This policy sets out the essential details relating to your personal data relationship with Peeple HR Ltd. This policy highlights the types of personal data collected when you use our site and how your personal data is used, shared and protected. It also explains the choices you have relating to your personally identifiable information and how you can contact us regarding your personal data.
Peeple HR Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy policy and for the purpose you specifically requested.
From time to time, we may offer new services which we will update in this policy accordingly.
Who Is Responsible For Processing Of Your Personal Data?
This website is operated by Peeple HR Ltd (C104150) which provides a wide range of Human Resources and People services, such as recruitment (licensed as a recruitment agency), payroll and employee compensation, HR transformation, change and restructuring, agile performance management and bespoke HR services. The company is registered in Malta.
You may contact us by email on [email protected] or by telephone on +356 2133 3004. Our company’s registered address is: Saint James Capua Hospital, George Borg Olivier Street, Sliema. Our company’s correspondence address is Jamesco House, Sqaq iz-Ziemel, New Street of Handaq, Handaq QRM 4003.
You may use the same contacts for issues relating to data protection.
What Personally Identifiable Information Do We Collect And When?
We ask you for certain personally identifiable information through the forms on our website to provide you with the services you request. For example, when you request to receive communications, lodge a query, or specify what type of assistance you require. We will never share your information with a 3rd party without your explicit permission to provide you with access to that service.
Data collected
- Contact details: including name and surname, email, telephone number and physical address which are used for the purposes of contacting you and replying adequately to your queries (legitimate interest).
- Personal preferences:including your marketing and cookie preferences, IP addresses, referrer headers, data identifying your web browser and version, and web beacons and tags.
When interacting with our site, data is automatically collected and shared with us by the technology platforms providing the experience. For example, your web browser or mobile device may share certain data with Peeple HR Ltd as those devices interact with our sites. More information about these practices is included in the Cookies and Pixel Tags section.
We may also ask you to complete surveys that we use for quality purposes.
Identification and Contact Information
When you request services or make enquiries from us through this website’s chat function or other forms of communication, we ask you for identification and contact details such as your name, contact telephone number, email address, depending on the nature of your enquiry and the type of response required.
You may provide contact information if subscribing to newsletters or if you wish to be contacted with service reminders or other periodical informative correspondence.
Sensitive (e.g. Company and Employee) Information
When we provide our services to you, or in preparation for providing you with a proposal or while preparing to quote for or work on a project assigned by your company, we would require from you other information, such as company composition, company turnover, company details, employee information, employee wages and compensation packages, company employee and skills and competency maps, number of employees in various departments, budgets, particularly relevant to employees. We do not collect such information through our website, therefore at the supply of such data or data relevant to the project in hand, further detailed privacy information depending on the instance will be supplied. The data requested will be relevant to the project or task being assigned.
Sensitive information provided to our company will be processed for the reason it would have been collected, as well as to comply will all relevant laws and regulations that that entity would be subject to.
Personal qualifications, experience and related information
If you have an interest in applying for a vacancy, you will be asked to send us an application letter via email or post, including your Curriculum Vitae and potentially other documentation depending on the vacancy. This may include qualification certificates and MQRIC equivalents.
If you apply for a vacancy, the information submitted will be considered by the company in relation to the vacancies the company will be working upon on behalf of its clients.
We document all forms of communication between the data subject and Peeple on the data subject’s record held internally, if relevant. We may make notes on relevant candidates searching for a job, or on employees we are processing as part of payroll services, for example, enabling us to provide better customer-service, legal, compliance, and for regulatory purposes. Such data is only viewed by those employees whose role is relevant.
Why And How We Use Your Personally Identifiable Information?
We process the personal data we collect from you in the following ways:
- To provide the features of the services you request
When you use our site, we will use your data to provide the service you have selected. For example, if you request more information, we will use the contact details you give us to communicate with you.
- To protect our or others’ rights, property or safety
We may also use data about how you use our site to prevent or detect fraud, abuse, illegal uses and violations of our Terms of Use and to comply with court orders, governmental request or applicable law.
- For general research and analysis purposes
We use data about how our visitors use our site and services to understand customer behaviour or preferences.
- Other purposes
We may also use your personal data in other ways and will provide specific notice prior to the time of collection and obtain your consent where necessary.
Tools To Manage The Data We Collect
In many cases, your web browser or mobile device platform will provide additional tools to allow you to control when your device collects or shares particular categories of information. For example, your mobile device or web browser may offer tools to allow you to manage cookie usage or location sharing. We encourage you to familiarise yourself with and use the tools available on your devices.
