At eXPD8, we’re committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information about people who visit our website, how we use it and how we keep it secure. By using our website, you’re agreeing to be bound by this Policy. All data captured via our website will be used and held in accordance with the requirements of the General Data Protection Regulation 2018.
Who we are
eXPD8 Ltd (“We” or “Us) provide quality field marketing and retail support services to retailers, suppliers and manufacturers across the UK and Ireland. eXPD8 Ltd is part of the IZIT Group which includes eXPD8 Ltd, eXPD8 Ireland, engage, eXPD8 Analytics. The registered address is eXPD8 Ltd, 1BSQ, Brunswick Square, Bristol, BS2 8PE.
How do we collect information from you?
We obtain information about you when you use our website, for example, when you fill out a form to contact us about our services and job vacancies, or if you register to download one of our white papers. We also collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions.
When someone visits www.expd8.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
WordPress – Disqus
We use a third-party service, WordPress.com, to manage our website and publish our blog. We use a network community platform, Disqus, which requires visitors that want to post a comment to enter a name and email address. For more information about how Disqus processes data, please see their privacy notice.
What type of information is collected from you?
The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when.
How is your information used?
We collect information about you to in order to carry out the services required, manage your account and, if you agree, to email you about other products and services we think may be of interest to you. eXPD8 Ltd. will not share your information for marketing purposes with companies outside the IZIT Group.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files and the information relating to a complaint will be retained for two years from closure before being deleted. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not identify any complainants unless the details have already been made public.
Recruitment Data Privacy Statement
What will we do with the information you provide to us?
All of the information you provide during the recruitment process will only be used for the purpose of processing and/or progressing your application, or to fulfil legal or regulatory requirements if necessary. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team and the relevant line manager will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your right to work in the UK – you will be asked to attend our office or meet with a Field Manager (if you are field based) with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office or meet with a Field Manager, with original documents, we will take copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
- Payroll system for processing salary, benefits and absence
- Pension provider for administration of the pension schemes
- Benefit providers where entitled, e.g. life assurance, health cash plans
- Accreditation agencies to enable enrolment for access to stores
- HR consultant who advises on procedures and cases
- Courier companies who send through Points of Sale or other packages to personal addresses.
- IT systems provider for scheduling and management of calls, providing induction, training and accreditation to employees
- IT support / consultants and developers who help support, maintain and develop our IT systems
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign. If there was not a suitable role for you, your details will be kept for 6 months in a resource pool so we can contact you should something suitable arise. Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and/or members of our recruitment team. All of the information gathered during the application process is taken into account. You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing firstname.lastname@example.org
We would like to send you information about products and services of ours and other companies in our group which may be of interest to you. We will not contact you for marketing purposes by email, phone, post or text message unless you have given your prior consent. If you have consented to receive marketing, we will hold your data securely and you may opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes or giving your information to other members of the IZIT Group. eXPD8 Ltd. will not share your information for marketing purposes with companies outside the IZIT Group. If you no longer wish to be contacted for marketing purposes, please contact email@example.com.
Access to your information and correction
The accuracy of your information is important to us. You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at firstname.lastname@example.org, 1BSQ, Brunswick Square, Bristol, BS2 8PE. Please note that we charge a fee of up to £10 for any such request. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.
How to contact us
Any questions regarding this Policy and our privacy practices should be sent by email to email@example.com or call us on 01174 030 405. Alternatively, you can also write to the Data Protection Officer at eXPD8 Ltd, 1BSQ, Brunswick Square, Bristol, BS2 8PE.