1. Who We Are
The Smart Job Club (“we”, “us”, “our”) is a service operated by Sofcomit Limited, a company registered in England and Wales with company number 03794977 Our registered office is 72 North Lodge Drive, Papworth Everard, Cambridge, CB23 3NY
We are the “data controller” for the purposes of the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). This means we are responsible for deciding how we hold and use your personal information.
2. The Purpose of This Policy
This policy explains how we collect, use, and protect your personal data when you use the Smart Job Club. It is important that you read this policy so that you are fully aware of how and why we are using your data.
3. The Data We Collect About You
We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:
I. Identity Data: Name, username or similar identifier, title, date of birth, gender.
II. Contact Data: Email address, telephone number, home address.
III. Profile Data: Your username and password, job preferences, skills, experience, education history, CV/resume, cover letters, salary expectations, references, feedback and survey responses.
IV. Job Application Data: Details of jobs you have applied for, application history, and communications with employers through our portal.
V. Technical Data: Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
VI. Usage Data: Information about how you use our website and services.
VII. Marketing and Communications Data: Your preferences in receiving marketing from us and our third parties and your communication preferences.
We do not routinely collect any Special Category Data (such as details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). We advise you not to include such information in your CV or profile unless it is directly relevant to a job application, and you explicitly consent to its processing for that specific purpose.
4. How We Collect Your Data
We use different methods to collect data from and about you, including:
I. Direct Interactions: You provide us with your data by filling in forms on our portal, creating a profile, applying for jobs, or by corresponding with us by post, phone, email, or otherwise.
II. Automated Technologies or Interactions: As you interact with our website, we may automatically collect Technical and Usage Data about your equipment, browsing actions and patterns. We collect this data by using cookies, server logs, and other similar technologies. Please see our [Cookie Policy] for further details.
III. Third Parties or Publicly Available Sources: We may receive personal data about you from various third parties, such as:
IV. – Recruitment agencies you have registered with.
– Employers who you have applied to through our portal.
– Analytics providers (such as Google) based outside the UK.
– Technical Data from providers of technical, payment, and delivery services.
5. How We Use Your Data (Our Lawful Bases)
We will only use your personal data when the law allows us to. Most commonly, we will use your data in the following circumstances:
I. To perform a contract with you (e.g., to provide you with the job portal services, to match you with potential employers, and to facilitate the job application process).
II. For our legitimate interests (e.g., to administer and protect our business and this website, for data analysis, to improve our website and services, and for marketing purposes to grow our business). We always ensure we consider and balance any potential impact on you and your rights.
III. To comply with a legal obligation (e.g., to comply with HMRC or other regulatory requirements).
IV. With your explicit consent. Where we rely on consent, you have the right to withdraw that consent at any time by contacting us.
Below is a list describing all the ways we plan to use your personal data and the legal bases we rely on to do so.
I. To register you as a new user and create your profile | Identity, Contact, Profile | Performance of a contract with you
II. To match your profile with job opportunities and allow employers to find you | Identity, Contact, Profile, Job Application | Performance of a contract; Legitimate interests (to provide our core service)
III. To manage the job application process, including sharing your CV with employers | Identity, Contact, Profile, Job Application | Performance of a contract; Consent (for sensitive data)
IV. To manage our relationship with you (e.g., notifying you of changes to our policy) | Identity, Contact, Profile, Marketing | Performance of a contract; Legal obligation
V. To administer and protect our business and this website (including troubleshooting, data analysis, testing) | Identity, Contact, Technical | Legitimate interests (for running our business, network security)
VI. To use data analytics to improve our website, services, and user experience | Technical, Usage | Legitimate interests (to define types of users, keep our website updated)
VII. To send you marketing communications about relevant services and opportunities (where you have not opted out) | Identity, Contact, Profile, Marketing | Legitimate interests or Consent
6. Data Sharing and Transfers
We may share your personal data with the following parties:
I. Employers: Your profile, Job description, and application data will be shared with potential Job Seekers who use our portal to find roles.
II. Job Seekers: Your profile, CV, and application data will be shared with potential Employers who use our portal to advertise roles.
III. Service Providers: Third-party vendors who provide IT, system administration, hosting, recruitment and support services.
IV. HM Revenue & Customs, regulators, and other authorities: Where required by law.
Some of our external third parties are based outside the UK. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by using specific approved contracts (UK International Data Transfer Agreement) or other legally approved mechanisms.
7. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. Access to your personal data is limited to employees, agents, job seekers, and other third parties who have a business need to know.
8. Data Retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.
To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and whether we can achieve those purposes through other means.
Inactive user accounts are typically deleted after 6 months of inactivity.
9. Your Legal Rights
Under the UK GDPR, you have the right to:
I. Request access to your personal data (a “data subject access request”).
II. Request correction of the personal data that we hold about you.
III. Request erasure of your personal data.
IV. Object to processing of your personal data.
V. Request restriction of processing your personal data.
VI. Request the transfer of your personal data to you or a third party.
VII. Withdraw consent at any time where we are relying on consent to process your personal data.
VIII. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.
To exercise any of these rights, please contact us at: Information@smaresourcesolutions.com
10. How to Complain
If you have any concerns about our use of your personal information, you can make a complaint to us at Information@smartresourcesolutions.com
You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO). The ICO’s address is:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO website: [https://www.ico.org.uk](https://www.ico.org.uk)
11. Contact Us
If you have any questions about this privacy policy or our privacy practices, please contact our Data Protection Officer (DPO) at: Information@ smartresourcesolutions.com