Privacy Policy

Workplus cares about your privacy and respects your privacy rights. This Privacy Policy explains how Workplus collects, uses, shares, stores and protects personal data when you use our website, web app, platform, campaigns, events, communications and related services.

This Privacy Policy applies to users of Workplus services, including visitors to our website, Career Explorers, applicants, parents, guardians, teachers, careers advisers and other supporters, employers, employer account users, education providers, delivery partners, event attendees and other organisations or individuals who interact with Workplus.

This Privacy Policy should be read alongside any other privacy notices, service terms, campaign terms, data processing agreements or data sharing agreements that may apply to a specific service.

About Workplus

Workplus is the trading name of Workplus Apprenticeships Ltd, a company registered in Northern Ireland with company number NI660269. Our registered office is Ormeau Baths, 18 Ormeau Avenue, Belfast, Northern Ireland, BT2 8HS.

Workplus Apprenticeships Ltd is responsible for the personal data we process as described in this Privacy Policy. In some circumstances, Workplus may act as an independent controller, a joint controller with an employer or partner, or a processor acting on documented instructions. The relevant role may be set out in the applicable service agreement, campaign terms, data sharing agreement or data processing agreement.

To contact us about this Privacy Policy or your personal data, please email: richard@workplus.app.

Key terms used in this Privacy Policy

Workplus platform means our website, web app, employer portal, applicant or Career Explorer portal, campaign pages, employer profiles, opportunity listings, application tools, dashboards, communications, reporting tools and related digital services.

Career Explorer means an individual who uses Workplus to explore employers, careers, apprenticeships, work experience, placements, jobs, training or other opportunities. A Career Explorer may or may not go on to apply for an opportunity.

Applicant means an individual who applies for an opportunity through Workplus or otherwise submits information to be considered for an opportunity.

Employer means an organisation that uses Workplus to create an employer profile, promote opportunities, receive applications, participate in campaigns or access related services.

Employer user means a person who uses Workplus on behalf of an employer, such as an account administrator, hiring manager, HR contact, marketing contact, mentor or other representative.

Supporter means a parent, guardian, teacher, careers adviser, school representative, community organisation representative or other person who supports a Career Explorer or applicant.

Personal data we collect

Personal data means information about an individual from which that person can be identified. It does not include information where the identity has been removed.

The personal data we collect depends on how you use Workplus.

Website visitors

When you visit our website, we may collect:

• technical data, such as IP address, browser type, device type, operating system, time zone setting, pages viewed and how you interact with the website;

• usage data, such as information about how you use our website and services;

• cookie and analytics data, where permitted by your cookie choices.

Career Explorers and applicants

If you create an account, use the Workplus platform, explore opportunities, attend an event, contact us, use support services or apply for an opportunity, we may collect:

• identity data, such as name, date of birth and, where relevant, gender;

• contact data, such as email address, telephone number and address;

• profile data, such as education history, employment history, interests, skills, qualifications, career preferences, application answers, CV information, eligibility information and other information you choose to provide;

• application data, such as the opportunities you apply for, application responses, status updates, interview or selection information and communications relating to applications;

• usage data, such as how you use the Workplus platform, dashboards, application tools and related services;

• marketing and communications data, such as your preferences for receiving updates from us and your communication preferences;

• support data, such as enquiries, messages, helpdesk interactions, event attendance, application clinic participation or other support interactions.

Some Career Explorers and applicants may use Workplus before they are ready to apply for a role. We may process their personal data to provide career exploration tools, employer information, opportunity updates, event information, support and related services.

Employers and employer users

If you use Workplus on behalf of an employer or other organisation, we may collect:

• identity data, such as your name and role;

• contact data, such as work email address, telephone number and organisation address;

• organisation data, such as employer name, sector, size, location, website, profile information, branding, logos, images, video links, opportunity details and related content;

• account data, such as login details, account permissions, account activity and platform usage;

• communications data, such as emails, meeting notes, support requests, onboarding information, campaign planning information and service correspondence;

• billing and commercial data, where relevant to a paid service;

• usage and analytics data relating to employer account use, opportunity management, application management and campaign performance.

Employers may provide content for public-facing employer profiles, opportunity listings, campaign pages or related marketing and communications. Employers are responsible for ensuring that they have the necessary rights, permissions and consents to provide this content to Workplus.

