Last updated: September 2023

Calex UK Limited is a UK based training provider that operates online job portals to accurately match candidates with appropriate apprenticeship programmes delivered by Calex UK on behalf of our clients. More information about Calex can be found on the website: www.calexuk.com

We take data protection very seriously and understand the importance of protecting your privacy and Personal Information. “Personal Information” is information that identifies you as an individual such as your name, date of birth, email address, IP address and CV.

How do we collect information from you?

We collect and use your Personal Information in accordance with our Privacy Policy.

The majority of the Personal Information you provide to us freely when you give us your CV or job cover letter to a job application.

Please do not submit such Personal Information to us if you do not wish us to collect it.

However, please be aware, some Personal Information may include information you voluntarily, but unintentionally provided to us (for example, if you express preferences regarding searches for jobs related to trade unions).

We also collect from:

• our websites (the “Websites”);
• the software applications made available by us for use on or through computers and mobile devices (the “Apps”);
• cookies (“Cookies”);
• publically available information; and
• other tools and applications (our “Online Content”).

What Personal Information do we collect?

Personal Information we collect about you may include the following:

• General identification and contact information: your name; address; email; IP address; telephone details; gender; marital status; family status; date and place of birth;
• Other sensitive information: religious beliefs, or racial or ethical origin, and criminal record.
• Information enabling us to provide services: age, location, whether or not you hold a driving licence that enable identification of job search (for example, post code or job role)
• Statistical information: aggregate statistical information about site visitors and users for internal use and for other lawful purposes. We provide this information to customers, and clients. Where we provide such information we will provide this in an anonymous format and not include any Personal Information.
• Information from Apps: submit comments to the Site, participate in message boards, blogs, send us emails or any other user generated content facility
• Publically available information in relation to professional history: educational background; employment history; skills and experience; professional licenses and affiliations; educational and professional qualifications

What legal basis do we rely on to process your Personal Information?

Legitimate Interest
Calex also processes your data when it is in our legitimate interests to do this and when these interests are not overridden by your data protection rights.

Our legitimate interests include:

• identifying suitable apprenticeship candidates for our clients/employers;
• understanding our customers’ behaviour, activities, preferences, and needs;
• ensuring the security and integrity of our Services and in ensuring that our Websites and Apps operate effectively;
• improving existing products and services and developing new products and services;
• handling customer contacts, queries, complaints or disputes; and
• fulfilling our duties to our customers, colleagues, shareholders and other stakeholders.

The processing is necessary because of a legal obligation that applies

Calex may process your data to comply with our legal and regulatory obligations eg compliance with the Education & Skills Funding Agency (ESFA) apprenticeship Funding Rules

Who do we share your Personal Information with?

Calex may make Personal Information available to:

Employers

In the course of supporting apprenticeship applicants to identify a suitable position, Calex may make their Personal Information available to employers. In the first instance this will be the employer to which the applicant has specifically applied but may also be any other employer who may be seeking an apprentice where the candidate’s preferences match a role that might be available with them.

Our service providers

This includes external third-party service providers, such as accountants, auditors, experts, lawyers and other outside professional advisors; IT systems, support and hosting service providers; printing, advertising, marketing and market research and analysis service providers; document and records management providers; technical engineers; data storage and cloud providers and similar third-party vendors and outsourced service providers that assist us in carrying out business activities.

Governmental authorities and third parties involved in court action

Calex may share Personal Information with governmental or other public authorities (including, but not limited to, workers’ compensation boards, courts, law enforcement, tax authorities and criminal investigations agencies); and third-party civil legal process participants and their accountants, auditors, lawyers and other advisors and representatives as we believe to be necessary or appropriate: (a) to comply with applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce our terms and conditions; (e) to protect our operations or those of any of our group companies; (f) to protect our rights, privacy, safety or property, and that of our group companies, you or others; and (g) to allow us to pursue available remedies or limit our damages.

Other third parties

Occasionally, we may share Personal Information with other third parties. We will always do this under contract and in accordance with your instructions.

How we use Personal Information?

We use Personal Information to do some or all of the following:

• Communicate with you as part of our business;
• Send you important information regarding changes to our policies, other terms and conditions, the Calex Website and App and other administrative information;
• Provide improved quality, training and security and manage other commercial risks;
• Carry out market research and analysis, including satisfaction surveys;
• Personalise your experience on the Calex Website and App by presenting information and advertisements tailored to you;
• Facilitate social media sharing functionality;
• Manage our infrastructure and business operations, and comply with internal policies and procedures, including those relating to auditing; finance and accounting; billing and collections; IT systems; data and website hosting; business continuity; and records, document and print management;
• Resolve complaints, and handle requests for data access or correction;
• Comply with applicable laws and regulatory obligations (including laws outside your country of residence), such as those relating to anti-money laundering and anti-terrorism; comply with legal process; and respond to requests from public and governmental authorities (including those outside your country of residence);
• Establish and defend legal rights; protect our operations or those of any of our group companies or insurance business partners, our rights, privacy, safety or property, and/or that of our group companies, you or others; and pursue available remedies or limit our damages.

