Privacy Policy for Candidates

Effective Date: 3^rd March 2025

1. Introduction

At WORKPERMITCLOUD LIMITED ("WPC"), we are committed to protecting candidate data and ensuring compliance with privacy regulations. This Privacy Policy outlines how we collect, process, and use information related to candidates using our right-to-work check services.

2. Information We Collect

We collect the following types of information:

• Personal Information: This includes any information that identifies or can be used to identify you, such as your name, email address, date of birth, and government-issued identification numbers.
• Document and Image Data: When using the document verification feature, we may collect scans of your documents (e.g., passport, visa, right-to-work documents) and facial images for identity verification purposes.
• Device Information: We collect information about the device you use to access the app, such as your IP address, device type, operating system, and app usage data.
• Usage Data: We may collect data on how you interact with the app, including pages visited, features used, and time spent in the app.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Use of Government Open Source Data: We use information collected from the UK government's open-source services for verifying a job applicant's right to work. This includes:
  • Checking a job applicant's right to work through the government service available at https://www.gov.uk/check-job-applicant-right-to-work.
  • Proving your right to work through the government service available at https://www.gov.uk/prove-right-to-work/get-a-share-code-online.
• To Verify Identity and Documents: We use third-party services like iProov, Mindee, and Microblink to verify your identity and document authenticity. These services help ensure that the documents you submit are valid and that your identity can be confirmed.
• To Provide the Right to Work Check Service: Your personal information is used to confirm your eligibility to work in the UK as part of our verification process.
• To Communicate with You: We may use your contact information to send you updates regarding your verification status, notifications, or other important information related to the app.
• To Improve the App: We analyse usage data to improve our app's functionality, user experience, and performance.

4. How We Share Your Information

We do not sell or rent your personal information to third parties. However, we may share your information in the following situations:

• With Third-Party Verification Services: We share certain personal information (e.g., document scans, facial images) with iProov, Microblink, Mindee, and other service providers for the purposes of verifying your identity and right-to-work documents.
• With Employers (When Authorized): If you are using the app as part of an employer's Right to Work Check, your verification status and results may be shared with your employer.
• As Required by Law: We may share your information to comply with legal obligations, government requests, or in connection with legal proceedings.

5. Data Retention

We retain personal information for 2 years, which is necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. If you would like to request the deletion of your data, please contact us at rtwcheck@workpermitcloud.co.uk, or you can delete it yourself from your app.

6. Your Data Protection Rights

Depending on your location, you may have the following rights under applicable data protection laws:

• Access: You have the right to request a copy of the personal information we hold about you.
• Correction: You can request that we correct any inaccuracies in your personal information.
• Deletion: You can request that we delete your personal information, subject to certain legal obligations, or you can delete it yourself from your app.
• Objection: You may object to the processing of your personal data under certain circumstances.

To exercise any of these rights, please contact us at rtwcheck@workpermitcloud.co.uk.

7. Security of Your Information

We use industry-standard security measures to protect your personal information. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

• eVisa OTPs and share codes are securely stored and only used for verification purposes.
• Access to candidate data is strictly controlled and limited to authorized personnel.

8. Two-Factor Authentication (2FA)

We have implemented Two-Factor Authentication (2FA) to enhance the security of your account. This feature requires you to verify your identity using a secondary method, such as a code sent to your registered mobile number or email address, in addition to your password. By enabling 2FA, you consent to the collection and use of your contact details (e.g., phone number or email) solely for authentication purposes.

9. eVisa Verification and Use of OTP

As part of the eVisa verification process, you may be required to use a One-Time Password (OTP) sent by the UK government to your registered mobile number. This OTP is necessary to obtain a share code, which verifies your right-to-work status. By using our services, you consent to:

• The collection and use of your contact details for receiving the government-issued OTP.
• The processing of data associated with the OTP and share code strictly for the purpose of right-to-work verification.
• eVisa OTPs and share codes are securely stored and only used for verification purposes.

Data Security: All data related to 2FA and eVisa OTP processes are encrypted during transmission and securely stored in compliance with GDPR and the Data Protection Act 2018.

10. Third-Party Services

Our app integrates with third-party services such as iProov, Microblink & Mindee for verification purposes. These third-party services may collect, process, and store information under their own privacy policies:

• iProov Privacy Policy
• Microblink Privacy Policy
• Mindee Privacy Policy

11. No Fees for Candidates

Candidates are not charged for using the right-to-work check service. Employers bear the cost of right-to-work verification.

12. Use of Identity Document Validation Technology (IDVT)

WORKPERMITCLOUD LIMITED (WPC) utilizes Identity Document Validation Technology (IDVT) to verify the authenticity of identity documents provided as part of the right-to-work check process. By using this service, you acknowledge and consent to the verification of your identity document through an automated system.

We may retain relevant personal data solely for the purpose of completing the right-to-work check and ensuring compliance with legal obligations. However, if fraudulent documentation is detected, WPC reserves the right to share this information with the document validation system provider for further analysis and report it to relevant law enforcement bodies such as the police or Immigration Enforcement.

Possession and use of fraudulent documents may constitute an offence under the Identity Documents Act 2010, which can lead to prosecution and imprisonment.

13. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the Last Updated date at the top. You are advised to review this Privacy Policy periodically for any changes.

14. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

WorkPermitCloud Limited

Address: The Gherkin, Level 28, 30 St. Mary Axe, London, England, EC3A 8BF.

Email: rtwcheck@workpermitcloud.co.uk

Company Registration No: 12909694

Disclaimer

This app is not affiliated with, endorsed by, or authorized by any government entity. All services provided within this app, including document verification and right-to-work checks, are based solely on publicly available information and general regulatory guidelines.

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