UK Privacy Policy

Scope

Multiverse Group Ltd ("we", “us”, “our” or “Multiverse”) is the controller of your personal data collected through: https://Multiverse.io (“Site”), any apprenticeship services offered or provided through the Site or otherwise by Multiverse, and via recruitment platform https://apply.workable.com/Multiverse--(“Services”).

This privacy policy (“Privacy Policy”) sets out the types of personal data we collect when you access and visit the Site or use the Services, and how we may manage and use that data. This includes how we may share your personal data with your prospective employer and/or existing employers (each an “Employer”). Multiverse are committed to protecting and respecting your privacy. We are based in the United Kingdom and are registered with the Information Commissioner’s Office under the UK Data Protection Act.

It is important that you read this Privacy Policy together with any other privacy notice or fair processing notices that we may provide to you at or around the time that we collect or process personal data about you so that you are fully aware of how and why we are using that data.

This Privacy Policy supplements other notices on our Site and is not intended to override or replace them.

By visiting or otherwise using our Site and/or Services, you confirm that you have read and understood this Privacy Policy. If, for any reason, you do not agree to the terms of this Privacy Policy, please stop using our Site and/or Services.

The Site and Services are not intended for children (persons under 16) and we do not knowingly collect personal data relating to children.

If you have any questions regarding this Privacy Policy, then please contact the Multiverse team at privacy@Multiverse.org.uk.

Topics

1. Information we may collect from you
2. How do we use the personal information you provide to us?
3. Information about our use of cookies
4. Legal basis for processing your personal information
5. Who we share your information with?
6. Your rights
7. Cross border data transfers
8. Children’s privacy
9. How long we retain your information
10. Security
11. Links to external websites
12. Changes to our privacy policy
13. How to contact us

1. Information we may collect from you

During the processes of registering you as a user of the Multiverse services (as explained more fully in our Terms of Service accessed via the Site), and/or providing services to you in connection with your apprenticeship we will collect and process some or all of the following personal data about you:

Information you provide to us.

1. Personal Data: You may voluntarily decide to provide us with personal information about you by filling in forms on our Site or by corresponding with us by telephone, e-mail or otherwise. This includes information you provide when you register to use our Site, subscribe to our Services, participate in discussion boards or other social media functions hosted by Multiverse, enter a competition, promotion or survey, and when you report a problem with our Site. You provide us with this information in order to receive the apprenticeship, recruitment and employment opportunity matching services we provide, register for apprenticeship services and to receive information about new opportunities we are working on that may be of interest to you.
   1. The information you give us may include your name, date of birth, address, e-mail address and phone number, postcode, academic results, curriculum vitae, citizenship, right to work or visa status, personal description and photographs, video interviews, personality and psychometric test answers and results, as well as your previous employment history. We use this information to assess your eligibility for the apprenticeship opportunities, to match you to suitable opportunities and to communicate with you.
   2. We collect any content (text, images, photographs, messages, comments or any other kind of content that is not your e-mail address) that you may post on our Site.
   3. We also collect the following information during the course of an apprenticeship: Off the job training records, details of progress reviews, details of assignments and feedback, objectives set throughout the program, various types of exam scores, various types of satisfaction ratings, online log in frequency, and attendance records.
2. Special Category Data: You may provide us with sensitive personal data about yourself (e.g. details of your gender, race or ethnicity, religious or political beliefs, trade union membership, sex life, sexual orientation, genetic data, biometric data and health data) by filling in forms on our Site or by completing electronic forms we ask you to complete as part of your apprenticeship application or otherwise disclosing Special Category Data to us during your apprenticeship programme. We use this Special Category Data:
   1. to track the diversity of applicants, to demonstrate to our clients the diversity of applicants, to track success of candidates from different ethnic groups, and to ensure that we have no internal biases.
   2. as part of our contextual flagging system which supports our clients in understanding applicant performance “in context” when they are deciding who to interview from the shortlist of candidates provided to them by Multiverse. More information can be found in the Multiverse Recruitment Policy.
   3. to obtain information on any special health or disability requirements you might have when attending interviews or otherwise meeting your Employers.
   4. if you are located in the UK, we also collect ethnicity because we are required to collect and report this information to the Education & Skills Funding Agency (ESFA), the UK government agency that regulates apprenticeship training.
   5. to track the wellbeing, welfare and safety of applicants (we call this “Safeguarding”).
   6. to share or grant access to your Special Category Data to your Employer in the circumstances listed under ‘Who We Share Your Information With?’

