AllHires, Apply4Law and MyLocker – Privacy policy

Who we are and what this statement is for

We are Globe Business Publishing Limited. We’re a UK company, registered number 03205159, and our registered office is St Brides House, 10 Salisbury Square, London, EC4Y 8EH.

We operate the “AllHires”, “Apply4Law” and “MyLocker” services. This statement explains what we do with your personal information when you use one of those services, and how to exercise your rights over it.

If you have questions about this policy, or if you want to exercise your rights, you can contact our data privacy team. The best way to do so is by email to support@allhires.com, but if you prefer you can also write to us at:

Data Privacy Team
Globe Business Media Group
New Hibernia House
Winchester Walk
London Bridge
SE1 9AG

Who is in charge of your information

Because of what we do, this varies depending on the type of information.

User accounts and applications

In order to apply for a role at a particular organisation using our AllHires or Apply4Law service, you will be required to create a user account for that particular organisation. We will process the information you give us as part of (i) setting up your user account for that organisation, and (ii) the applications you are making for positions at that organisation, on behalf of and on the instructions of the organisation you are applying to.

In that instance, we are what the law designates a “data processor” and the organisation you are applying to will be “data controller” of your information. It will always be obvious who they are from the context of your user account and application and once you have completed your application the organisation you are applying to will contact you and provide you with their contact details in case you have any questions. During the application process, you can contact us by using the “help” button; we will assist with your query or put you in touch with the organisation you are applying to if necessary.

The firms and organisations you apply to will have their own privacy policies and you should refer to those for information about how they will treat your information once passed to them. In most cases the firms and organisations you apply to will publish their privacy policies on the application form or on their website. If you are unable to find the organisation’s privacy policy, please contact us and we will put you in touch with them.

MyLocker

In respect of information you choose to store in our MyLocker service, we have agreed with firms and organisations which use MyLocker that we will be the responsible data controller for the “master” copy of your information held in MyLocker, and that they will be the responsible data controller for the copy of it which they receive in your application. You should direct any queries or requests you may have about that “master” copy or the MyLocker service itself to us, using the contact details above. You should direct any queries or requests you may have about individual applications (including their outcome or decisions about them) to the relevant organisation.

Information we collect about you, why we collect it and what we will do with it

User account and application details

We will collect the information that you give us when you set up your user account for a particular organisation, and the information you submit as part of your application for a role at that organisation (such as your contact details, qualifications and personal statements) so that we can process the application you are making using our services.

We will also use that information to operate and give you access to our services, and to communicate with you about your use of them (for example, to give you updates on the progress of applications that you may make, or to send you warnings about closing dates or deadlines). We may also use that information to contact you to let you know about any maintenance issues or downtime warnings in relation to our services. We are doing this on behalf of the organisation you are applying to.

We will not use your contact details for any other purposes, for example we will not market our products or services to you, nor will we provide your contact details to anyone else for that purpose.

MyLocker

We will collect the information that you choose to store in MyLocker (such as your exam results and university qualifications) and we will store it for you for you to add into the applications that you make through our Apply4Law service to the organisationsthat have opted in to the MyLocker service.

When you set up your account on MyLocker through, or link to it from, an existing Lawcareers.net MyLC.N account, your account information will be passed from Lawcareers.net to MyLocker for the purpose of setting up your account. No other information relating to you will be shared between MyLocker and Lawcareers.net.

Where you choose to share your MyLocker information with Lawcareers.net, Lawcareers.net will handle your personal information in accordance with its privacy policy which you can find at: https://www.lawcareers.net/PrivacyPolicy.

How you use the sites

We also gather certain information about how you access and use the sites, such as your IP address, failed log-in attempts, browser version and the pages you access during a session, in order to help us build a general picture about how people use our sites, to track candidates’ journeys to and through our sites, and to identify technical or usability problems with our sites. We do this for two reasons:

  • In order to help us make our services better.
  • So that we can help the firms and organisations that use our service to understand candidate journeys, and monitor things like application drop-out rates.

What will happen to your information, who we will share it with and how decisions are made

Your user account details and applications

When you set up a user account to make an application for a particular organisation through one of our services, we will pass on the details you provide to the organisation that you are applying to, so that they can consider your application internally.

The success or failure of your application is determined by the organisation you are applying to and not by us.

Automatic selection criteria

Some firms set initial sorting criteria (for example, a minimum degree classification or psychometric test results), which we will apply on their behalf. However, the success or failure of your application will not be determined solely by automated criteria applied by us.

Some roles have certain criteria which are set by the firm or by a sponsoring organisation (such as a charity) and which need to be met before you can proceed to filling in an application form. For example, for certain positions it may be a requirement that you are the first generation of your family to have gone to university. If you do not meet these criteria, you will not be able to continue and start an application.

