Your Personal Data: A Privacy Notice

Company Information

WorkRef.me is the trading name of Appoyo Limited, whose registered trading address is 30 Clarendon Road, Watford, WD17 1JJ, a company incorporated in England and Wales with registered number 14181290.

Definitions

Employee The individual who is working for a company signed up to WorkRef.me’s application. Within the context of this Privacy Notice, a User may be referred to as ‘you’.

Employer A company or body that uses WorkRef.me to give or review work references for individuals that they employ or might employ.

Your Initial Invitation

An Employer will use WorkRef.me to issue invitations to individuals (data subjects) who work for them, and to whom the Employer wishes to give an online reference. This will invite an individual to access a WorkRef.me account.

At this point, WorkRef.me acts only as a Data Processor for the Employer, who will be the Data Controller. WorkRef.me does not access any of the data subjects’ information, except to send this invitation, on behalf of the Employer.

Becoming a User – What data WorkRef.me will need

When an individual creates a WorkRef.me account, and becomes a Employee, WorkRef.me will be what is known as the ‘Controller’ of the personal data provided to us. Unless otherwise agreed with a User, we will only collect basic personal data, which does not include any special categories of personal information (often known as ‘sensitive personal data’).

This information does, however, include the likes of a Employee’s name, home address, email address, telephone number and other details required for that Employee to log-in to WorkRef.me’s website, and manage their references.

Why we need this data

We need to know basic personal data in order to provide you with WorkRef.me’s service, which requires the creation of a unique user account. Personal information is required to verify identity for security purposes. Initial information from the Employer, including an Employee’s email address will also be necessary to send an invitation to log into an account with WorkRef.me.

In the initial sharing of data from the Employer to issue an invitation to create a WorkRef.me account, the legal basis for processing this data is the Employer’s legitimate business interest. When an individual becomes a WorkRef.me Employee, it is that Employee’s consent, our contractual obligation, and legitimate business interest that form WorkRef.me’s legal basis for processing their personal data, as the Data Controller.

What we will do with your data

All the personal data we hold about a Employee will be processed by our staff in the United Kingdom and Spain. Data will be shared and exchanged with the Employer that a Employee confirms they wish to have a reference created via WorkRef.me.

How an Employee’s personal data is processed by an Employer will be down to that company, and a formal relationship and agreement should already be in place between a Employer and any Employee under their employ.

Please be aware that your information may be stored on a cloud-based system whose servers are located within the European Union.

We take all reasonable steps to ensure that your personal data is processed securely.

Your Payment Card data

It will be necessary to use a payment card (debit or credit) to set up regular payments through WorkRef.me, which will be paid by the Employer or Companies, who wish to use WorkRef.me to review previous references stored for a potential employee.

All card payments are processed using Stripe. WorkRef.me does not store any payment card information. All payment card information that is entered using our website and/or app is sent to Stripe and stored within their servers.

How long we will keep your data

We will retain a User’s personal data if that User has an active WorkRef.me account. Should the account be closed, for any reason, the User’s data will be retained for a period of six years after the point of closure, unless a specific request is received to purge it.

Checking your details

If you wish to verify the details that have been submitted to WorkRef.me, you may do so by contacting us via e-mail or writing to the address given below.

Prevention of Money Laundering

We may use and search the records of credit reference or fraud prevention agencies to check a Employer’s identity, to prevent money laundering, unless that Employer has furnished other satisfactory proof of identity.

What are your rights?

If at any point you believe the information which we process on you is incorrect, you can request to see this information and even have it corrected or deleted. If you wish to object to your data being processed by WorkRef.me, or you would like to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) by contacting them on 0303 123 1113 or visiting ico.org.uk.

Our Data Protection Officer is Roopa Sahota, and you can contact them at dataprotectionofficer(at)socialicity.co.uk.