We may also use personal and Special Category Data in anonymised datasets, which removes your personal identifiers, for the purposes of understanding our users and candidate pool, equality monitoring and reporting purposes, and as aggregated data for client reporting and for marketing purposes.

Information we collect about you.

With regard to each of your visits to our Site we may automatically collect the following information:

1. Information collected by our services: including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
2. Information about your visit (log files): including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.

Information you provide to other sources.

When contacting us, you may use services, tools or websites not controlled by Multiverse – for example, Zoom (each a “Third Party Platform”).

Your use of Third Party Platforms is at your own risk and we cannot be responsible for any damages or consequences caused by your use of them. They shall process your personal data in accordance with their own privacy notices. Therefore, you are also advised to review their privacy notices before deciding whether to share your personal data with them.

Information we receive from other sources.

We work closely with carefully selected third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies, ESFA, Learning Records Service, awarding and examining bodies, government bodies, current, past employers or Employers , LinkedIn) and may receive information about you from them. Information may include:

1. education and employment history ( if applicable); attendance information (such as sessions attended, number of absences and absence reasons); assessment information (such as assessment results); medical information (such as disabilities, allergies or illnesses); emergency contact details, special educational needs information (such as care plans); behavioural information (number of exclusions); police record, conviction history (if applicable); personal learning record information; postcode deprivation data, bank account details to enable expenses payments to be made; performance records (such as feedback on progress reviews).
2. Access a copy of Learning Records Service (LRS) Privacy Notice here

2. How do we use the personal information you provide to us?

Please see the Special Category Data section for more information on how we use Special Category Data. In addition to these uses, we use personal information held about you in the following ways:

1. to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;
2. in order to provide you with the apprenticeship recruitment and employment opportunity matching services we provide, and for you to register for and complete apprenticeship services;
3. to provide you with information about other products and services we offer that are similar to those that you have already received or enquired about;
4. to provide you with information about products or services we feel may interest you;
5. to provide your personal data to our clients to whom you are applying or are on programme with, and with whom you have permitted us to share your personal data;
6. to notify you about changes to our Services;
7. to ensure that content from our Site is presented in the most effective manner for you and for your computer.
8. to administer our Site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
9. to improve our Site to ensure that content is presented in the most effective manner for you and for your computer;
10. to allow you to participate in interactive features of our Service, when you choose to do so;
    to conduct periodic campaigns, satisfaction or market research surveys, as well as to analyse the results;
11. as part of our efforts to keep our Site safe and secure;
12. to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
13. to make suggestions and recommendations to you and other users of our Site about products or services that may interest you or them;
14. to comply with ESFA requirements;
15. to support learning and monitor and report on learner progress;
16. to assess the quality of our services and ensure continuous internal performance improvement. This may include sharing recordings of learning sessions with our coaches;
17. to comply with applicable law, for example, in response to a request from a court or regulatory body, where such request is made in accordance with the law; and
18. to resolve any disputes, if you lawfully exercise your rights or if you wish to dispute any part of our service offering.

If you provide us with your email address and / or phone number we may contact you by email, phone or SMS for these services. We may also use this information to send you content and recommendations based on your interests and on opportunities that may be of interest to you. Where we send such communications to you via e-mail of text, this will be because you have: (i) subscribed to receive marketing communications from us; or (ii) purchased our Services, and you have not opted out of receiving that marketing when you provide us with your email address and / or phone number. You have the ability to amend and delete this information from your profile on this Site, and to unsubscribe from marketing communications by following the unsubscribe link in each such message.

We may combine information received from other sources with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).

We will inform you if we change the information, we collect or change the sub-processors we use as part of providing this service to you.