Data Minimisation
We aim to never collect or store any information that is not required for the delivery of the services to which you subscribe. Any information that we do collect is and will always be explicitly accounted for in this Privacy Policy.
We will take reasonable steps to destroy or de-identify personal information we hold if it is no longer needed for the purposes set out above or required for us to maintain a high level of care, in accordance with EU General Data Protection regulation (GDPR).
Sharing Of Personally Identifiable Information
We may share your personal data with:
- Company affiliates for the purposes outlined above
- Third party service providers who, on behalf of Peeple HR Ltd:
- Process credit cards, payments, and deliveries
- Manage and service our data
- Distribute emails
- Conduct research
- Analyse our data
- Administer certain services and features
*Company Affiliates: Companies within Saint James Operations Group, of which Peeple forms part.
We are not responsible for the privacy policies of the third-party service providers but do check from time to time that our partners and suppliers are compliant with local privacy and data protection law. Similarly, upon engagement of our third-party suppliers we ensure that they practice adequate data protection.
We may also transfer personal data we have about you if we sell or transfer all or a portion of our business or assets (including in the event of a reorganisation, spin-off, dissolution or liquidation).
Protection And Management Of Personally Identifiable Information
The confidentiality of your personal information is of paramount concern to us and we comply with EU data protection law and all the applicable confidentiality guidelines relevant to HR sectors.
We invest appropriate resources to protect your personal information from loss, misuse, unauthorised access, modification or disclosure.
Encryption and security
We use a variety of security measures, including authentication tools to maintain the safety of your personal data. Your personal data is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems. Peeple HR Ltd has continuous IT support.
Appropriate, industry-standard, security measures are in place to protect your data (details are available upon request). This includes a secure physical firewall for the server.
Where is the data stored?
The personal data we collect or generate (process) will be stored in Malta. Your data is stored on site with a select amount being backed up in a secure data centre.
We will never sell your data, but we may share your data with data recipients for processing purposes only. We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries.
Nevertheless, when we transfer your personal data to recipients in other countries, we will ensure your data is protected as described in this Policy and in compliance with EU General Data Protection (GDPR) regulation.
Retention of your data
We retain your personal data for as long as we hold legitimate interests to fulfil the purposes for which we collect it, unless otherwise required by law.
We will retain personal data related to general communications or enquiries received for up to one year after the communication’s scope is exhausted to safeguard our legitimate interests for tracking enquiries.
Human Resources
If you are not selected for a vacancy you applied for, Peeple will retain the submitted vacancy application and submitted documentation, including Curriculum Vitae, for up to 6 months for consideration should a related vacancy arise within our clients’ businesses. Should you wish to have your data erased before such date, you can notify us, and we will promptly delete your details from our system save any other legal obligations to retain the data.
Should you have been selected, your personal data would be processed in line with the Data Processing Agreement that would be presented to you prior to employment. Personal data will not be retained beyond the above stated timelines.
Your rights related to your personal data
The General Data Protection Regulation (GDPR) gives certain rights to data subjects regarding their personal data. Data subjects of Peeple HR Ltd can take advantage their rights via:
- Right of access– the right to be informed of, and to request access to the data we process about you. Peeple HR Ltd will at latest provide all documentation within 1 month and will not charge a fee unless deemed manifestly unfounded or excessive.
- Right to rectification– the right to request that we update / rectify your personal data if inaccurate.
- Right to restriction– the right to request that we temporarily / permanently stop processing your personal data.
- Right to erasure– the right to request that we delete your personal data.
- Right to object:
- The right to object marketing using your personal data e.g. communication via email
- The right, at any time, to object to us processing your personal data given your situation
- Right to data portability– the right to request a copy of all personal data, in electronic format, we hold about you and the right to transmit this data to another party’s service.
- Right to not be subjected to automated processing– the right to not be profiled where the decision would have a legal effect upon you.
- The right to withdraw consent– Peeple HR Ltd will endeavour to continue to provide the services however, by withdrawing your consent, the efficiency of these services may be affected. In such a case, someone from the company will contact you.
If you are a European resident and you have a concern about our use of your information, you can contact your local data protection regulator
You can contact us to exercise your rights by sending an email at: [email protected].
Compliance With Regulators
We will obey a valid court order or subpoena if these require us to provide the information that we store to law enforcement authorities or a court of law. We will only do so upon legal scrutiny and confirmation of the validity of such requirements in the country where we are deemed to provide operate.
Changes To Our Privacy Policy
Applicable law and our practices change over time. If we decide to update our Policy, we will post the changes on our sites. We strongly encourage you to read our Policy and regularly check for any changes.
This policy is effective from the 4th of May, 2023.