International Transfers of Personal Information

Personal Information which you supply to us is generally stored and kept inside the European Economic Area.

However, due to the nature of our global business and the technologies required, your Personal Information may be transferred to third party service providers outside the EEA, in countries where there may be a lower legal level of data protection. In such situations, we transfer the minimum amount of data necessary, anonymise it where possible and enter legal contracts to aim to ensure these third parties handle your Personal Information in accordance with this Privacy Policy and the European levels of data protection.

How can you manage or delete Personal Information?

When you access our websites and recruitment platform online, we store some information about you. This is anonymous and used for statistical purposes.

When you create an account and log-in to your account, it is protected by your password and may only be accessed by you. You can manage the content and information in your account at any time, by logging in.

Your CV can be viewed by Calex only in the first instance until actively shared by us with an employer with whom we are working.

Please note that Calex reserves the right to remove from our database, CVs which include any content that we consider to be illegal or offensive.

You can de-activate or delete your account at any time. To de-activate, please contact us via email.

However, if you would like to permanently delete your account, you can send an email to our Data Protection Officer (DPO) (see below) with the subject line “Permanently delete my information and account”. Please do not forget to tell us who you are.

Security

Calex is committed to keeping your personal data safe and secure from unauthorised access to or unauthorised alterations, disclosure or destruction of information that we hold.

Our security measures include: –

• encryption of our services and data;
• review our information collection, storage and processing practices, including physical security measures;
• restrict access to personal access to personal information to Calex employees, contractors and agents who need to know that information in order to process it for us and who are subject to contractual confidentiality and processing obligations. They may be disciplined or their contract terminated if they fail to meet these obligations; and
• internal policies setting out our data security approach and training for employees.

Additional Web-based Online Services

Online drives

Calex access the following Services for the limited purpose of helping us to manage the services that we provide. This extends to saving a small quantity of the data that we collect to one or more of the following:

• Google Cloud
• OneDrive
• DropBox

Your Rights

You have the following rights:

• the right to ask what personal data that we hold about you at any time;
• the right to ask us to update and correct any out-of-date or incorrect personal data that we hold about you free of charge; and
• the right to opt out of any marketing communications that we may send you.

If you wish to exercise any of the above rights, please contact us using the contact details set out below.

Children and minors

Due to the nature of our job offerings, those between 14 and 18 may use the Services.

Individuals under the age of thirteen (13) are expressly prohibited from using Calex Website and App, unless parental consent is provided and we are notified.

Third Party Privacy Practices

This Privacy Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties to which the Calex website and App link. The inclusion of a link on the Website or App does not imply endorsement of the linked site or service by us.

Please note that we are not responsible for the collection, usage and disclosure policies and practices (including the data security practices) of other organisations or any other software application developer or provider, social media platform, operating system or wireless service provider, or device manufacturer, including any Personal Information you disclose to other organisations through or in connection with the Apps or our Social Media Pages.

Please note that although we require customers who use our services, such as employers seeking to recruit apprentices, to agree to use the information made available solely for recruitment-related purposes, we do not control their use of any information that they have access to as part of receiving our services.

Please be aware your current employer may be a customer of Calex, or a client. Although it is a requirement of our Contract and Terms and Conditions of Calex not to use Personal Information for any purpose other than to obtain a job, we cannot restrict the customers who access profiles on our database and cannot be held responsible for any eventuality.

Who to contact about your Personal Information

The data controller responsible for your information is Calex.

If you have any questions about this policy or our use of your Personal Information you can email or write to the Data Protection Officer, Unit 21, The Quadrant, Barton Lane, Abingdon, OX14 3YS. If you do not think we are handling your Personal Information adequately, you have the right to lodge a complaint with the Information Commissioner’s Office.  Further information, including contact details, are available at https://ico.org.uk.

Changes to Privacy Policy

We review this Privacy Policy regularly and reserve the right to make changes at any time to take account of changes in our business and legal requirements. We will place updates on our website.

Please take a look at the “LAST UPDATED” date at the top of this Privacy Policy to see when it was last revised.

Please also see our GDPR FAQs for more information.