3. Information about our use of cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.

We use the following cookies:

1. Strictly necessary cookies These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
2. Analytical/performance cookies They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
3. Functionality cookies These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
4. Targeting cookies These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

You can find more information about the individual cookies we use and the purposes for which we use them below:

Cookie: Google Analytics

Name: Google Analytics

Purpose: To monitor page views

More information: Google Analytics Cookie Usage on Websites

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

Except for essential cookies, all cookies will expire after a period of two years.

Email us (hello@multiverse.io), we're here to help. Floors 5+6, 2 Eastbourne Terrace, London W2 6LG.

We use Google Analytics to help analyse how users use the Site. Google Analytics uses Cookies to collect information such as how often users visit the Site and use Services, what pages they visit, and what other sites they used prior to coming to our Site. We use the information we get from Google Analytics only to improve our Site and Service. Google’s ability to use and share information collected by Google Analytics about your visits to the Site and use of Services is restricted by the Google Analytics Terms of Use and the Google Privacy Policy. You can learn more about Google’s practices by visiting https://www.google.com/policies/privacy/partners.

4. Legal basis for processing your personal information

We will only collect, process, store and share your personal information to the extent that we are entitled to under law. Most commonly we will use your personal data in the following circumstance:

1. Where you have consented to us doing so;
2. Where we need to do so in order to perform a contract we have entered into with you;
3. Where it is necessary for our legitimate interests (or those of a third party) and your fundamental rights do not override those interests;
4. Where it is necessary in order to protect yours or another person’s vital interests; and
5. Where we need to comply with a legal or regulatory obligation.

In addition to the legal basis described above, where we collect, process, store and share your Special Category Data, we will only do so:

Where we have your explicit consent to do so;

1. Where it is necessary to protect yours or another person’s vital interests where you are physically or legally incapable of giving consent;
2. Where processing is necessary for the purposes of carrying out ours and/or your obligations and/or specific rights in the field of employment and social security and social protection law; and
3. Where processing is necessary for reasons of substantial public interest with a basis in law.
   

5. Who we share your information with

By agreeing to our Privacy Policy and subsequently submitting your personal data, you agree to this transfer, storing, or processing. We will take reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy.

We may share your information with selected third parties including:

Employers and Apprentices

By signing up to this Service you understand that Multiverse may share the following personal data in the following ways:

1. your digital profile and contact details (email and phone number) with any potential employer for the purpose of providing a recruitment service and the Service to you;
2. your health information, to inform your Employers of any special health or disability requirements you might have when attending interviews or otherwise meeting your Employers;
3. your information used to inform our contextual flagging system will be shared with Employers to whom you apply for a role to be used as part of their recruitment and equality and diversity process. For more information on this please refer to our Multiverse Recruitment Policy;
4. information about your on-programme performance, any assessment feedback, and your on-programme feedback;
5. your views and opinions of the programme; and
6. where we deem it appropriate, any information (which may include Special Category Data) collected in connection with our Safeguarding role.

Multiverse may also share your contact details with other apprentices within your apprenticeship cohort for administrative purposes.

Analytics & Site Optimisation

Analytics and search engine providers that assist us in the improvement and optimisation of our Site e.g. Google.

Service providers, Processors, sub-processors & suppliers we work with

We ensure we have a written contract in place with any third party processor we use to ensure that the processor only acts on our written instruction, that we are confident in the security of the data we have shared. These third party service providers are required not to use your Personal Data other than to provide the services requested by us. You can find a list of our processors here.

Legal requirements & other disclosures

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Service and other agreements, or to protect the rights, property, or safety of Multiverse, our customers, apprentices, or as required to fulfil the Prevent duty. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Specifically, when performing apprenticeship services to on-programme apprentices, Multiverse is required to share information with:

1. In the UK:
   1. the Education and Skills Funding Agency and the Department for Education, relating to name, date of birth, sex, ethnicity, address and postcode, household situation, learning needs, disabilities and health conditions, employer name and address, apprenticeship for study, funding amount and start and end date;
   2. The Digital Apprenticeship Services, relating to name, date of birth, unique learner number and qualifications; and
   3. End Point Assessment Agencies: (i) for apprentices - relating to name, date of birth, gender, ethnic origin (if provided), home address, email address, phone number, National Insurance Number, unique learner number, qualifications, criminal record, role fit, work history, quality assurance information; and (ii) for employers - relating to: employer name, employer address, line manager name, line manager email address, line manager job title and Company ERN.
2. In the USA:
   1. the United States Department of Labor relating to your employer, program & occupation code (ONET code), name, address, ethnicity, race, education level, information about related technical instruction provided by Multiverse

