Privacy notice
How HRSS handles your information
This notice describes what the HRSS platform actually does with the information you give it.
Information we keep
- Account details: your name, email address, mobile number and password (stored only as a secure hash).
- Candidate profile: occupation, skills, work history, availability and the other details you add.
- Documents you upload, such as your CV, passport or certificates, with their verification status and expiry dates.
- Recruitment records: applications, screening results, interviews, offers, travel preparation and employment records.
- Security records: sign-in events and a log of who viewed identified information and when.
Why we use it
- Recruitment profile — HRSS keeps your Workforce Passport and matches you to suitable jobs.
- Sharing with employers — HRSS may share your professional profile with an employer for a specific job. Contact details are not shared without a separate release.
- Contact release after selection — After you are selected, HRSS may give the employer your phone or email when they ask and HRSS approves.
- Job alerts — HRSS may tell you about new matching jobs.
- Travel and deployment — Processing needed to complete visa, medical, emigration and travel steps for an accepted offer.
- Employment records — Records of your employment, contracts and check-ins with the employer who hired you.
Where a purpose depends on your consent, you can give or withdraw consent at any time on the Privacy page of your account. Withdrawing consent for employer submission removes employers' access to your profile.
Who can see it
- HRSS staff see only what their role requires. Identity numbers and medical information are limited to the staff who handle them.
- Employers see your professional profile when HRSS submits you for one of their jobs, your name from the interview stage, and your contact details only through an HRSS-approved request with your consent.
- Original identity documents and CVs are not given to employers. They may see a verification status, or a copy that HRSS has checked and redacted.
- Public job pages never show candidate information.
How it is protected
- Contact details and identity numbers are encrypted in the database.
- Documents are stored outside the public website and opened through short-lived, single-use links tied to your session.
- Sign-in codes are emailed and stored only in a protected form. Employer and staff accounts always use a one-time code.
- Access to identified information and important actions are recorded in audit logs that cannot be edited.
How long we keep it
Your profile is kept while you use HRSS. Records of recruitment, contracts, payments for travel preparation and audit logs may need to be kept after an account is closed, where HRSS is required to keep them or needs them to resolve disputes. A deletion request is assessed against these obligations, and the reply explains what was deleted and what must be kept.
Your requests
Signed-in candidates can download a copy of their data at any time and send a request to correct or delete data, or ask a privacy question, from the Privacy page of their account. HRSS replies within 30 days.
This notice is updated when the platform changes.