Parents, guardians, teachers, careers advisers and other supporters

If you interact with Workplus as a supporter of a Career Explorer or applicant, we may collect:

• identity data, such as name and role;

• contact data, such as email address and telephone number;

• organisation data, such as school, college, community organisation or employer name;

• event and communications data, such as event attendance, enquiries, feedback and communication preferences.

We use this information to respond to enquiries, organise events, provide information about opportunities and support young people’s engagement with career and employment pathways.

Events, campaigns and mailing lists

If you register for an event, join a mailing list, attend a webinar, participate in a campaign or ask us to attend an event, we may collect:

• identity data;

• contact data;

• organisation or school information;

• event attendance and participation information;

• marketing and communications preferences;

• feedback and survey responses.

Where you register for a Workplus event or mailing list, we may send you relevant communications. You can unsubscribe from marketing emails at any time using the link in our emails.

Special category data

In some cases, we may ask for optional equal opportunities, diversity, inclusion, accessibility or support-needs information. This may include special category data, such as information relating to health, disability, ethnic origin or other protected characteristics.

We only collect this information where it is relevant, proportionate and clearly explained at the point of collection. We may use it to:

• support reasonable adjustments or accessibility needs;

• monitor inclusion and access to opportunities;

• report in anonymised or aggregated form to employers, funders, partners or stakeholders;

• improve the accessibility and effectiveness of our services;

• comply with legal, contractual or funder requirements where applicable.

We will not share identifiable special category data with employers or other third parties unless this has been clearly explained and there is a lawful basis to do so.

Aggregated and anonymised data

We may create and use aggregated, statistical or anonymised data for reporting, research, funding, evaluation, service improvement, marketing and public-interest purposes. Aggregated or anonymised data does not directly identify you.

For example, we may report on the number of applicants, sectors, locations, schools, application trends, diversity trends, campaign performance or outcomes. Where possible, this reporting will be aggregated or anonymised.

How we collect personal data

We collect personal data in the following ways:

• directly from you when you complete forms, create an account, update a profile, submit an application, upload content, contact us, attend an event, subscribe to updates or communicate with Workplus;

• from employers, schools, colleges, universities, delivery partners, representative bodies or other organisations involved in relevant campaigns or opportunities;

• automatically through cookies, analytics tools, server logs and similar technologies when you use our website or platform;

• from third-party systems used to support our services, such as CRM, email, event, analytics, hosting, database, application, support and communications tools.

Where we need to collect personal data by law or under a contract, and you do not provide that data when requested, we may not be able to provide all or part of the relevant service.

How we use personal data

We use personal data to provide, manage, improve and protect Workplus services. This includes using personal data to:

• operate our website, platform and related services;

• create and manage Career Explorer, applicant, employer and partner accounts;

• enable Career Explorers to explore employers, careers and opportunities;

• enable applicants to apply for opportunities;

• share application information with relevant employers or partners;

• enable employers to create profiles, publish opportunities, manage applications and participate in campaigns;

• provide onboarding, account support, application support, helpdesk support and event support;

• communicate with users about accounts, applications, opportunities, events, campaigns, platform updates, maintenance and service changes;

• manage employer relationships, campaigns, contracts and reporting;

• send marketing, updates and newsletters where permitted;

• run events, webinars, application clinics and outreach activity;

• provide reports and analytics to employers, partners, funders and stakeholders;

• understand and improve the effectiveness of our services;

• monitor usage, security and performance of our website and platform;

• prevent misuse, fraud, unauthorised access or unlawful activity;

• comply with legal, regulatory, contractual and audit obligations;

• manage complaints, disputes and legal claims.

Lawful bases for processing personal data

We only use personal data where the law allows us to. Depending on the purpose, we may rely on one or more of the following lawful bases:

• performance of a contract;

• legitimate interests;

• legal obligation;

• consent;

• explicit consent or another applicable condition for special category data, where required.

Where we rely on legitimate interests, we consider whether our interests are overridden by your rights and freedoms.

Sharing personal data

We may share personal data with third parties where necessary to provide our services, comply with the law, manage our business or protect our rights.

We may share personal data with:

• employers to whom an applicant submits an application or with whom a Career Explorer chooses to engage;

• service providers who support our website, platform, database, hosting, CRM, analytics, marketing, email, event management, support, payment, finance, development, security and communications systems;

• professional advisers such as lawyers, accountants, auditors, insurers, bankers and consultants;

• regulators, public authorities, law enforcement bodies or courts where required by law or necessary to protect our rights, users or services;

• a buyer, investor or successor organisation in the event of a business transfer, restructuring, merger or acquisition.