If you want to raise any objections or queries as to the outcome of an application, or being unable to commence an application, on the basis of these criteria, we recommend doing so with the relevant organisation directly, as they will be best placed to consider any extenuating circumstances which you may wish to raise. You can also contact us if needed and we will put you in touch with the relevant organisation.

Applications to firms or offices based outside of the EEA

If you are applying to a organisation, or one of their offices, based outside of the UK or European Economic Area, then depending on their internal arrangements, your application may be sent outside of the UK or European Economic Area for processing. Where your personal data is transferred outside the European Economic Area for this reason, it is done on the basis that the transfer is necessary for performing the contract between us and the organisation you are applying to, and that contract has been concluded in your interests because it enables you to apply for the role with that organisation conveniently online.

Your journey through our service

We will also share information about your journey through our service with the organisation you are applying to through it, so that they can understand and track the effectiveness of their recruitment process.

The legal basis on which we deal with your information

When we process your information in order to create or maintain your user account and process your application on behalf of the organisation you are applying to we do so on the instruction of the organisation that you applying to. You should refer to the firms and organisations you apply to for information about the legal basis on which they hold your information.

When we process your information in order to operate MyLocker, we do so on the basis of your consent.

When we gather statistical information about how you access and use our sites, we do that on the basis of our legitimate interest in gathering usage information to help us to improve our sites and diagnose problems with them.

Keeping your information up to date, and how long we will keep your information for

User accounts and applications

It is your responsibility to ensure that the information you submit as part of setting up your user account for a particular organisation and as part of your application for a role is complete, correct and up to date. A supplementary information tool is available to allow you to supply the organisation you have applied to with any additional information after you have submitted your application.

The period of time for which we will keep information you submit as part of an application will be determined by the organisation you are applying to. You should refer to the firms and organisations you apply to for information about how long your information will be kept.

MyLocker

It is your responsibility to ensure that the information you store in MyLocker is complete, correct and up to date.

We will keep the information you store in MyLocker for as long as you continue to use it, and for 3 years after the date of your last sign in to MyLocker. After that, we will send you one warning message before we delete it.

Your rights and how to exercise them

The law gives you certain rights in respect of the information that we hold about you. Below is a short overview of the most commonly-used rights. It is not a complete, exhaustive statement of your rights in respect of your personal data. The website of the Information Commissioner’s Office (http://www.ico.org.uk) has a wealth of useful information in respect of your rights over your personal data.

If you wish to exercise your rights, the best way to do so is by email to support@allhires.com, but if you prefer you can also write to us at the address above.

Your right to have inaccurate information about you corrected

You have the right to have the information we hold about you corrected if it is factually inaccurate. If you have not submitted an application the easiest way to do that is via the system,. You can also see copies of your submitted applications on our site. Once you have submitted an application, you will need to contact the organisation you have applied to and inform them so that they can correct the copy of it that they hold.

Note that in respect of incorrect information which you submit to the organisation as part of an application, once you have submitted the application such corrections will be recorded by making a note of the error, not by overwriting the wrong information which you submitted. For example, if you submit an incorrect exam result, the original result will be retained and a note added to your application that the mark was subsequently notified to us as being incorrect. We do this in order to preserve the integrity of the application process and to be fair to other candidates.

Your right to withdraw your consent

You have the right to withdraw that consent at any time. You can do that by:

  • Emailing us using the help button on the application pages of our website.
  • Emailing us at support@allhires.com.

If we are doing something with your data on the basis of your consent and you withdraw it, we will stop doing it. That may mean, for instance, that applications then in progress will not proceed. If we have already passed information to a organisation as part of an application, we will tell them that you have withdrawn your consent.

Your right to have your information deleted in some circumstances

In some circumstances, you have the right to require us to delete the information that we hold about you.

In particular, if you withdraw your consent to our processing of your data in MyLocker othen, if we have no other legal basis for continuing to process your data we will delete the relevant data from our systems.

For applications you have already submitted, you should make this request by emailing support@allhires.com who will liaise with the organisation you have applied to. Depending on the stage of your applications at that point, that may result in your applications being withdrawn. The organisation you have applied to will contact you to confirm the outcome of your request.

Your right to a copy of the information we hold about you

With some exceptions designed to protect the rights of others, you have the right to a copy of the personal data that we hold about you, as well as information about what we do with it, who we share it with and how long we will hold it for. We may make a reasonable charge for additional copies of that data beyond the first copy, based on our administrative costs.

Your right to complain to the ICO

You also have the right to lodge a complaint about our handling of your personal information with the Information Commissioner’s Office. You can contact them on 0303 123 1113.