6. Your rights

If you are a resident of the EEA, you may have certain rights in relation to your personal data as prescribed within the prevailing data protection regulations. These include:

1. Right of Access: You may, at any time, request access to the personal data we hold about you (you may have heard of this right being described as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. This right is not absolute. For example, we cannot reveal trade secrets, or give you Information about other individuals.
2. Right to Rectification: You may request that we correct personal data that we hold about you which you believe is incorrect or inaccurate, though we may need to verify the accuracy of the new data you provide to us.
3. You may modify your personal data that is on your Multiverse account and digital profile by logging into your digital profile, selecting ‘account settings’ and editing the information there. If you would like us to correct any other personal data that we hold about you, then please contact us.
4. Right to Erasure: You may ask us to erase personal data if you do not believe that we need to continue retaining it (you may have heard of this right described as the “right to be forgotten”). If for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request.
5. Right to Object to Processing: You may object to processing of your personal data where we rely on legitimate interest for processing that personal data. You also have the right to object where we are processing your personal data for direct marketing purposes. We will comply with your request unless we have a compelling overriding legitimate interest for processing or we need to continue processing your personal data to establish, exercise or defend a legal claim.
6. Your Right to Restrict Processing: This enables you to ask us to suspend the processing of your personal data in the following scenarios:
   1. if you want us to establish the data's accuracy;
   2. where our use of the data is unlawful, but you do not want us to erase it;
   3. where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
   4. you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
7. Right to Portability: We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
8. Right to object to automated decision making and profiling: You have the right to be informed about the existence of any automated decision making and profiling of your personal data, and where appropriate, be provided with meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing that affects you.
9. Right to withdraw consent at any time: You may withdraw your consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Exercising your rights

When you write to us making a request to exercise your rights, we are entitled to ask you to prove that you are who you say you are. We may ask you to provide copies of relevant ID documents to help us to verify your identity.

Please see “How to contact us” below for contact details.

7. Cross border data transfers

As part of our delivery of the service, we may share UK residents’ personal information with Employers located outside of the United Kingdom (“UK”) in the pursuit of an apprenticeship or employment position. We may transfer your personal data outside of the United Kingdom, some of which may not provide a level of data protection equivalent to the UK. When we do so, we shall ensure that the relevant safeguards are in place to afford adequate protection for your personal data, such as the presence of an adequacy decision, standard contractual clauses or binding corporate rules. Further details regarding the relevant safeguards can be obtained from us on request.

8. Children's privacy

We do not knowingly collect, maintain, or use personal information from children under 16 years of age, and no part of our Services is directed to children. If you learn that a child has provided us with personal information in violation of this Privacy Policy, then you may alert us at privacy@Multiverse.io.

9. How long we retain your information

We will not hold your personal information for any longer than is required by any of those purposes, and once it is no longer required, then we will either permanently delete it or anonymise it to the extent that it is no longer personal information.

10. Security

Multiverse takes the protection of your information seriously. 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.

Where we have given you (or where you have selected) a password which enables you to access certain parts of our site, you are responsible for keeping this password secure and confidential. We ask you not to share your password with anyone and we accept no responsibility for any unauthorised access to your personal data that results from you sharing your password or otherwise making your account accessible to third parties. If you suspect that your password has become known to another person or system, then you should contact us immediately.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.

11. How to contact us

If you have any questions about this Multiverse Privacy Policy, would like to exercise any of your statutory rights, or to make a complaint, please write to:
The Data Protection Manager
Multiverse Group Ltd
Multiverse 2 Eastbourne Terrace, Floors 5+6, London, W2 6LG.
privacy@Multiverse.io

If we do not address your request or fail to provide you with a valid reason why we have been unable to do so, you have the right to contact the Information Commissioner’s Office to make a complaint. They can be contacted via their website (www.ico.org.uk) or by telephone 0303 123 1113.