Privacy Policy Employer

Effective Date: 3^rd March 2025

1. Information We Collect

We collect the following types of information:

• Employer Data: Includes company name, employer email, job position details, and contact information.
• Usage Data: Information related to how employers interact with the platform, including system logs.
• 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.

2. 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 Provide the Right to Work Check Service: We use your information to assist in verifying a candidate's eligibility to work in the UK as part of the verification process.
• To Communicate with You: We may use your contact information to send you updates regarding the status of the candidate's right-to-work check, notifications, or other important information related to the app.
• To Improve the App: We analyze usage data to improve our app's functionality, user experience, and performance.

3. Consent & Data Collection

We obtain explicit consent at the time of user registration on both the employer and candidate applications. If there are changes to the policy, users are notified and prompted to accept the new terms through in-app notifications and via email.

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 Candidate (When Authorized): Your verification status and results may be shared with your candidate as part of the employer-candidate relationship.
• As Required by Law: We may share your information to comply with legal obligations, government requests, or in connection with legal proceedings.

5. 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.

6. Data Retention

We retain personal information for 2 years 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.

7. 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.
• 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.

8. 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.

All employer data is securely stored, and our secure cloud storage complies with Cyber Essentials certification.

9. Third-Party Services

The app integrates with third-party services such as iProov and Microblink for verification purposes. These services have their own privacy policies, and we encourage you to review them:

• iProov Privacy Policy
• Microblink Privacy Policy

We are not responsible for the privacy practices of these third-party providers.

10. 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.

11. 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.

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.

12. Business Model & Monetisation Statement

Employers purchase plan-based right-to-work check packages with predefined check limits or expiry periods. No recurring subscription fees are charged unless explicitly purchased by the employer.

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."

Version Control

This policy is reviewed periodically, and the latest version will always be available on our website.

Version History