this page.
This policy is reviewed annually by our board of directors to ensure it is achieving its stated objectives. Changes are updated to this policy will be noted on the Blue Octopus website.
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