We require service providers to respect the security of personal data and to process it only for specified purposes and in accordance with our instructions or other appropriate legal arrangements.

Employer use of applicant data

When you apply for an opportunity through Workplus, your application information will be shared with the relevant employer or organisation connected with that opportunity. The employer will use that information to assess your application, communicate with you, manage recruitment or selection processes, keep recruitment records and comply with legal obligations.

Once an employer receives, downloads, copies or otherwise processes your application data outside the Workplus platform, that employer is responsible for its own use of the data. We encourage applicants to read the relevant employer’s own privacy policy.

Where Workplus and an employer jointly determine how applicant data is used for a specific campaign or service, Workplus and the employer may be joint controllers. Where Workplus processes data on behalf of an employer under documented instructions, Workplus may act as processor. The applicable arrangements may be set out in the relevant contract, campaign terms, data sharing agreement or data processing agreement.

Employer profile and opportunity content

Employers may provide organisation profile content, images, logos, video links, opportunity details and other content to be displayed publicly or used in campaigns and communications. Employers should not include personal data in public-facing employer profile content unless this has been agreed with Workplus and the relevant individual has been informed and, where necessary, has given consent.

Marketing

We may send you marketing, newsletters, event invitations, opportunity updates and related communications where permitted by law. You can unsubscribe from marketing emails at any time by using the unsubscribe link in the footer of our emails or by contacting us.

Where you opt out of marketing, we may still send you service communications, such as account updates, application updates, security notices, platform maintenance notices or information required to provide a service you have requested.

Cookies and similar technologies

Our website and platform may use cookies and similar technologies. Some cookies are necessary for the website or platform to function. Optional cookies may help us analyse usage and improve our services. You can manage your cookie preferences through our cookie settings where available.

Children and young people

Some Career Explorers and applicants who use Workplus may be under 18. We aim to provide clear, age-appropriate information about how we use personal data. Where appropriate, we may provide additional information for parents, guardians, teachers or trusted adults to help young people understand how their information is used.

If you are under 18 and are unsure about how your personal data will be used, we encourage you to speak to a parent, guardian, teacher, careers adviser or another trusted adult.

International transfers

Some of our service providers may process personal data outside the United Kingdom. Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with UK data protection law. These may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU Standard Contractual Clauses, the UK-US Data Bridge for certified US organisations, or another lawful transfer mechanism.

Data security

Workplus is committed to protecting personal data. We use appropriate technical and organisational measures to help protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These may include access controls, secure hosting, encryption, security monitoring, staff procedures and supplier controls.

No website, platform or data transmission over the internet can be guaranteed to be completely secure. You are responsible for keeping your login details confidential and for notifying us promptly if you believe your account has been compromised.

Keeping your data up to date

It is important that the personal data we hold is accurate and current. Please keep your account information up to date or contact us if your personal data changes.

Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected. Different retention periods may apply depending on the type of user and the service used.

For example:

• Career Explorer and applicant account data may be retained while the account remains active and for a reasonable period afterwards;

• application records may be retained for a defined period after a campaign or recruitment process ends;

• employer account and contract records may be retained for the duration of the employer relationship and for a period afterwards for legal, finance, audit and service-management purposes;

• event and marketing records may be retained while you remain subscribed or while we have a lawful reason to retain them;

• complaints, disputes, legal and compliance records may be retained for longer where necessary;

• anonymised or aggregated data may be retained indefinitely for research, reporting, evaluation and service improvement.

Where we no longer need personal data, we will delete it, anonymise it or securely archive it in accordance with our data retention procedures.

Your legal rights

Under data protection law, you may have the right to:

• request access to your personal data;

• request correction of inaccurate or incomplete personal data;

• request erasure of your personal data;

• object to processing where we rely on legitimate interests;

• request restriction of processing;

• request transfer of your personal data;

• withdraw consent where we rely on consent;

• complain to the Information Commissioner’s Office.

These rights may be subject to legal limits or exemptions. To exercise your rights, please contact us at richard@workplus.app.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection issues. We would, however, appreciate the opportunity to deal with your concerns first.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. The latest version will be published on our website.