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Privacy policy

Use of cookies by Cohort Software

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The table below explains the cookies we use and why.

Cookie

Name

Purpose

Cookie

Necessary

Name

Purpose

Used by the content network, cloudflare, to identify trusted web traffic

Cookie

Necessary

Name

Purpose

Preserves user session state across page requests

Cookie

Preferences

Name

Purpose

Remembers the user's submitted data when a comment is submitted in a blog post. The purpose is to auto-populate form fields for subsequent comments. In order to save time for the user

Cookie

Statistics

Name

Purpose

Used by the social sharing platform AddThis sharing widget

Cookie

Statistics

Name

Purpose

Registers a unique ID that is used to generate statistical data on how the visitor uses the website

Cookie

Statistics

Name

Purpose

Used by Google Analytics to throttle request rate

Cookie

Statistics

Name

Purpose

Registers a unique ID that is used to generate statistical data on how the visitor uses the website

Cookie

Marketing

Name

Purpose

Updates the counter of a website's social sharing features

Cookie

Marketing

Name

Purpose

Ensures that the updated counter is displayed to the user if a page is shared with the social sharing service, AddThis

Cookie

Marketing

Name

Purpose

Preserves users states across page requests

Cookie

Marketing

Name

Purpose

Used by the social sharing platform AddThis

Cookie

Marketing

Name

Purpose

Used by the social sharing platform AddThis

Cookie

Marketing

Name

Purpose

Used by the social sharing platform AddThis

Cookie

Marketing

Name

Purpose

Used by the social sharing platform AddThis to keep a record of parts of the site that has been visited in order to recommend other parts of the site

Cookie

Marketing

Name

Purpose

Keeps track of expiry dates of other cookies used by the social sharing platform

Cookie

Marketing

Name

Purpose

Geolocation, which is used to help providers determine how users who share information with each other are geographically located

Cookie

Marketing

Name

Purpose

Used for tracking purposes, and sets third-party cookies for redundancy. Using first-party and third-party cookies together is standard in the marketing automation industry

Cookie

Marketing

Name

Purpose

Creates a machine generated user ID. AddThis, which is owned by Clearspring Technologies, uses the user ID to make it possible for the user to share content across social networks and provide detailed statistics to various providers

Cookie

Marketing

Name

Purpose

Detects how often the social sharing service, AddThis, encounters the same user

Cookie

Marketing

Name

Purpose

Used by the social sharing platform AddThis

Cookie

Marketing

Name

Purpose

Registers the user's sharing of content via social media

Cookie

Marketing

Name

Purpose

Saves a Zopim Live Chat ID that recognises a device between visits during a chat session

Cookie

*Unclassified

Name

Purpose

Not yet classified

Cookie

*Unclassified

Name

Purpose

Not yet classified

Cookie

*Unclassified

Name

Purpose

Not yet classified

*Unclassified cookies are cookies that are in the process of classifying, together with the providers of individual cookies

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

Privacy notice

How we use your information

This privacy notice tells you what to expect when Cohort Software collects personal information. It applies to information we collect about:

  1. Visitors to our website
  2. Complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry
  3. People who use our services
  4. Job applicants and our current and former employees.

1. Visitors to our website

When someone visits www.cohort-software.com 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. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Search Engine
Our website search engine is powered by Google. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Cohort Software or any third party.

Security and performance
Cohort Software uses a third-party service to help maintain the security and performance of our website Traffic. To deliver this service it processes the IP addresses of visitors to the Cohort software website.

WordPress
We use a standard WordPress service to collect anonymous information about users activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.

2. Complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry

When we receive a complaint from a client, we make up a file containing the details of the complaint as part of our ISO 27001 process and procedure. This normally contains the identity of the complainant and name of the organisation.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do NOT compile and publish statistics showing information like the number of complaints we receive and from whom.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for x years from closure. 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.

3. Organisations who use our services

Cohort Software offers its Cohort Occupational software and professional services to a variety of market sectors across the UK, Europe, Middle East, Australia and New Zealand. We also use a third party Blue-chip engineering to deliver and provide our Cohort hosted service, but they do not have access to your data and the personal information contained within it. Blue-chip for this service are data processors.

Data processors are third parties who provide elements of our service for us. We have contracts in place with our data processors. This means that they cannot do anything with your information unless we have instructed them to do it. They will not share any information with any organisation including Cohort Software. They will hold it securely and retain it for the period we instruct and as part of your contract.

People who contact us via social media

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution with regards to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as telephone or email.

People who call our helpline

When you call the Cohort Software helpline we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency, auditability and effectiveness.

People who email us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

4. Job applicants and our current and former employees.

Cohort Software is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at +44 (0)121 233 3100

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of 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. 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.

Application stage

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 managers will have access to all of this information.

Shortlisting

Our hiring managers shortlist applications for interview.

Assessments

We might ask you to; complete tests 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. This information is held by Cohort Software.
If you are unsuccessful following assessment for the position, we may ask to retain your details 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.

Conditional offer

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 qualifications – You will be asked to supply copies of proof.
  • We will contact your referees, using the details you provide in your application, directly to obtain references. This may be done by Cohort Software or through a data processor (please see below).
  • 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

Post start date

Some roles require a higher level of security clearance. If this is the case, then you will be asked to submit information via a questionnaire as part of this vetting process to the Warwickshire Police vetting service who are the data controller for this information.
Warwickshire vetting service will tell us whether your application is successful or not. If it is unsuccessful, we will be told the reason(s) why but we might need to review your suitability for the role or how you perform your duties.

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.

For some vacancies, we sometimes advertise through Swindale Parcs or Lord recruitment. They will collect the application information and might ask you to complete a work preference questionnaire which is used to assess your suitability for the role you have applied for, the results of which are assessed by recruiters. Information collected by will be retained for 12 months following the end of our agreement.

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.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

Vacancy Filler will provide us with management information about our recruitment campaigns. This is anonymised information which tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates, equal opportunities information for monitoring purposes. This anonymised information will be retained for 6 years from the end of the campaign.

How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

Your rights

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.

Complaints or queries

Cohort Software tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of ICO’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

Cohort Software Ltd
2 Brunswick Square
Eleven Brindley Place
2 Brunswick Square
B1 2LP

Access to personal information

Cohort Software tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to Cohort Software for any personal information we may hold you need to put the request in writing addressing it to our Information Governance department, or writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Information Governance department.

Cohort Software Ltd
2 Brunswick Square
Eleven Brindley Place
2 Brunswick Square
B1 2LP

Disclosure of personal information

In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.

You can also get further information on:

  • agreements we have with other organisations for sharing information;
  • circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
  • our instructions to staff on how to collect, use and delete personal data; and
  • how we check that the information we hold is accurate and up to date.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 24 November 2017.

How to contact us

If you want to request information about our privacy policy you can email us or write to:

Information Governance department

Cohort Software Ltd
2 Brunswick Square
Eleven Brindley Place
2 Brunswick Square
B1 2LP

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